Contact & Employment Details: Contact

Driver contact information and employment details

Contact

Use this tab to create and record contact details when managing package employees.

When a quote is created and an employee record is selected:

Some contact details will automatically populate into the quote

For the driver version of this page, visit:

Drivers → Contact

Buttons

Button	Description
New	Create a new driver
Copy	Create a new driver by copying an existing record. All data is copied except employer information. Home and postal addresses are also copied. Useful when a driver changes employer.

A full list of copied fields is available in system documentation.

Column One

Field	Description
Employee ID (Num)	Unique sequential system-issued ID
Salutation (Drop List)	Employee salutation
Given Name (Text)	Employee first name (max 30 characters). Used in Employee Portal and editable by employee
Middle Name (Text)	Employee middle name
Surname (Text)	Employee surname
Mobile (Text)	Mobile number. Visible in Contracts screen hover tooltip
Home Phone (Text)	Home phone number
Work Phone (Text)	Work phone number. Visible in Contracts hover tooltip
Email (Text)	Email address used for reports and notifications. Supports multiple emails separated by semicolon. Also used for Novated reports and FBT declarations. Visible in Employee Portal (read-only)
Date of Birth (Date)	Employee date of birth

Address Details (Home)

Field	Description
Home Address (Checkbox)	Enables address autocomplete linking
Home Address (Autocomplete)	Address lookup field used in edit mode
Home Address 1	Address line 1 (may be role restricted)
Home Address 2	Address line 2 (may be role restricted)
Suburb	Suburb
State	State selection list
Postcode	Postcode (4 digits)
Country	Country list

Postal Address

Field	Description
Use Home Address	Copies home address into postal address
Postal Address (Checkbox)	Enables autocomplete linking for postal address
Postal Address 1	Address line 1
Postal Address 2	Address line 2
Suburb	Suburb
State	State selection list
Postcode	Postcode
Country	Country list

Additional Notes

Notes field supports unlimited text
Hovering displays full content if more than 3 lines are entered

Column Two

Field	Description
Client	Employer client. Locked after creation unless no contracts exist
Pay Cycle	Active pay cycle from client setup
Employee No	Employer-provided payroll number (searchable in contracts)
Position	Job title
Cost Centre	Linked client cost centre (may be role restricted)
Employee End	Employment end date. Past dates highlight record in pink
Salary	Annual salary
Allowances	Added to salary for total remuneration
Employer Super	Calculated superannuation contribution (editable)
Total Employment Cost	Salary + Allowances + Employer Super
Employee Super	Employee super contribution
HELP Debt	Indicates if employee has HELP debt

Column Three

Field	Description
Access	Enables login creation and password generation. Triggers email workflow
Employee Claims	Allows employee to submit claims via portal or contract screen
2FA Enrolled	Indicates if employee has enabled two-factor authentication
Employee Login	Displays login method used (Employee ID or Email)
Last Login	Timestamp of last login (or “Never”)
External ID	External system identifier
External Code	External system code
Last Edit By	Last user and timestamp who edited record
Created By	Record creation user and timestamp
Assigned	User assignment for record ownership

View Actions

Action	Description
New	Create new employee
Edit	Edit existing employee
Copy	Copy existing employee (excludes employer data)
Create	Save new employee record
Save	Save changes
Cancel	Discard changes

Create or Save Validations

Client cannot be empty
Duplicate Employee No warning may appear
Duplicate name warning may appear
Invalid email prevents sending emails

Access

The Access checkbox enables login to the Employee Portal.

Conditions

Requires valid email address
Login only active if Access is enabled
Vehicle data visible only if Contract Types → Driver Contract Access is enabled

Behaviour

Creates login credentials
Sends optional email notification
Displays password generation popup

Employee Claims

When enabled:

Employees can submit claims
Disabled employees receive alert if attempting claims
Internal users can still create claims

Two-Factor Authentication (2FA)

Optional, compulsory, or hidden depending on configuration
Employees may be forced to enrol on login
Admin users can reset by unchecking field

Login & Audit Fields

Field	Description
Employee Login	Current login method used
Last Login	Last login timestamp
External ID	External system reference
External Code	External system reference
Last Edit By	Audit trail of last edit
Created By	Record creation audit

Access Configuration Notes

Access uses email or Employee ID depending on system configuration
Password defaults to registration number of most recent contract
Login validity depends on contract access rules

Email Configuration

Email templates:

pdfclientlogin

Rules:

Supports HTML or plain text
Sender can be static or dynamic
Multiple recipients supported

If Email is used as login:

Replace #driverid# with #driverlogin#

Email Attachments

Managed via File Import/Export
Can be channel-specific
Missing files will prevent email sending
Inactive templates send without attachments

Driver Login Placeholders

Placeholder	Description
driver_id	Driver ID
driver_name	Driver given name
driver_login	Login credential
password	System-generated password
contract_id	Active contract ID
reg_no	Vehicle registration number

Technical Notes

Driver ID login is legacy method
Email login supported as alternative
System checks both login values
Duplicate emails may fallback to Driver ID login

Useful Queries

select * from gb_templates where name = 'pdf_client_login';

select t.template_id, t.name, t.sub_name, tr.name, tr.address, tr.type, tr.name_from_field, tr.address_from_field, tr.status_flag
from gb_templates as t
inner join gb_template_recipients as tr on tr.template_id = t.template_id
where t.name = 'pdf_client_login';