Driver File: Creating a Driver and Maintaining Master Data
Overview
Under Stammdaten → Fahrer (Master data → Drivers, /applications/drivers/overview) you manage all driver files. The overview offers a full-text search (name, personnel number, initials, department, Fleet-ID, location, e-mail and more), a column selector with many optional columns (your selection is saved per browser; "Layout zurücksetzen" / Reset layout restores the default) as well as CSV/PDF export. An expandable panel "Fahrer ohne E-Mail" (Drivers without e-mail) shows active drivers with no e-mail address on file – these receive no reminder e-mails. The basics of the driver file are in article 20; this article covers the master data in detail.
Creating a driver
In the overview, click "Neu" (New). The Übersicht (Overview) tab of the driver file is organised into cards:
| Card | Fields |
|---|---|
| Adresse (Address) | Salutation, first name, surname (the display name is generated automatically), street, postal code, town |
| Kontakt (Contact) | Phone, mobile, e-mail address (prerequisite for all reminders), "Keine E-Mail" (No e-mail), "Fremdfahrer?" (External driver? – article 49), "Fahrer ist gesperrt?" (Driver is blocked? – article 47) |
| Führerschein (Driving licence) | Check interval, presentation dates, Fleet-ID, NFC (article 46) |
| Details | Initials, department, affiliation, date/place of birth, card/ID number, personnel number, daily/monthly target hours, cost centre, location |
| Nutzung Firmenfahrzeug (Company car use) | Private use, percentage rule, 1% rule, km to work |
| Fahrerfoto (Driver photo) | Image file (PNG/JPG/GIF/WebP, max. 500 KB) |
| Notizen (Notes) | Free text |
For new drivers, the check intervals (driving licence, medical examination, passenger transport) are pre-filled with 180 days.
Unique fields: e-mail address, personnel number, Fleet-ID and NFC must be unique across the client (Mandant) – on duplicates the file shows an error message ("… bereits vergeben" / … already assigned) and does not save. In addition, at least a first or last name must be filled in.
After the first save, the remaining areas of the file become available: driving licence, examinations, rights, leave, e-mails, damages, appointments, further training, penalty notices, documents, trip logbook. Individual areas appear only with the appropriate licence (e.g. damage management, document management, logbook).
Actions in the file
- Kennwort zurücksetzen (Reset password) – assign a new driver portal password (article 47)
- Prüfungen (Examinations) – opens the history of driving licence checks (article 46)
- Fahrer sperren / Sperre aufheben (Block driver / Lift block) – sets the driver block; takes effect on save
Editing lock: if two people open the same file, the second sees the notice "Dieser Fahrer wird derzeit von … bearbeitet" (This driver is currently being edited by …) and cannot save until the first person leaves the file.
Circular e-mail to drivers (bulk e-mail)
In the overview, with drivers.edit, you can send an e-mail to several drivers: choose the recipient group (all loaded or the selected drivers – only drivers with a valid e-mail address are contacted), then enter a subject and body or apply an e-mail template (article 03). The mails are placed in the outbox and sent by the mail task (article 01).
Frequently asked questions
Why can't I delete a driver? Deleting requires the drivers.delete permission. In the overview you can also delete several selected drivers together ("Auswahl löschen" / Delete selection).
Where do I assign a vehicle to the driver? On the vehicle (the "Fahrer" / Driver field on the data sheet of the vehicle file), not in the driver file – see article 20.
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