Add or edit a driver
Every field of the Add driver and Edit driver form — personal, contact, licence, assignment, pickup and delivery areas, fallback pay, emergency contact and documents — what is required and what Save draft does.
Watch: Add a driver and a vehicle
2:29Add a driver with what dispatch needs, invite them to the driver app, and give them a vehicle.
On this page
The driver form creates a driver profile (Add driver) or changes one (Edit driver on the driver's page). Adding needs permission to add drivers; editing needs permission to edit drivers. For the step-by-step version see Add and manage drivers.
At a glance
| Area | What it holds |
|---|---|
| Header | Breadcrumb, the title ("Edit Ethan Brooks" with the status or Draft badge when editing), Cancel, Save draft (new drivers and drafts), Add driver or Save changes. It stays under the top bar while you scroll. |
| Personal information | ID, name, date of birth, gender, nationality, languages |
| Contact details | Phone, e-mail (the app sign-in), home address |
| Licence & compliance | Licence number, class, issuing state and expiry, endorsements, medical card, drug test |
| Assignment | Home depot, vehicle, employment type, status, shift pattern |
| Pickup area | The zones the driver picks up in, the codes of those zones they cover and any extra postal codes |
| Delivery area | The same for where the driver delivers; Same as pickup copies the pickup area |
| Compensation | Fallback pay rates and start date |
| Emergency contact | Who to call |
| Documents | Files to attach, each with its type, number and expiry |
| Side column | Driver summary, the readiness checklist and (new drivers) Driver app |
Fields marked * are required to add the driver. Save draft only needs the first and last name.
Personal information
| Field | What to enter | Required | Notes |
|---|---|---|---|
| Driver ID | DRV- and at least 3 digits | No | Blank uses the next free ID. Can't be changed later. |
| First name, Last name | Up to 40 characters each | Yes | Also required for a draft |
| Date of birth | A past date | Yes | The driver must be at least 18 |
| Gender, Nationality | Optional | No | |
| Languages | Type and press Enter | No | Up to 10 |
Contact details
| Field | What to enter | Required | Notes |
|---|---|---|---|
| Phone | For example +1 416 555 0184 | Yes | At least 7 characters; used for Call and Text message |
| A valid e-mail address | Yes | The driver's app sign-in and where the invitation goes | |
| Address, City, State | Home address; enter the province under State | Yes | |
| ZIP | Postal code, for example M5V 2T6 | No |
Licence & compliance
| Field | What to enter | Required | Notes |
|---|---|---|---|
| Licence number | As printed, at least 3 characters | Yes | |
| Licence class | Pick from the list | Yes | The classes come from Fleet settings (for example Ontario Class G). It decides which vehicles the driver may drive. |
| Licence province (Licence state for a US company) | The province or state that issued it | Yes | e.g. ON. |
| Licence expiry | Date | Yes | Drives the expiry warnings |
| Endorsements | Type and press Enter | No | Up to 10 |
| Medical card expiry | Date | No | Only for drivers who need one (heavy vehicles) |
| Drug test due | Date | No |
Assignment
| Field | What to enter | Required | Notes |
|---|---|---|---|
| Home depot | A depot | No | Leave it empty if you run without a depot |
| Assigned vehicle | Search by registration, model or ID | No | Only available vehicles the licence class may drive are listed. If the vehicle already has a driver, saving asks Reassign vehicle?; Reassign and save clears the old links. |
| Employment type | Employee, Independent Contractor or Contracted Company | No | Blank counts as employee. Pay plans and required documents can depend on it. |
| Home time | Daily or Weekly | No | |
| Status | A driver status | Yes | New drivers start as Pending approval |
| Shift type | Regional, Metro, Last-mile, Long-haul | No | |
| Weekly off | The days the driver is off every week: open the list and tick as many days as apply (for example Saturday and Sunday) | No | Next off on the driver page is the nearest of them |
Pickup area and Delivery area
Two cards with the same parts: Pickup area is where the driver collects, Delivery area is where they drop off. An order fits the driver when its pickup postal code is in the pickup area and its delivery postal code is in the delivery area. For example, a driver who picks up in Downtown Toronto (M5V) and delivers in Mississauga (L5B) is offered an order from M5V 2T6 to L5B 3C2, but not one from M5V 2T6 to M4W 1A1.
The top right of each card shows its total as you work: Covers 14 postal codes; Covers everywhere when no zone is picked and no extra code is added on that card (that side accepts any postal code; a driver with neither area set is a fit for any order); Covers no postal codes when a zone is picked but none of its codes is left (auto-assign then offers the driver nothing). On the Delivery area card, Same as pickup copies the pickup zones, unticked codes and extra codes; after that the two areas are edited separately.
| Part | What to do | Notes |
|---|---|---|
| Zones | Tick the zones the driver works in | Every zone from Pricing → Zones, including inactive ones (marked inactive). The counter shows, for example, 2 of 37 zones picked. Ticking a zone covers all its codes. |
| Search zones or postal codes | Type part of a zone name or a code, such as Scarborough or M1B | Narrows the list to matching zones. |
| Zone row | Read x of y codes | For a picked zone, how many of its codes the driver covers. A zone with some codes unticked shows a dash in its box instead of a tick; clicking it ticks every code again. |
| Codes | Opens the zone's postal codes | Each code is a box: untick the ones the driver doesn't serve. All ticks every code of the zone, None unticks them (the zone is then unpicked). Unticking the last code also unpicks the zone. Ticking a code of a zone you haven't picked picks that zone with only that code. |
| Extra postal codes | Type or paste codes, for example L4W, L5B 3C2 | Codes outside the picked zones, from an FSA (L4W) to a full postal code, separated by commas, spaces or new lines. Each becomes a chip with a remove button; Backspace removes the last one. Codes that aren't 3–10 letters or digits are not added (the note under the field lists them). A code a picked zone already covers turns amber with "Already covered by a picked zone". Up to 500. |
With no zones yet, the card links to Pricing → Zones and you can use Extra postal codes alone. Postal codes typed by hand on a driver before zones existed show here as Extra postal codes, so nothing is lost; remove the ones the zones now cover. When a zone changes later, the driver follows it: new codes in the zone are covered, the codes you unticked stay unticked. If the zone loses all the codes the driver covered, the driver covers no postal codes (never everywhere). A zone that is the only zone of a driver's pickup or delivery area (with no extra codes) can't be deleted until that area changes. Drivers saved before the two areas existed have the same pickup and delivery area.
Compensation
These are fallback rates: payroll uses them only when no pay plan applies to the driver (Payroll → Pay plans). The currency is your company's.
| Field | What to enter | Required | Notes |
|---|---|---|---|
| Hourly rate | For example 24.50 | For employees | Leave empty for a contractor who isn't paid by the hour |
| Commission (%) | For example 62 | No | Share of the order subtotal per delivered order |
| Distance Rate | Per unit of distance, in your company's units | No | |
| Distance Rate vehicle | Driver's own vehicle only (the default) or Company vehicle only | No | The vehicle's Owner type decides. A company or leased vehicle earns no distance pay unless you pick Company vehicle only. For one rate on every vehicle, use a pay plan |
| Per-Delivery Rate | Amount per delivery | No | |
| Start date | Date | No | Shows as Date joined |
Emergency contact
| Field | What to enter | Required |
|---|---|---|
| Contact name | Up to 80 characters | Yes |
| Relationship | Spouse, Partner, Parent, Sibling, Child, Friend or Other | Yes |
| Phone | At least 7 characters | Yes |
| Alternate phone | No |
Documents
Drop files on Attachments (licence, medical card, background check or drug test PDFs, up to 10 MB each, up to 20). Each file gets a row:
| Field | What to enter | Required |
|---|---|---|
| Type | A document kind from Fleet settings; guessed from the file name | Yes |
| Document No. | Up to 40 characters | Yes |
| Expiry date | Date | Yes |
On an existing driver the section says how many documents are on file; manage those on the driver's Licence & documents tab. New files are added.
The side column
- Driver summary: the name ("New driver" until you type it), status, ID, phone, e-mail, depot, vehicle, Pickup zones, Pickup area, Delivery zones and Delivery area (a partly covered zone shows, for example, "Downtown (8/10)") as you type.
- Readiness checklist: Personal information, Contact details, Licence & compliance, Assignment, Emergency contact and Documents uploaded tick off as you fill them in.
- Driver app (new drivers only): Invite to the driver app is ticked by default. When you click Add driver, the driver gets an e-mail with the app download links, your company ID and a set-password link. It needs an e-mail address and is not sent with Save draft.
Buttons
| Button | What it does |
|---|---|
| Cancel | Leaves without saving |
| Save draft | Saves an unfinished profile (names only needed). A draft shows a Draft badge and becomes assignable only once you complete it with Add driver. Shown for new drivers and drafts. |
| Add driver | Checks every required field and creates the driver (also completes a draft) |
| Save changes | Saves an existing driver. Disabled ("Nothing to save yet") until you change something. |
A dot and "Unsaved changes" show beside the buttons once you edit something. Leaving with unsaved changes asks Discard unsaved changes? (Keep editing / Discard changes).
If saving fails, The driver couldn't be saved explains why and the fields with problems are marked.
Good to know
- Approve a Pending approval driver on their page (Approve driver) before you can assign a vehicle.
- If the invitation e-mail can't be sent, the driver is still added: send it from the driver page.
- Licence classes, document kinds and their expiry rules are company settings: see Fleet settings.
Related
Related articles
- How-toAdd and manage driversFind drivers, add a new one, send the driver app invitation, keep licences and documents up to date and set what each driver may do in the app.
- Page guideFleet settingsEvery list and setting on Settings → Fleet — vehicle classes, licence classes and presets, driver document kinds, maintenance types, route planning and driver vehicle access — with the Canadian defaults and where each one is used.
- How-toSet up driver pay plansBuild a pay plan from components and modifiers, pay different rates for own and company vehicles, try it in the simulator, assign it to groups of drivers and publish new versions.
- Setup pathSet up employees, contractors and the driver networkWhat to configure when your drivers are employees, owner-operator contractors or a subcontracted fleet, and when you overflow work to the driver network — driver records, documents, pay plans, tax and payee, app invitations and network settings.
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