Driver Change at the Vehicle: What You Need to Remember
Overview
A driver change is done quickly in FMWeb - one field on the data sheet. But for reminders, reports, fuel card and documentation to keep being correct afterwards, there is more to it. This checklist brings all the points together.
The checklist
- Change the assignment on the data sheet. In the vehicle record, select the new driver in the Fahrer (Driver) field (article 34). If the new driver's cost centre or location differs from the vehicle, FMWeb asks whether the values should be transferred to the vehicle - review this prompt deliberately, as it affects the cost analyses.
- Keep an eye on the reminder recipient. HU/UVV and tyre-change mails always go to the currently assigned driver (articles 04, 05). Make sure the new driver has a valid e-mail address and is not blocked - otherwise the vehicle is skipped during dispatch (articles 45, 47).
- Clear open driver reports and reservations. Work through any open mileage, fuel, damage and tyre reports from the previous driver in the inbox (article 51). Also check existing reservations for the vehicle and cancel or transfer them as needed (articles 97, 99).
- Rewrite the fuel card. The import assignment in FMWeb runs via the licence plate and is unaffected by the driver change (article 08). If, however, the card is issued in the previous driver's name at the provider, have it reissued there and withdraw the old card.
- Document the handover. Export the data sheet as a PDF and use it as a handover protocol with the current mileage (article 34). File the signed protocol in the Dokumente (Documents) tab of the vehicle record (article 107).
- Optional: record the condition at handover. If scratches or defects are found during the handover, record them immediately as damage on the vehicle (article 63) - alternatively, the new driver reports the condition themselves via the vehicle feedback in the driver portal (article 102). That way it remains traceable later under whose use a piece of damage occurred.
Common questions
Does the old driver still receive reminders? No - the recipient is always the currently assigned driver. After you save the assignment, future HU/UVV and tyre mails go to the new driver (article 04).
Is the previous driver leaving altogether? Set them to inactive or block them - they then disappear from the sign-in list and the e-mail dispatch, while their record is retained (article 47).
Where do I see a vehicle's driver history? The summary band of the record shows only the current driver; you reconstruct earlier periods from the filed handover protocols (step 5) and the logbook analysis (article 78).
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