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Creating & Managing drivers in your Track My Ride Account

Keep track of who's driving what with driver management and optional keyfob system.

Track My Ride lets you keep track of which driver is using which vehicle. This is essential if you have multiple people sharing vehicles or if you need accurate records of who was driving when.

What you can do:

  • Add drivers to your account
  • Assign drivers to vehicles manually
  • Let drivers assign themselves via the mobile app
  • Use keyfobs for automatic driver identification (optional hardware)
  • Run reports showing who drove which vehicle and when

Important rules:

  • One vehicle can only have one driver at a time
  • One driver can only be in one vehicle at a time

This keeps your records accurate and prevents confusion.

What are drivers in Track My Ride?

A "driver" is a person you've added to your Track My Ride account who operates your vehicles.

Drivers can be tracked using:

  • Hardware GPS trackers in vehicles (they manually assign themselves or use keyfobs)
  • Mobile tracking on their phone (iPhone or Android app)

When a driver is assigned to a vehicle, all trips made during that time are recorded against that driver's name. This lets you see exactly who was driving, when, where they went, and how they drove.

Why track drivers?

For businesses:

  • Know which employee was driving each vehicle
  • Create accurate logbooks for tax purposes
  • Monitor individual driver behaviour (speeding, harsh braking, etc.)
  • Track hours worked based on driving time
  • Settle disputes about who was driving
  • Ensure vehicles are only used by authorised drivers

For families:

  • Track teenage drivers
  • Share vehicles between family members
  • See who's using the car
  • Monitor driving behaviour for safety

How to add a driver

  1. Go to the Drivers page (look for the driver icon in the menu)
  2. Click the New button
  3. Fill in the driver details:
    • First name - Driver's first name
    • Last name - Driver's surname
    • Phone number - Contact number (optional)
    • Company ID - Employee ID or reference number (optional)
    • Department - Which department they work in (optional)
    • Hire date - When they started (optional)
    • Keyfob ID - If using keyfobs, enter the ID here (optional)
    • Mobile tracking - Link to mobile tracking settings (if using phone tracking)
  4. Click Save

Done! The driver is now in your system.

Tip: You don't have to fill in everything. At minimum, you just need a first name and last name.

Mobile tracking for drivers

If a driver uses the Track My Ride mobile app on their phone (instead of a vehicle tracker), they can track themselves.

How it works:

  1. Add the driver to your account (as above)
  2. Click the Mobile Tracking tab when creating/editing the driver
  3. Adjust settings for their mobile tracking
  4. Give them the app and login details
  5. They log in on their phone and start tracking

When they're tracking via mobile, their phone records the GPS data and it shows up in your account as if they were in a vehicle.

Good for:

  • Sales reps using their own cars
  • Contractors using personal vehicles
  • Anyone who doesn't have a hardwired GPS tracker

How to edit a driver

There are two ways to edit drivers:

Method 1: Edit one driver

  1. Go to the Drivers page
  2. Find the driver in the list
  3. Click the pencil icon at the end of their row
  4. Make your changes
  5. Click Save

Method 2: Bulk edit (editing lots of drivers at once)

If you need to update information for many drivers at once:

  1. Go to the Drivers page
  2. Click Bulk Edit
  3. Make changes to multiple drivers in the spreadsheet-style view
  4. Changes save automatically

Good for:

  • Updating departments for multiple drivers
  • Changing phone numbers in bulk
  • Adding keyfob IDs to multiple drivers at once

How to assign a driver to a vehicle

"Assigning" means telling Track My Ride "this person is now driving this vehicle."

Manual assignment

  1. Go to the Drivers page
  2. Find the driver you want to assign
  3. Click Assign Vehicle next to their name
  4. A popup appears showing all your vehicles
  5. Click Select next to the vehicle they're driving
  6. Done!

The driver is now "logged in" to that vehicle. All trips from now until they're logged out will be recorded against this driver.

What happens automatically:

  • If the driver was in a different vehicle, they're automatically logged out of that one
  • If another driver was in this vehicle, they're automatically logged out
  • Only one driver can be in one vehicle at a time

How to unassign a driver from a vehicle

When the driver finishes using the vehicle:

  1. Go to the Drivers page
  2. Find the driver
  3. Click Logout driver

Done! They're no longer assigned to that vehicle.

When you assign them to a different vehicle, they're automatically logged out of the previous one.

Driver ID keyfob system (optional hardware)

This is an optional upgrade where drivers use physical keyfobs (like little remote controls) to automatically log themselves in and out of vehicles.

What is a keyfob?

A keyfob is a small device (like a car remote) that drivers carry. Each keyfob has a unique ID number.

How it works

  1. You buy Driver ID keyfobs from Track My Ride (sold separately)
  2. Install a keyfob reader in each vehicle
  3. Assign each driver their own keyfob
  4. When a driver wants to use a vehicle:
    • They hold their keyfob near the reader for 1 second
    • The system automatically logs them into that vehicle
    • Track My Ride now knows who's driving

Benefits of keyfobs

Automatic tracking - No manual assignment needed. Drivers just tap their keyfob and go.

Accurate records - The system knows exactly when each driver started and stopped using the vehicle.

Easy for large fleets - If you have 20 drivers and 15 vehicles, keyfobs make it simple. Everyone just taps their keyfob when they get in.

No app needed - Drivers don't need phones or to remember to assign themselves.

Prevents mistakes - Drivers can't forget to log in or log out.

How keyfobs match to drivers

When you add a driver, you can enter their keyfob ID number. This links the physical keyfob to that driver's account.

If the keyfob isn't linked yet:

  • The first time someone uses an unknown keyfob, Track My Ride automatically creates a new driver record for it
  • You can then go in and add their name and details
  • The keyfob is now linked to that driver

How to get keyfobs

Interested in the Driver ID keyfob system? Email sales@trackmyride.com.au to find out more about:

  • Pricing
  • Installation
  • How many keyfobs and readers you need

Driver tabs explained

The Drivers page has three tabs:

Drivers tab

Shows all your active drivers. This is where you add, edit, and assign drivers.

Work Roster tab

Set up work schedules for drivers. This helps with automatic journey classification (business vs private trips).

Archived tab

Shows drivers you've deleted or archived. If you need to bring an old driver back, you can restore them from here.

Driver History Report

This is a powerful report that shows exactly who was driving each vehicle and when.

What it shows:

  • Which driver was in which vehicle
  • When they logged in (or keyfob tapped)
  • When they logged out
  • How long they were logged in
  • How many journeys they completed
  • Total kilometres travelled during that time

How to access it:

  1. Go to the vehicle's page
  2. Look for Driver History Report
  3. Run the report

Great for:

  • Tax logbooks (showing which driver did which trips)
  • Payroll (working out hours based on driving time)
  • Resolving disputes ("I wasn't even in that vehicle!")
  • Accountability (knowing exactly who was driving when something happened)

How drivers work with mobile tracking

If a driver uses the Track My Ride mobile app instead of a vehicle tracker:

  1. They open the app on their phone
  2. They start tracking
  3. Their phone GPS records their location
  4. It appears in your account as if they're in a "mobile vehicle"
  5. All the same reports and tracking work normally

The difference:

  • No vehicle tracker needed
  • They're tracked via their phone
  • Great for personal vehicles or contractors

Common questions

Q: Can a driver be in two vehicles at once?
A: No. The system won't let you. If you try to assign a driver to a second vehicle, they're automatically logged out of the first one.

Q: Can two drivers be in one vehicle at once?
A: No. If you assign a second driver to a vehicle, the first driver is automatically logged out.

Q: What if a driver forgets to log out?
A: They'll stay logged in until:

  • Someone manually logs them out
  • They're assigned to a different vehicle
  • Another driver is assigned to that vehicle
  • You can use "Driver auto logoff" in journey settings to automatically log them out when the journey ends

Q: Do I need keyfobs?
A: No. Keyfobs are optional. You can manually assign drivers, or drivers can assign themselves via the mobile app.

Q: How much do keyfobs cost?
A: Contact sales@trackmyride.com.au for pricing.

Q: Can drivers assign themselves without keyfobs?
A: Yes, if they have access to the Track My Ride app or website, they can log themselves in and out.

Q: What if I don't track drivers at all?
A: That's fine. Driver tracking is optional. You can just track vehicles without assigning drivers.

Q: Can I see a history of all driver assignments?
A: Yes. Run the Driver History Report for each vehicle.

Q: Does mobile tracking work as well as vehicle trackers?
A: Mobile tracking works great, but:

  • It uses the driver's phone battery
  • The driver needs to remember to start tracking
  • Phone GPS might be slightly less accurate than vehicle trackers