Drivers
View and manage driver profiles, performance scores, and vehicle assignments within the Fleet module.
The Drivers sub-module within Fleet provides a fleet-focused view of all drivers in your organization. While driver employee records are managed in the HR module, this page brings together the information fleet managers need most -- vehicle assignments, performance scores, availability status, and operational metrics.
Navigation: Fleet > Drivers
Purpose
Fleet managers need quick access to driver information in the context of fleet operations. The Drivers sub-module allows you to:
- View all drivers and their current vehicle assignments at a glance
- Check driver availability before making dispatch or assignment decisions
- Review driver performance scores and safety ratings
- See each driver's operational history -- trips completed, incidents, fines, and maintenance involvement
- Assign or reassign drivers to vehicles
What You Will See
The Drivers page displays a table of all active drivers with fleet-relevant metrics.
Table Columns
| Column | Description |
|---|---|
| Driver | Full name and profile photo (or initials) |
| Employee ID | The driver's employee identification number |
| Phone | Contact phone number |
| Assigned Vehicle | The vehicle currently assigned to this driver (plate number and model) |
| Status | Current availability status |
| Performance Score | Overall performance score based on multiple factors |
| License Expiry | When the driver's license expires |
Driver Statuses
| Status | Description |
|---|---|
| Available | Driver is active and available for assignment or dispatch |
| On Trip | Driver is currently on an active trip or dispatch |
| On Leave | Driver is on approved leave (synced from HR module) |
| Suspended | Driver has been temporarily suspended from operations |
| Inactive | Driver is no longer active in fleet operations |
You can filter by status using the status tabs at the top and search by driver name or employee ID.
Driver Detail Page
Click on any driver row to open the driver detail page. This page provides a comprehensive view of the driver's fleet activity.
Profile Section
Displays the driver's personal and contact information:
| Field | Description |
|---|---|
| Full Name | First and last name |
| Employee ID | Unique identifier |
| Phone Number | Primary contact number |
| Email address | |
| License Number | Driving license number |
| License Type | License category (e.g., Light Vehicle, Heavy Vehicle) |
| License Expiry | Expiration date of the driving license |
| Date Joined | When the driver joined the company |
Vehicle Assignment
Shows the current and past vehicle assignments:
| Column | Description |
|---|---|
| Vehicle | Brand, model, and plate number |
| Assigned Date | When the assignment started |
| End Date | When the assignment ended (blank if current) |
| Status | Current or Past |
Performance Score
The performance score provides an objective measure of how well a driver is performing. Scores are calculated based on multiple factors:
| Factor | Description | Weight |
|---|---|---|
| Trip Completion | Percentage of assigned trips completed on time | High |
| Safety Record | Number of incidents and their severity | High |
| Fine History | Frequency and severity of fines | Medium |
| Inspection Compliance | Whether the driver completes pre-trip inspections | Medium |
| Customer Feedback | Ratings and feedback from customers or dispatchers | Low |
Performance scores are calculated automatically by the system based on historical data. They are updated regularly as new trips, incidents, and inspections are recorded. You cannot manually override a performance score.
Scores are displayed on a scale and color-coded for quick assessment:
| Score Range | Rating | Color |
|---|---|---|
| 90 -- 100 | Excellent | Green |
| 75 -- 89 | Good | Blue |
| 60 -- 74 | Average | Orange |
| Below 60 | Needs Improvement | Red |
Operational History
A timeline view showing the driver's recent fleet activity:
- Trips completed
- Incidents reported
- Fines issued
- Maintenance tasks they were involved in
- Inspections completed
Assigning a Driver to a Vehicle
To assign or change a driver's vehicle assignment:
- Open the driver's detail page.
- In the Vehicle Assignment section, click "Assign Vehicle" (or "Change Vehicle" if already assigned).
- Select a vehicle from the dropdown. Only vehicles with an Active status and no current driver assignment are shown.
- Confirm the assignment.
A vehicle can only have one primary driver assigned at a time. If you assign a new driver to a vehicle that already has a driver, the previous assignment will be ended automatically. Make sure this is intentional before confirming.
License Expiry Tracking
The system tracks driving license expiry dates and highlights drivers whose licenses are approaching expiration or have already expired:
| Indicator | Meaning |
|---|---|
| Green | License is valid with more than 30 days remaining |
| Orange | License expires within the next 30 days |
| Red | License has expired |
Drivers with expired licenses should not be assigned to vehicles or dispatched for trips. Ensure license renewals are processed promptly to maintain compliance and avoid operational disruptions.
Relationship to HR Module
Driver records in Fleet are linked to employee profiles in the HR module. The following data is synced:
| Data | Source |
|---|---|
| Personal information (name, contact) | HR module |
| Leave status | HR module |
| License details | Fleet module |
| Vehicle assignments | Fleet module |
| Performance scores | Fleet module (auto-calculated) |
Changes to personal information should be made in the HR module, and they will be reflected in Fleet automatically. Fleet-specific data such as vehicle assignments and performance scores are managed directly in this sub-module.