Issued equipment and fuel cards

Where to find it and who can use it

In the sidebar, open Equipment > Issued equipment. Staff with safety access find it in their Equipment section. The fleet owner and safety staff add, issue and take back items. Maintenance staff can look up who has which item, read only.

Each tab is one type of item: fuel cards first, then your other types, then All items. The types come from Control Panel, Equipment Items. Add a type there, such as Phone or Transponder, and it gets its own tab here. Truck seals have their own Seals page.

Add items, one or many

1. Click Add items.
2. Under How many, choose One item, or Several at once to add a whole box of cards or keys in one go.
3. Pick the Type of item. For one item, type its Number (card number, key tag, serial or IMEI) and, if you like, a Label such as Spare 2. For several, type the Numbers, one per line, up to 500. Numbers already recorded are skipped.
4. For fuel cards, fill in Card details: the Provider (pick one or type a new name to add it), Card type, Card email, Usage limit with its period, and Authorized locations. PINs are never stored in DriverPass, so keep them out of the notes too.
5. Under Dates and vehicle, add the Activation date and the Expiry date and, for one item, the Vehicle it goes with. Add Notes if needed.
6. For one item you can hand it out right away: under Issue it now (optional), pick the Driver and the Issue date.
7. Click Save. New items are In stock until you issue them.

Fuel card providers

Open the Fuel card providers tab to keep the companies your cards come from, with the Account number, Contact name, Phone, Email and Website. Click Add provider for a new one, or Edit to change one. Click Hide on a provider you no longer use: it stays on old cards but is not offered for new ones.

Issue items to many drivers at once

1. Click Issue equipment. You can also start from a driver's profile, or from Issue in the menu of an item that is in stock.
2. In Drivers, type a name, email or Driver ID and pick each driver. Pick as many drivers as you need; each one gets a box below.
3. Set the Issue date and, if you like, a Note such as orientation day.
4. To give everyone the same kind of item, pick the type under Give each driver one and click Add one each from stock. The next items in stock are filled in for every driver, and the number still in stock shows beside it.
5. Or, in a driver's box, click Add item, pick the Type of item, then the Item: search the items in stock, or type a new number to add it and issue it in one go. Pick a Vehicle (optional) if the item goes with a unit.
6. Click Issue. Everything is issued together, and each driver gets a notice listing what they received.

Take items back, move them, lost or damaged

1. To take items back, click Return. Pick the Drivers (only drivers who hold items are listed), untick anything they keep, set the Return date and the Condition (Good, back in stock, or Damaged), then click Take back. Each driver gets a notice.
2. To move an item to another driver, open the item's menu and click Transfer to another driver. Pick the New driver, the Date and, if needed, the Vehicle, then click Transfer.
3. If an item is lost or broken, open its menu and click Mark lost or Mark damaged. The owner and safety staff get a notice. Mark cancelled or Mark expired stops it from being issued again. Back in stock makes an item available again.
4. Click View and history in the menu to see every change: who had the item, when it was issued, returned or moved, and who did it.
5. Delete removes an item that is not issued. Its history is kept, and you can bring it back from the Deleted chip with Restore.

Fuel card numbers are hidden

Fuel card numbers show as the last 4 digits only (for example •••• 1234) in the list, on the item, in Issue equipment, on the driver's profile, in the CSV export, in notices and in Miles. Keys, phones and other items show their full number.

The fleet owner and safety staff can click Show number on the item to see the whole card number. Each time is recorded in the item's history with who and when. Maintenance staff and drivers can never see a full card number.

1. To find a card, search its last 4 digits or type the whole card number. Part of a card number in the middle finds nothing.
2. To issue a card in stock, you can also type its whole number in the Item box: DriverPass finds that card. A number that is not recorded yet is added and issued.
3. When you edit a fuel card, leave Number empty to keep the card number. Type a new number only to replace it.

Find items and expiry reminders

Every item with an Expiry date is checked each day. The owner and safety staff get a reminder 30 days before, 7 days before and on the day it expires. Items that are lost, damaged, cancelled, deleted or already marked expired get no reminders.

1. The chips above the list count items by status, such as In stock, Issued and Returned. Click one to see only those items.
2. Search by number, driver, vehicle, provider or notes, or pick one driver.
3. Click Filters for Vehicle, Provider, Company, Expiry date (Expiring within 30, 60 or 90 days, or Already expired) and Sort by.

Import and export a CSV

1. Click Import CSV to bring in many cards or devices from a spreadsheet saved as CSV. Click Download a template to see the columns: Type, Card number, Card type, Provider, Activation, Expiry, Usage limit, Authorized locations, Email, Driver, Vehicle, Status and Notes.
2. Driver can be the driver's email, Driver ID or full name. Vehicle is the unit number. Drivers and vehicles that are not found are listed, never guessed.
3. Pick the Type for rows without a Type, and choose what happens to Rows whose driver or vehicle is not found: Import without them, or Skip those rows.
4. Choose the CSV file and click Preview. Check what will be added, skipped or not imported, then click Import.
5. Click Export CSV to download the items you are looking at, with your filters. Fuel card numbers stay hidden in the file (last 4 digits), so a re-import needs the full numbers.

On the driver's profile, and for maintenance staff

Open a driver's profile and the Equipment tab. Numbered items lists what the driver holds, with Return and Transfer on each one. Click Issue equipment to give them more, or Open Issued equipment to see all of their items. In the table below it, the counts for those types are counted from the numbered items, so they cannot be typed by hand.

Maintenance staff find Issued equipment in their Equipment section. They can search the list and open View and history to see who has an item, but they cannot add, issue, return or change items, and they never see usage limits or card emails.