> For the complete documentation index, see [llms.txt](https://clearquote-van-fleets.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://clearquote-van-fleets.gitbook.io/docs/admin-functionality/driver-scheduling-and-tracking.md). # Driver Scheduling & Tracking Assignments & Notifications {% embed url="" %} ### How to access driver schedule? ### Overview The Driver Vehicle Assignment feature helps fleet adminis assign vehicles to drivers for specific inspection types and dates. This makes it easier to plan work in advance and ensures drivers receive reminders for the inspections they need to complete.
* Driver App: Assigned vehicles automatically appear on the driver’s home screen. * Reminders: Automated daily email reminders are sent to drivers to ensure inspections are completed on time. Drivers receive reminders only for the inspections assigned to them.
| Inspection Type | Example Reminder | | ----------------- | --------------------------------------------------------------------------------------- | | Start of Day | "Pending Start of Day inspection for "ABC123". Complete it today." | | End of Day | "Pending End of Day inspection for "ABC123". Complete it before the end of your shift." | | Weekly Inspection | Reminder sent at the configured time for that inspection type. | * Live Tracking: Through the Vehicle Summary on the web portal, admins can easily track the status of assigned vehicles. This view provides a clear snapshot of which drivers have completed their inspection and which inspections remain pending.
* Navigate to the Driver scheduling section.
### How to Bulk Upload? * Click **Bulk Assignment** to assign multiple drivers at once. ### Upload file * You can upload driver assignments using: * CSV (.csv) * Excel (.xls) * Excel (.xlsx)
* Simply download the template, complete the required information, and upload the file.
* Click **Next** to open the **Configure** page.
#### Configure Driver Assignments 1. In the **Import strategy** section, choose one of the following: * **Merge with Current Allocations** – Adds or updates only the assignments included in the uploaded file while keeping all other existing allocations unchanged. * **Overwrite Current Allocations** – Replaces all existing allocations for the selected allocation date with the uploaded assignments.
2. In the **Allocation Date** column, select the date for which the assignments should apply. You can choose the current date or any future date to plan assignments in advance.
3. Select one or more **Inspection Classes** for each assignment. At least **one inspection class is mandatory**.
4. Review the assignment details and make any necessary changes. 5. Click **Next** to open the **Map Columns** page.
#### Map Columns 1. Match each required system field with the corresponding column from your uploaded Excel or CSV file using the available drop-down lists.
2. Verify that all mandatory fields are mapped correctly. 3. Click **Next** to proceed with the import.
#### Review and Import 1. Review all the driver assignments to ensure the information has been mapped and updated correctly. 2. Verify that the **Driver**, **Vehicle**, **Allocation Date**, and **Inspection Class(es)** are accurate.
3. Once you have confirmed that all the details are correct, click **Import** to complete the bulk driver assignment process.
4. The system will import the assignments and apply them based on the selected import option.
* Click Import * Review any mismatched names or registration numbers highlighted in red. * Select the correct values from the dropdown to fix mismatches. * Save the changes after reviewing the data.
* View the driver schedule overview displayed at the top of the page.
* Search the driver schedule using **Vehicle Registration**, **Driver Name**, or **Location**. * Driver-vehicle schedule will be displayed. * Check the highlighted counts, which indicate the number of vehicles assigned to each driver.
### How to edit Assignments? * Click **Edit** to modify existing assignments or add new ones using Driver Name and Date.
### How to reset assignments? * Select the required vehicle(s) to be reset using the checkboxes..
* Reset selected driver-vehicle assignments * Save your changes.
### Download CSV Report Download the current driver schedule in CSV format.
### View Metrics View inspected or pending vehicles along with associated drivers in the Vehicle summary section.
* This section provides a clear overview, allowing you to quickly identify inspected and non-inspected vehicles.
* Access not-inspected vehicles from the Admin Home Page in the app.