Driver Portal

Driver portal setup, features, and troubleshooting

Driver Portal Overview

The Driver Portal was originally built for drivers, but it now also supports Employee (Package Employee) users.

  • The same platform is used for both roles

  • Some screens and wording change depending on the user type

  • Setup applies to both portals unless stated otherwise

Your Account Manager will help you through the setup process.

Channel Portals

You can create separate portals for different business channels:

  • Each channel can have its own Driver / Employee portal

  • Each portal gets its own URL

  • This is a chargeable setup

  • Some configuration steps may differ between channels

Portal URLs

Standard Driver Portal URLs follow this format:

Screen Text Customisation

You can change most of the text shown in the portal screens:

  • Adjust wording to suit your organisation

  • This includes labels, messages, and instructions

  • See Driver Portal Text settings for details

Access Setup

You must configure login access for users:

  • Drivers: Drivers / Contact > Access

  • Employees: Employees / Contact > Access

If using multiple channels:

  • Each channel needs its own access email template

Main Portal Features and Setup

Login and Security

Login settings are controlled via system configuration.

Includes:

  • Forgot Username / Password setup

  • Terms of Use popup

  • Change Password option

  • Optional 2 Factor Authentication (2FA)

Key Portal Functions

View Salary Package

Shows salary packaging information. No setup required.

Claims (Raise a Claim / Vehicle Claim)

Users can submit claims depending on configuration.

Key rules:

  • Some claims require GST entry (system may calculate it)

  • Special VMRS code REG allows GST = 0.00

  • Approval module is recommended for tracking claims

Fuel / EV Charging Claims

If enabled, these features allow fuel or electric vehicle charging claims.

Required Setup

EV posting class: EVCHARGE

Event codes:

  • EVACT (Actual cost)

  • EVHOME (Home charging)

  • EVPCT (Home charging %)

VMRS codes must match these values exactly

Default unit rates may apply (e.g. EV charging cost)

Scheduler Jobs

Run daily to:

  • Enable charging screens

  • Create required events for eligible vehicles

Note: Home Charging Percentage may require extra custom logic

Claim Confirmation Emails

When a claim is submitted, the system can send an email.

You can customise:

  • Email content

  • Layout

  • Placeholders (vehicle, driver name, claim amount, etc.)

View Submitted Claims

Shows claim history and status. You can customise status labels using sub-status mappings.

Vehicle Balance Screens

There are two versions:

Legacy Balance (Older System)

  • Being phased out

  • Uses older web services

Balance with Transactions (Recommended)

Shows:

  • Budget vs actual spend

  • Receipts

  • Remaining balance

Features:

  • Values can be clicked to view detailed transactions

  • Supports exporting to PDF / Excel

Send an Enquiry

Users can send support emails directly from the portal.

They can:

  • Select a reason

  • Type a message

  • Submit via the portal

The system can:

  • Email your support team

  • Log the enquiry as a driver event

You can customise:

  • Enquiry reasons

  • Email templates

  • Event tracking rules

Contact Details Screen

Users can manage their contact information:

  • Email

  • Name fields

  • Phone numbers

  • Address details

  • Postal address (can copy from home address)

Security and Authentication

Change Password

Available for standard login users. Hidden if using single sign-on or token-based login.

2FA (Two-Factor Authentication)

  • Optional or mandatory depending on setup

  • Can be enabled per role (driver / employee)

  • Admins can reset 2FA if needed

Reporting

Driver Portal reporting can show:

  • Transactions

  • Budgets

  • Claims

  • Balances

Reports can be configured to:

  • Match internal accounting views

  • Match driver-visible views

  • Control which columns appear

System Configuration (Global Controls)

The portal relies heavily on configuration settings for:

  • Feature visibility

  • Email behaviour

  • Claim rules

  • Security settings

  • Vehicle balance display rules

  • File size limits for uploads

Key Setup Responsibilities

To get the portal working properly, you typically need to:

  • Confirm branding (colours, styling)

  • Choose which features are enabled

  • Set up claim rules and VMRS mappings

  • Configure email templates

  • Define enquiry reasons

  • Enable reporting mappings

  • Review security settings (2FA, passwords)

  • Set file upload limits