Booking Driver

Opening the Booking Driver modal window enables you to create a driver record and add to their Contact details.

Once created, you can view and edit the driver's Contact and Events details.

You can access this window from the Boookings / Booking tab

  1. Click on the [Add Folder] icon to create a driver from a booking in edit mode.

  2. Click on the [Edit Folder] icon to edit a driver from a booking in edit mode.

Updating driver fields

There are some fields that can be stored in both the booking and the driver records that are the same: Salutation, Name, Mobile and Licence.

  1. If you navigate here and update the driver record, the fields that are the also stored in the booking will also update.

  2. If you update driver details directly in the booking, the same details in the driver record will not update.

  3. If you hyperlink to the Drivers / Contract tab and update the driver record, the driver-related details in the booking will not update.

Once you have a linked driver record, we recommend that you always navigate here to the Booking Driver modal window to make changes to the driver details so they are always updated for future bookings.

Listed fields

  • Driver ID (Num) — Unique and sequential system issued number

  • Surname (Text) — Driver's surname. Access to this field can be role restricted.

  • Salutation (Select List) — Driver's salutation.

  • Given Name (Text (30)) — Driver's first name. The name should not exceed 30 characters. Access to this field can be role restricted.

  • Middle Name (Text) — Driver's middle name.

  • Gender (Select List) — Driver's Gender

  • Client (Text) — Client name. Not editable once originally selected at driver creation (this is to prevent contracts being inadvertently altered). It can be changed if the driver is not allocated to any contracts. Access to this field can be role restricted.

  • Work Phone (Text) — Driver's work telephone number. If populated, this can be viewed in the contracts screen (bottom left of screen) when your cursor hovers over the driver name in the header displayed in the Contracts screen. Access to this field can be role restricted.

  • Work Fax (Text) — Driver's facsimile number

  • Position (Text (60)) — Job title

  • Position Start (Date) — Date started in current position

  • Position End (Date) — Enter or pick the date when the Driver's employment is ending. This is generally be considered the date they left employment. If the date is on or before today's date, the Driver's record will be shaded in pink in Lookup screens.

  • Mobile (Text) — Driver's mobile telephone number. If populated, this can be viewed in the contracts screen (bottom left of screen) when your cursor hovers over the driver name in the Contracts Header. Access to this field can be role restricted.

  • Employee number (Text) — Number issued by driver's employer, typically a payroll number. This number is a searchable field at contract level. Access to this field can be role restricted.

  • Licence No (Text) — Driver's licence number, up to 30 characters. Access to this field can be role restricted.

  • State (List) — Drop-down list of States so you can record the State that the Driver's Licence was issued in. Overseas is also an available option. Access to this field can be role restricted.

  • Expiry (Date) — Licence expiry date

  • Licence Card Number (Text) — If the driver's licence is issues with a card number, enter it here. This number may form part of the data used in credit checks for finance applications. Do not confuse this with the "Licence No" field.

  • Licence Class (Text) — Indicates the type of vehicle the driver is licenced to drive. All States and Territories in Australia have the same licence class descriptions. They are as follows; C Car R Rider LR Light Rigid MR Medium Rigid HR Heavy Rigid HC Heavy Combination MC Multi-Combination Note ~ This is to be used as a free text field, and users may enter more than one class, if required. Therefore, it is not linked to any tables.

  • Email (Text) — Enter the driver's email address here. Multiple email addresses can be entered by adding a semicolon (;) to separate each email address. Leave no spaces in-between. The email addresses can also be validated. Go to the Email Address Validations page for more details on how this is checked. Novated quotes are checked to make sure the quotes "Email" detail matches what is stored here on save. If they don't match, the user can choose to have this field updated at the same time. Access to this field can be role restricted.

  • Package Advisor (Listbox) — This field is only visible on the Packaging / Employees tab and allows you to link an Employee to a Package Advisor.

  • Note (Text) — Unlimited text notes

  • Card Account Number (Text (16)) — Account number used for external accounts, e.g. meal card

  • Pay Cycle (List) — Novated quotes are checked to make sure the quotes "Pay Cycle" detail matches what is stored here on save. If they don't match, the user can choose to have this field updated at the same time. Access to this field can be role restricted.

  • External Code (Text) — External Id is a reference code from an external vehicle fleet management database. This is typically used to record the external customer id. If populated, this can be viewed in the contracts screen (bottom left of screen) when your cursor hovers over the driver name in the Contracts Header.

  • Postal Addreess1 (Text) — Address line 1. Access to this field can be role restricted.

  • Postal Address2 (Text) — Address line 2. Access to this field can be role restricted.

  • Suburb/Town (Text) — Address line 3. Access to this field can be role restricted.

  • State (List Box) — List of valid states. Access to this field can be role restricted.

  • Postcode (Num (4)) — Postcode. Access to this field can be role restricted.

  • Reports By (List Box) — Reporting preference, e.g. Self Service, Email, Post. Default is Email. See Novated Driver Report for details of running driver reports individually or in groups.

  • Home Address Same (Check Box) — Select this if the home address is the same as the postal address

  • Home Address 1 (Text) — Address line 1. Access to this field can be role restricted.

  • Home Address 2 (Text) — Address line 2. Access to this field can be role restricted.

  • Suburb/Town (Text) — Address line 3. Access to this field can be role restricted.

  • State (List Box) — List of valid states. Access to this field can be role restricted.

  • Postcode (Num (4)) — Postcode. Access to this field can be role restricted.

  • Home Phone (Text) — Access to this field can be role restricted.

  • Home Type (List) — Own or Rent

  • Years At Address (Numeric) — Years at address to two decimal places

  • Date of Birth (Date) — Driver's Birth Date. Access to this field can be role restricted.

  • Salary (Numeric) — Driver's Annual Salary. Access to this field can be role restricted.

  • With Employer (Numeric) — Years with employer to two decimal places

  • Last edit (Text) — Non editable, display only field of last edit: user and timestamp

  • Tag Number (Text) — e-tag number recorded against the contract for information purposes

  • Tag Acct Number (Text) — e-tag account number recorded against the contract for information purposes

  • Account Name (Text) — Account name recorded against the contract for information purposes

  • Tag Supplier (Code) — Must be a supplier type "card services"

  • External Id (Text) — External Id is a reference code from an external vehicle fleet management database. The preferred Id is the Driver Id of the external system as this will link the Package Employee to any novated vehicles that are connected to that driver.

  • Access (Check Box) — Check this to create a login and password for the driver. You can then opt to email details to the driver. This check box is editable in View mode, and not in Edit mode, as it also launches a pop-up email screen to notify the driver. See Access for more information. Access to this field can be role restricted.

  • 2FA Enrolled (Check Box) — If this is checked on, it indicates that 2 factor authentication (2FA) is in use by the driver in the Driver Portal. You can configure this to be hidden, optional or compulsory for the driver. If optional, the driver can enable 2FA in the Driver Portal from the 2 Factor Authentication button. If it's compulsory, they will be navigated to the enrolment screen when they next login. If the driver has any problems with 2FA and it needs to be re-set it or they don't want to use it anymore, internal users can un-check the flag. Only 'admin' users can do this.

  • Driver Claims (Check Box) — This field is checked by default when a new driver is created and also displays on the Drivers / Contact tab. Only internal users can see and edit this field. When checked, the driver can create new claims in the Contracts / Claim tab or the Driver Portal if they have access. If un-checked, the driver cannot create new claims and an alert message is shown if they try. This text is stored in and can be modified. If un-checked, internal users can still create claims in the Contracts / Claim tab, but are alerted before the claim is created: "Driver cannot create claims. Create claim anyway?".

  • Driver Login (Date & Time) — Display field showing the Driver Login which will be either be the "Driver ID" or the "Email", depending on your Access configuration. Access to this field can be role restricted.

  • Last Login (Date & Time) — Non-editable display of the date & time of the drivers last login. The field displays "Never" if the driver has not logged in.