If your account has already been mostly set up by us, skim this article, then go to the list of what a company account owner can do.
Here are the six simple things to do to get your drivers and managers using DT Driver Training. Excluding collecting your drivers' details, it will take less than 15 minutes.
Other than you (the account holder), there are 2 types of users in your account:
Drivers - they can access all the training and store unlimited results, training records and qualifications.
Managers - they can access only the free training and have limited results storage. They can generate reports and see driver activity. Each manager is free.
If you want a manager to access all the training, invite them as a driver, too. There's more about manager permissions here.
1. Have you filled out your name and company details?
You have to do this before you can invite users otherwise they won't know who it's from. Some of the profile details appear in things like reports and certificates. You can also add a logo. The image file should be smaller than 400px x 70px. Click here to go to your profile and add your name and company name, or click on Profile in the top menu.
This is under Account on a smartphone
2. Make a list of all your drivers and let them know what's happening
There are two options here:
- Invite simply by pasting in their emails
- Invite by uploading a spreadsheet or adding them one at a time (drivers don't need emails [although it's advised], and you can enter their names at the same time).
Communicating with drivers
Then you will need to communicate with the drivers before you send out the invitations otherwise you risk not getting buy-in from them. They need to know:
1) Why they are doing it
2) What they will need to do
3) How they will be evaluated (and any measures you will take if they don't do it).
Pick from these reasons in your communication to them:
- They're renewing an endorsement or certificate (e.g. D endorsement or forklift operator's certificate)
- Government compliance under the Health and Safety at Work Act 2015 means you must provide ongoing training and information in the workplace for areas of risk, and driving is an area of substantial risk. Fines are usually five or six figures
- It benefits them as drivers in their own time if they are transporting their kids to soccer practice or even just driving to the supermarket
- It helps maintain a competitive edge by reducing insurance claims and costs
- It's good for the environment by reducing fuel use through being more efficient drivers
- With less accident risk there's less risk of harm to drivers, and there's less maintenance required on vehicles when drivers eliminate habits that cause extra wear and tear.
What they will need to do
- What's the timeframe, e.g. have you booked a practical assessment on a certain date, so they need to finish the theory before then?
- How many modules should they do over what time period?
- What's their time commitment, e.g. a forklift course will take around 2 hours
How they will be evaluated, and how to change your policies
Set some KPIs for the drivers to achieve and some policy direction, for example:
- Within [x] time period achieve [y]% across all available modules.
- New drivers must complete [z] number of modules before they are allowed to drive
3. Set up your groups
Computer: Manage > Groups
Smartphone: Account > Manage > Groups
Or click here.
If you have any more than a few drivers you might want to sort them into groups. For example, you could group by location (e.g. Auckland, Hamilton, Tauranga), type of driver (e.g. truck, car, forklift), job role (e.g. sales, service), or employment status (e.g. interview candidate, employee), or a mixture of multiple types like in the image below. It's up to you. There's a default group in there already. You can't delete this, but you can unassign any drivers from it. For a guide on setting up groups, click here.
We recommend you do this before inviting drivers as it's much easier.
4. Set up module availability for each group
Computer: Manage > Module availability
Smartphone: Account > Manage > Module availability
Or go to the Your Groups page and click on Restrict module access
Some courses have optional modules; in Fleet Driver Skills, all modules are optional. If you want to restrict the modules your drivers see you can do it by group.
Examples of why would you change module availability within groups
- Your drivers are doing Fleet Driver Skills. Some drivers drive utes, some drive trucks. Create a group for ute drivers and a group for truck drivers. Hide the truck modules in the ute driver group
- Your drivers are doing Fleet Driver Skills, but you don't want to give them a lot of modules all in one go. Use module sequencing to reveal modules gradually.
- You have two forklift packhouses and your operators are using the Forklift Operator's Certificate: one packhouse only uses forks and pallets while the other uses a number of attachments. Hide the attachments module from the packhouse that only uses forks and pallets
- You have 20 heavy vehicle drivers and you want them to do the pre-trip inspection course. None carry dangerous goods or drive a tipper truck as it's just chilled freight. Hide the DG and tipper modules.
- You want your drivers to learn about driving in difficult conditions, but they only drive between Whangarei and Hamilton. Hide the snow and ice modules (see below).
Click here for some sample module sets for Fleet Driver Skills
You can choose one or more groups, then either turn off individual modules or turn off whole sections. Users that belong to these groups will only see the modules you allow them to see when they log in. We recommend you turn off the standard car, motorbike, heavy vehicle and tourist sections as these are designed for learner drivers or tourists. This way, all your drivers will get to the training via the courses menu option or via Your skills.
In the screenshot below you'll see that in Driving in Difficult Conditions we've turned off modules relating to snow and ice for Auckland drivers, but they partially remain with Wellington drivers while Christchurch drivers have the full set.
5. Do you need any other managers to monitor and supervise driver training?
As the account holder, you can already do what a manager can do, and more. If you want any other managers, visit Managers and invite some (or click Manage then Managers).
You can restrict your managers by groups. E.g. Barry could manage Auckland and Sales while Jill manages Tauranga and Hamilton and Judy manages Service. You could use an external assessor to manage drivers, too.
IMPORTANT: If you want your Managers to be able to add/edit/delete drivers then you must give them those permissions on the Account page (go to Profile > Account)
6. Invite your drivers
Now you're ready to invite your drivers and get them started. Take your list you made in step 2, then invite them by going to the Driver and courses page and clicking Course and driver options. From that menu choose either Invite Drivers via email if you want to invite them using their email addresses, Add one driver using a form if you want to invite someone that doesn't have an email address, or Add multiple drivers using a spreadsheet if you want to add a lot of drivers without email addresses at the same time.
If you're inviting using email it's best to split the emails into unique groups then invite those groups separately. For example, invite all the people in Wellington and Delivery at the same time, like in the image. Then all the people in Tauranga and Delivery separately. Then all the people in Auckland and Delivery, all the people in Auckland and service, and so on. If you make a mistake you can edit the user later.
You can also define whether they are an employee, student/client, contractor or volunteer. Those are for sorting purposes only. If you want to restrict modules by, for example, student/client, then you need to set them up as a group.
Once you've invited some drivers and managers, check out the user permissions lists to find out what they can do.
Now all that remains is for you to tell your drivers about it.
Do you have a safe driving policy?
If not, download the templates from the welcome email we sent you and modify it to suit your needs. If you do have one and you downloaded it from NZTA or another source, download our one as it contains much more information that could cover additional circumstances not covered in NZTA's document.