Driver Assignment

The Drivers module tracks every person authorized to operate your fleet vehicles — their license information, certifications, contact details, and current vehicle assignment.

Driver Fields Reference

Field	Required	Description
Name	Yes	Full name of the driver
Email	No	Driver's email address
Phone	No	Driver's phone number for dispatch contact
License Number	No	Driver's license number
License Class	No	License class (e.g., Class C, CDL-A, CDL-B)
License Expiry	No	Date the license expires. Fleet generates an alert before this date
Certifications	No	Array of certification names (e.g., OSHA-10, Forklift, Hazmat)
Assigned Vehicle ID	No	The vehicle this driver is currently assigned to
Status	Yes	Active, Inactive, or Suspended

Driver Status

Status	Meaning
Active	Driver is eligible for vehicle assignment and dispatch
Inactive	Driver is not currently working (leave, seasonal, etc.)
Suspended	Driver is suspended from operating fleet vehicles

Adding a Driver

1. Navigate to Drivers in the left sidebar
2. Click Add Driver
3. Enter the driver's name (required)
4. Add contact information: email and phone
5. Enter license information: license number, class, and expiry date
6. Add any certifications (comma-separated or as individual tags)
7. Optionally assign to a vehicle immediately
8. Click Save

The driver record is created and appears in the driver list.

Assigning a Driver to a Vehicle

There are two ways to assign a driver to a vehicle:

From the Driver Record

1. Open the driver's profile (click the driver in the Drivers list)
2. Click Edit
3. In Assigned Vehicle, select or type the vehicle name
4. Click Save

The vehicle record is not automatically updated — you must also update the vehicle's Assigned Driver field.

From the Vehicle Record

1. Open the vehicle's detail page (click the vehicle in the Vehicles list)
2. Click Edit
3. In Assigned Driver, select or enter the driver's name
4. The Assigned Driver ID field links to the driver record
5. Click Save

💡Keep driver assignments synchronized in both directions: set the vehicle's assigned_driver_id AND the driver's assigned_vehicle_id. Both records are independent — updating one doesn't automatically update the other.

Temporary Driver Assignment

For a temporary swap (e.g., covering while a primary driver is on leave):

1. Update the vehicle's assigned driver to the temporary driver
2. Leave the primary driver's own assigned_vehicle_id unchanged
3. When the primary driver returns, restore the vehicle's assignment

Fleet does not have a built-in "temporary assignment" expiry — manage temporary assignments manually.

Driver History Per Vehicle

To see which drivers have operated a vehicle, review the vehicle's audit log:

1. Open the vehicle detail page
2. Look for vehicle.update events where assigned_driver_id changed

The audit trail records every assignment change with the date, previous driver, and new driver.

License Expiry Tracking

Fleet monitors driver license expiry dates and generates alerts automatically:

• An license_expiring alert is created when a driver's license expiry is approaching
• Alerts appear in the Fleet Alerts page and on the dashboard
• The alert includes the driver name and expiry date

⚠️A driver with an expired license should be set to Suspended status immediately. This prevents them from appearing as available in dispatch workflows and removes them from the active driver list.

Filtering and Searching Drivers

The driver list supports:

• Status filter — Show Active, Inactive, or Suspended drivers
• Search — Search by name, email address, or license number

Removing a Driver

Fleet uses soft deletion for drivers:

1. Open the driver's profile
2. Click the Actions menu
3. Select Delete Driver
4. Confirm the dialog

Deleted drivers are removed from all lists but their records remain for audit history. If a driver was assigned to a vehicle, update the vehicle's assigned driver field.