Drivers & guides

Drivers is your compliance record: licences, categories, CPC and tacho cards. Guides are the people you assign to bookings, who receive the Trip Pack. Both are under Fleet & Crew in the sidebar, and both can be assigned to bookings and to Back of House tasks.

Drivers

Let drivers fill in their own details

The quickest way to add drivers is to send them the intake form:

1. Go to Drivers → Share form, then click Copy.
2. Send the link to the driver. They don't need a login.
3. They fill in their contact details, driving experience, licence categories, licence number, expiry and check code, and their CPC and tacho card expiry if they're a PSV driver.
4. They can upload photos of their licence (front and back), proof of address, and their qualification and digi cards.
5. Once they confirm the declaration and submit, they appear on your Drivers page.

If the link gets into the wrong hands, click Regenerate. The old link stops working immediately.

Add or edit a driver yourself

Click + Add driver, or the pencil on a driver's card. Tick PSV driver to show the CPC and tacho fields. Set a driver to Inactive when they no longer work for you. Documents are uploaded by the driver, either through the intake form or from their own driver login.

Compliance at a glance

Each driver card shows their licence expiry and, for PSV drivers, CPC and tacho card expiry:

• red once expired;
• amber when due within 30 days.

Click a document button to view it. For privacy, document links only work for 5 minutes. The tiles at the top count drivers who are expiring soon or expired, and driver compliance feeds the dashboard's Operations Health panel.

Guides

Guides receive the Trip Pack by email when you assign them to a booking.

1. Go to Guides → + Add guide.
2. Enter their name and email, both required, plus a phone number and notes if you like.
3. Click Save guide.

To assign a guide, open a booking, choose Action menu → Edit booking, choose them under Assigned guide and save. Their Trip Pack is emailed automatically.

Assigning a driver to a booking

Drivers also appear in the Assigned guide list, as Name (driver). The Trip Pack isn't emailed automatically to drivers, so use Action menu → Copy trip pack link and send it yourself. A driver with their own login sees the trip on My trips. Keep driver and guide names unique, so each booking links to the right person.