TABLE OF CONTENTS

Introduction


The Employees menu item allows the fleet manager(s) to view the existing list of employees available in their Fleet account and adding their details, or to add new employees to the existing ones. 


Adding a New Employee

Note: An employee photo cannot be added at this level. To add an employee photo, kindly refer to the Adding an Employee Photo section below.


Fleet managers, not necessarily with Fleet Administrator rights, can add new employees profiles to the existing employees' list.


To create a new employee profile, the following steps should be followed:


1. Go to Operations → Employees → New 

2. A New Employee tab will open with the following details to be entered:

  • Employee Type (mandatory): Select the employee's main role from the drop-down menu.
  • Agent Type (optional): 
  • Network Distributor (optional):
  • ID Card No (optional): Employee's ID Card number.
  • Employment Type (mandatory): Select the contract of employment type from the drop-down menu.
  • Name (mandatory): Employee's first name.
  • Surname (mandatory): Employee's last name.
  • Contact (optional): Employee's fixed line contact number.
  • Mobile (optional): Employee's mobile number.
  • Date of Birth (optional): Employee's date of birth. 
  • Next of Kin Name (optional): Employee's Next of Kin name.
  • Next of Kin Contact (optional): Employee's Next of Kin fixed line contact number.
  • Address (optional): Employee's home address house number, house name, and street details.
  • City (optional):Employee's home address city details. 
  • Country (optional):Employee's home address country details. 
  • Nationality (optional): Employee's nationality.
  • Email (optional): Employee's primary email address.
  • NI No (optional): Employee's National Insurance number.
  • Tax No (optional): Employee's Value Added Tax (VAT) registration number (when applicable).
  • Tag No (optional): Employee's Driver's Tag number (when applicable). 
  • ADR Licenses (optional): Employee's possession of "Carriage of Dangerous Goods" license (if applicable). 
  • Tachograph Number (optional): Employee's Tachograph card number (if applicable).
  • Zones (optional): Geofenced zones where the employee is allowed to enter (if applicable)
  • I-Button (optional): Employee's assigned i-Button number.
  • Username (optional): Employee's login username credential (when applicable).
  • Login Code (optional): Employee's login password credential (when applicable).
  • External ID (optional):
  • Description (optional): Employer's extra notes about the employee.
  • Fingerprint Files (optional): Employee's fingerprints files, to be collected via biometric module. This to be used with employee's biometric identification.
  • I-Button (optional): The i-Button frame allows the employer to assign one of the i-Buttons already available in the user's Fleet account.

3. Click "Save". 

Viewing the Employees List


Fleet managers, not necessarily with Fleet Administrator rights, can view the list of employees.


To view the list of employees, go to Operations → Employees → View

Assigning a Vehicle to an Employee


Fleet managers, not necessarily with Fleet Administrator rights, can assigning vehicles to particular employees.


By assigning vehicles, only the assigned employee can drive the vehicle assigned to him/her.


Assigning of vehicles requires the installation of biometric identification module.

Editing Employee Details


Fleet managers, not necessarily with Fleet Administrator rights, can edit employees' details.


To edit employees' details, the following steps should be followed:


1. Go to Operations → Employees → View

2. Click on the Edit Employee icon in the Employees tab for the required user.

3. Click on "Edit" in the newly displayed Employee tab.

4. Edit the employee's details as required, an employee photo can be added at this level.

5. Click "Save".

Adding an Employee Photo


Fleet managers, not necessarily with Fleet Administrator rights, can edit employees' details.


An employee photo can be added either to an existing employee profile or while editing employees' details and NOT while creating a new employee profile.


To add an employee photo, the following steps should be followed:

1. Go to Operations → Employees → View

2. Click on the Edit Employee icon in the Employees tab for the required user.

3. Click on "Edit" in the newly displayed Employee tab.

4. Click on "NO IMAGE AVAILABLE - Click to Update"

5. Click on "Employee Photo File" in the "Employee's Photo File" file dialog box.

6. Click "Save". 


To update an an employee photo, the same steps described hereabove should be followed.

Deleting an Employee


Kindly note that deleted employees' profiles are IRRECOVERABLE. 


Fleet managers, not necessarily with Fleet Administrator rights, can delete employees from the list of employees.


To edit employees' details, the following steps should be followed:


1. Go to Operations → Employees → View

2. Click on the Delete Employee icon "-" in the Employees tab for the required user.

3. Click "Yes" in the Confirm message box to confirm profile deletion.

4. Refresh the web page. The deleted employee profile should not be available in the Employees tab anymore.