How to use groups

Click on Manage, then click on Groups. If you only have a few drivers (e.g. less than 25) in one location, one group (Default Group) is usually enough, but if you want to assign different Managers to manage different groups of drivers, you do this using Groups. E.g. you set up a Napier group, assign a Manager to Napier and that manager will only see drivers assigned to the Napier group. 

What is a group?

Think of a group like a label you assign to a particular driver. You can define any number of groups to help segment your drivers for easy reporting and management. Drivers can belong to multiple groups.

Options for setting up groups

You can define as many groups as you like, for example by

  • region (e.g. Auckland, Wellington, Christchurch)
  • reporting line or department (e.g. sales, production)
  • manager (e.g. Dave, Sue, Bob)
  • depot (e.g. Penrose, Albany, Lower Hutt)
  • type of vehicle driven (e.g. car, ute, truck, bus)
  • job function (e.g. sales, delivery)
  • team (e.g. orange, red, green)

However, the more groups you have, the more complex it is to administer who has access to each one. We've found that 5-10 groups is a good number to give you a lot of flexibility with anything up to around 500 drivers.

Using groups solely to restrict access to modules (Fleet Driver Plan only)

Using groups, you can restrict the modules that a driver sees within the Fleet Driver Plan. Let's use a simple example with three groups: Delivery drivers (driving heavy vehicles), Sales staff (driving cars), and Induction (new staff that haven't been given permission to drive yet).

  • In the Delivery group, deselect the RTW, forklift, carrying passengers, motorbike, and vehicle technology modules
  • In the Sales group, deselect the RTW, forklift, carrying passengers, motorbike, and truck-specific modules.
  • In the Induction group, deselect everything except driver health and safety and Road Code modules. 

Drivers assigned to the Sales group won't see any modules related to trucks and specialist vehicles. Drivers doing the Induction will only have access to the Road Code and driver health and safety modules. Delivery drivers will see the majority of the modules. Nice and easy so far.

Using groups to restrict access to modules and to segment drivers for managers

Let's take it one step further. We'll add some groups to help managers manage their team based on location. Assuming you've got three depots, let's set up Auckland, Wellington and Christchurch. Your groups should now look like this:

When you invite your drivers you will choose both the job function and their location, like this:

Setting up module restriction correctly

Deselect every module in groups that you only use for segmentation purposes!

If a driver belongs to multiple groups, they will see the sum of all the modules available to those groups. That means if the fatigue module is available in one group but not in another, if the person is assigned to both groups, they will see the fatigue module. 

The way to avoid this is to only decide on module availability using one set of groups (in our case, just the induction, sales and delivery groups), and for all other groups, deselect every module, as shown above.

Therefore, go to the module restriction page, load up the settings for the groups Auckland, Wellington and Christchurch, deselect all the sections then click Save. You can load multiple groups at the same time to save time.

Assigning managers

Managers can now be assigned by depot and/or job function. For example:

  • you can assign your Auckland manager to the Auckland group and they will only see drivers who are assigned to Auckland, whether they are in the Delivery, Sales or Induction group.
  • you can assign your sales manager to the Sales group and they will only see drivers who are assigned to the Sales group, whether they are in Auckland, Wellington or Christchurch.

This is a very powerful function that allows you to have multiple different segments of drivers while maintaining the ability to restrict the modules they see.