Driver Contracts & Items

Viewing and managing driver contracts and salary packaging items

Contracts

The Contracts tab displays a table of vehicles used by the driver.

On entering the screen, the table is sorted by:

Assignment (Current / Previous) ascending
Start Date descending

Each column can be re-sorted by clicking on the heading:

Click once for ascending
Click twice for descending

Drivers and Package Employees can only view Current contracts.

Contract Table

Contract ID (Num)

A unique system number used to identify the vehicle.

This is a hyperlink.
Clicking it navigates to the vehicle’s Maintenance screen.
Drivers and Employees can only view Current vehicles.
Clients and Employers can also see Previous vehicles (not hyperlinked).

Type (Text)

The Contract Type determines:

Available budgets
Default GST flags
Default Recharge flags
GL codes

Displayed on:

This screen
Contract screen

To edit, refer to the Billing screen.

Start Date (Date)

The date the driver started using the vehicle.

If a driver event exists → that date is displayed.
If not → the contract start date is shown (if known).
Otherwise → blank.

End Date (Date)

The date the driver stopped using the vehicle.

If a replacement driver event exists → that date is displayed.
If not → the contract end date is shown (if known).
Otherwise → blank.

Description (Text)

Vehicle description.
Also displayed on the Vehicle screen.

Contract Legend

Current

The vehicle is active and the driver is the current driver.

The vehicle is active and the driver is not the current driver.

Current / Suspended

The vehicle has been suspended and the driver is the last recorded driver.

Previous / Suspended

The vehicle has been suspended and the driver was previously assigned but is not the last recorded driver.

Items

Users can navigate to this tab via:

Employees → Current Packages → “Package Item” hyperlink

The selected record will be displayed.
Items can be hyperlinked if they are:
- Active
- Inactive
- Suspended
Deleted items are not visible or clickable.

For related pages:

Employee version → Employees → Item
Driver version → Drivers → Item

Item Troubleshooting

Car Details Linked to the Wrong Client

If a vehicle is linked to the incorrect client, review the contract and client configuration to ensure the correct client is assigned correctly.

Packages

The Current Packages tab:

Is only displayed if the driver has stored records.
Is primarily visible and used in the Employee module.
Is used to record employee benefits.

For related pages:

Employee version → Employees → Current Packages
Driver version → Drivers → Current Packages

Employee Transactions Troubleshooting

Transactions Are Missing

Records in this screen are updated by a scheduled job.

Refer to:

Salary Packaging Scheduler Jobs

The job name is:

SP – Employees / Transactions

Steps:

Confirm the job is running correctly.
If still unresolved, contact your Account Manager.

Employee Contract Access

The “Access” checkbox enables employees to log in to the Employee Portal.

Visible only to back-office users.
Not visible to Drivers, Employees, or Fleet Managers.

Driver version:

Drivers → Contact → Access

What the Access Checkbox Enables

Employees can log in to:

A limited set of system screens listed on the Package Employee page
The Employee Portal
Custom screens delivering your own data screens via Single Sign-On (if configured)

Workflow

A valid email address must be available to activate login access.
Login access can be created for any employee.
Vehicle data will only be visible if:

Contract Types → Details → “Driver Contract Access” is checked.

The Employees → Password tab is only visible to internal users when Access is checked.

Creating a Login

In View mode, check the Access flag.
Either the Employee ID or Email will be recorded as the Driver Login.
A system-generated password will appear in an alert pop-up.
You will have the option to send the employee access email.

If enabled via:

Employees page → (Package Employee) is displayed.
Drivers page → (Driver) is displayed.

Suspending a Login

Uncheck the Access flag.

Resetting a Locked User

Users are locked after three failed password attempts.

To reset:

Uncheck the Access flag.
Re-check the Access flag.
Optionally resend the access email.

Access Email

When enabling Access, you will be prompted to send an email.

Selecting OK generates an email.
The email opens in a pop-up screen for review and sending.

Access Email Event (Advanced Configuration)

You can configure a Contract Event Email instead of using the Access checkbox email.

This is useful if you want to provide the driver with contract information in the same email.

Important:

Contract event emails will not send until the Access checkbox has been enabled.
If Access is not enabled, the system displays:

Can not send email. Driver login access must be enabled before you can send this email.

Setup steps:

Create a Contract Event Email with the desired wording.
Use available Contract Event Email Placeholders.
Enter the Posting Classes / Details “Class code” of the access email event.

Driver Login Configuration

To use:

Email as login → set to ‘yes’
Default (Employee ID) → ‘no’

Notes:

Employee ID is always valid as a login.
For a contract to be visible to an employee, Driver Contract Access must be enabled.

Email Configuration

The email template name is:

pdfemployeelogin

You can:

Configure the email in plain text or HTML.
Hard-code the sender.
Display Client / Contact “A/C Manager” details.

If using Email as Driver Login, replace:

#driverid#

With:

#driverlogin#

In the mail message template.

Email Attachments

Create or update the record linked to the template above.
Channel-specific attachments can be created if required.
Managed through File Import/Export.

If:

The template is inactive
There is no attachment record

The email will send without an attachment.

If:

The file path is incorrect
The file type is not recognised

The email will not send and an error message will appear.

Placeholders for Employee Contract Access Email

Available when template = pdfemployeelogin

You may use either format:

#placeholder#
{placeholder}

Both are supported.

Employee Details Placeholders

Placeholder	Description	Location
driver_id	Employee ID	Packaging → Employees → Contact
given_name	Given Name	Packaging → Employees → Contact
driver_login	Employee Login	Packaging → Employees → Contact
client_name	Client	Packaging → Employees → Contact
group_name	Client Group Name	Fleet → Administration → Client Groups
password	Generated password	Shown when enabling Access
home_email	Email	Packaging → Employees → Contact
contract_id	Earliest active Contract ID	Fleet → Administration → Contracts
reg_no	Earliest active Registration Number	Fleet → Administration → Contracts

Technical Notes: Driver Login

Using Employee ID

The original login method.
Still widely used by many clients.
Value is stored as the login credential.

Using Email

The newer login method.
The first stored email is copied into the Driver Login field.
Can be switched at any time.

If the email has already been used as a Driver Login:

The system reverts to Employee ID.
Update the email to a unique address.

The login process checks both stored login values, so either method will always work.