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Add, assign and archive people

Manage people, assign drivers to vehicles and retain historical driver records by using the Archived tab.

Use People to keep accurate records for the drivers and team members used in vehicles, rosters, reservations, reports and Location Sharing.

For a field-by-field explanation of an existing person's details, Driver ID and Location Sharing options, see Edit a person's details and settings.

To change supported details for many existing people at once, see Update people with a CSV import.

For RFID card and keyfob setup, automatic vehicle association and reporting, see Use Driver ID with RFID cards and keyfobs.

Before you start

You need access to People and permission to edit records. Check for an existing record before adding someone so the same person is not listed twice.

People records can contain personal and location-related information. Enter only the details your organisation needs and limit access to authorised users. Archive a person when their name must remain in historical reports; permanently delete a record only when it is no longer required.

Driver ID requires a compatible reader installed in a vehicle and the complete identifier printed on its key fob or card. Assign each physical credential to only one person, then test it at the installed reader before relying on automatic driver identification.

Archive
Remove the person from lists used to select people while keeping their name in historical records.

Restore
Return an archived person to active use.

Permanently delete
The record and its retained identity are no longer required.

Steps

  1. Open People.
People tab showing team records and people management controls.
People tab showing team records and people management controls.
  1. Select Add Person. Enter the person's name and only the contact, organisation and Driver ID details your organisation needs.
Add person form showing identity, contact, organisation, Driver ID and vehicle assignment controls.
Add person form showing identity, contact, organisation, Driver ID and vehicle assignment controls.
  1. Select Save, then confirm that the new person appears in the active list.
  2. To change a record, open the existing person and update their details or Location Sharing settings. Save and reopen the record to confirm the change. Assign or change the current driver from the relevant vehicle; vehicle assignment is not a permanent field in the person editor.
  3. To remove someone from active use while keeping their name in historical records, choose the archive action.
  4. Open Archived and confirm that the person appears there.
  5. From Archived, restore a person who should return to active use, or permanently delete a record that is no longer required.

What happens next

Active people are available when selecting drivers, rosters and reservations. Archived people are removed from active lists, but their names remain on historical activity records. Restored people return to the active list.

Troubleshooting

  • If a person cannot be assigned, check that the vehicle and person are accessible to the same account.
  • If a newly saved person is missing, check Archived and search for an existing duplicate before adding the record again.
  • If a restored person does not appear in the active list, refresh the list and confirm that the record is no longer under Archived.