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Managing drivers and admin accounts

👥 Keeping driver and admin records accurate is the foundation of everything else in the platform — vehicle allocation, compliance reminders, and reporting all depend on the right people having the right level of access. This guide walks you through viewing, searching, editing, adding, inviting, and archiving accounts.

By the end of this section, you'll be able to:

  • Open and navigate the Drivers and Admins pages
  • Search, sort, and export user records
  • Understand what each account status means
  • Edit, add, invite, re-invite, and remove drivers
  • Manage admin roles and add new account admins

Step 1: Open the Drivers page

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  1. From the Fleet Dashboard, use the top navigation bar.
  2. Select Drivers to view all drivers currently in the system.
  3. Review the driver table to confirm the records you need are available.

Step 2: Search and adjust the driver list view

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  1. Use the search function to find a driver.
  2. Search using any of the criteria shown in the system.
  3. Adjust the number of rows displayed per page if needed:
    • 5 rows minimum
    • Up to 100 rows maximum

💡 Tweaking rows per page can save a lot of scrolling on larger fleets — bump it up for quick scans, drop it down when you're focused on a small group.

Step 3: Read the allocation indicators

  1. Review the driver table for key indicators:
    • A registration plate in the row means the driver is allocated to a vehicle.
    • No registration plate means the driver is not assigned to a vehicle.
  2. Check these columns for account details:
    • Role: employee or contractor
    • Account Status: created, invited, or active

Step 4: Understand driver account statuses

Use the Account Status column to determine each driver's current access state:

  • Created — the account exists, but the driver hasn't been invited yet.
  • Invited — the driver has been invited to join the system.
  • Active — the driver has logged in, changed their password, and is actively using the system.

💡 Knowing the status before you act on a record stops you from sending the wrong type of invite — see Step 7 for which invite option pairs with which status.

Step 5: Edit or remove a driver

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  1. Open the Actions menu by selecting the three dots on the driver's row.
  2. Choose Edit Driver to update driver details such as:
    • First name
    • Last name
    • Job title
    • Department
    • Role
  3. Update the role as needed:
    • Employee
    • Contractor
    • Admin
  4. To remove the driver, choose Remove Driver — this takes them out of the live table and adds them to the Archive tab.

💡 Removed drivers aren't gone for good — head to the Archive tab whenever you need to review or restore an old record.

Step 6: Add a new driver

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  1. Select the Add Driver button.
  2. Enter the required driver information:
    • Company email
    • First name
    • Last name
    • Job title
    • Department
    • Role
  3. Confirm the details are accurate before saving.

Step 7: Send or resend a driver invite

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Once a driver is added to the platform, to view their account and information they must formally accept their invitation

To invite a brand-new driver to the platform, the Admin should:

  1. Locate a driver with Created status.
  2. Open the Actions menu for that driver.
  3. Select Send Invite.

To resend an existing invite:

  1. Locate a driver with Invited status.
  2. Open the Actions menu and select Re-Invite (or Resend Invite).

⚠️ Match the invite option to the status: Send Invite for Created accounts, Re-Invite / Resend Invite for Invited accounts.

Step 8: Open the Admins page

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  1. To manage fleet admins and admin accounts, go to the top menu.
  2. Select Manage.
  3. Click Admins to view everyone with an admin role in the organisation.

Step 9: Review and update admin accounts

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  1. Use the Admins page in the same way as the Drivers page.
  2. Review account statuses and the available actions.
  3. Edit the admin's role if needed.
  4. If necessary, remove the admin role to return the user to a driver role.

💡 Keep role changes minimal and intentional — clean access control is much easier to maintain than untangle.


Step 10: Add a new account admin

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  1. Select the Add Account Admin button.
  2. Enter the required information:
    • Company email
    • First name
    • Last name
    • Job title
    • Department
  3. Confirm the account details before creating the admin profile.

Step 11: Export driver data

If you require to download your driver data at any point CarCloud provides an easy CSV way for you to download:  

  1. Click Export to CSV button to download the driver table into a usable CSV format.
 

Tips for keeping driver and admin records clean

  • Use the search bar first to quickly locate the right driver or admin.
  • Adjust rows per page to reduce scrolling when reviewing large lists.
  • Export to CSV when you need to audit, sort, or share records outside the platform.
  • Confirm the user's status before taking action so you don't send the wrong invite type.
  • Keep role changes minimal and intentional to maintain clean access control.

What's next?

  • Visit the Drivers Management page for the wider view of driver lifecycle and ongoing actions.