Managing Drivers

Comprehensive guide for managing drivers in your fleet, including registration, permissions, monitoring, and the mobile app experience.

Drivers are the key to successful fleet operations. Proper driver management ensures safety, efficiency, and cost control.

Driver Management Overview

Registration

Quick driver onboarding

Mobile App

Easy fuel ordering

Verification

Secure authentication

Performance

Track and optimize

Driver Registration Process

Step-by-Step Registration

  1. 1. Basic Information
    Required Details:
    - Full Name (as per ID)
    - National ID / Iqama Number
    - Date of Birth
    - Nationality
    - Mobile Number (for app access)
    - Email Address
    - Home Address
    - Emergency Contact
  2. 2. License Verification
    License Information:
    - License Number
    - License Type (Light/Heavy/Special)
    - Issue Date
    - Expiry Date
    - Issuing Authority
    - Upload License Copy (front & back)
    - Traffic Violations Check
  3. 3. Employment Details
    Work Information:
    - Employee ID
    - Department/Division
    - Direct Supervisor
    - Job Title
    - Employment Start Date
    - Work Schedule
    - Operating Regions
  4. 4. Vehicle Assignment

    Assign vehicles the driver is authorized to operate:

    • β€’ Primary vehicle(s)
    • β€’ Backup vehicles
    • β€’ Vehicle type restrictions
    • β€’ Special equipment authorization

Driver Categories and Permissions

Driver Type Permissions Restrictions
Full-Time Driver
  • β€’ Unlimited fuel access
  • β€’ All assigned vehicles
  • β€’ Any time access
Geographic limits only
Part-Time Driver
  • β€’ Scheduled hours only
  • β€’ Specific vehicles
  • β€’ Daily limits
Time and amount limits
Contractor
  • β€’ Project-based access
  • β€’ Approval required
  • β€’ Limited vehicles
Strict limits, expires
VIP Driver
  • β€’ Premium vehicles
  • β€’ Higher limits
  • β€’ Priority support
Audit requirements

Mobile App for Drivers

App Features

Core Functions

  • βœ“ QR code scanning for fuel authorization
  • βœ“ Real-time transaction tracking
  • βœ“ Digital receipts
  • βœ“ Transaction history
  • βœ“ Wallet balance check
  • βœ“ Find nearest stations

Additional Features

  • βœ“ Multi-language support
  • βœ“ Push notifications
  • βœ“ Expense reporting
  • βœ“ Vehicle switch option
  • βœ“ Emergency assistance
  • βœ“ Feedback system

Driver App Workflow

Fueling Process via Mobile App:

  1. 1. Arrival at Station

    Driver opens PetroLink app and selects "Fuel Now"

  2. 2. QR Code Scan

    Scan unique QR code displayed at pump

  3. 3. Vehicle Selection

    Confirm vehicle or switch if driving different vehicle

  4. 4. Pump Selection

    Enter pump number and fuel type

  5. 5. OTP Verification

    Enter OTP received via SMS

  6. 6. Pre-Fueling Checks

    Capture odometer reading and tank level

  7. 7. Fueling Authorization

    Pump activates automatically

  8. 8. Transaction Completion

    Digital receipt generated and saved

Driver Verification & Security

Multi-Layer Security

QR Authentication

Unique codes prevent unauthorized access

OTP Verification

One-time passwords for each transaction

Photo Capture

Odometer and pump display verification

Fraud Prevention Measures

  • βœ“ Location Verification: GPS tracking ensures fueling at authorized stations
  • βœ“ Time Restrictions: Prevent fueling outside work hours
  • βœ“ Velocity Checks: Flag impossible travel distances between fuelings
  • βœ“ Pattern Analysis: AI detects unusual fueling patterns
  • βœ“ Photo Verification: Manual review of suspicious transactions

Driver Performance Monitoring

Key Performance Metrics

Efficiency Metrics

  • πŸ“Š Fuel Economy: km/liter performance
  • πŸ“Š Route Efficiency: Actual vs optimal routes
  • πŸ“Š Idle Time: Engine running while stationary
  • πŸ“Š Speed Compliance: Adherence to limits

Behavioral Metrics

  • πŸ“Š App Usage: Compliance with procedures
  • πŸ“Š Documentation: Photo quality and accuracy
  • πŸ“Š Schedule Adherence: On-time performance
  • πŸ“Š Maintenance Reports: Vehicle care indicators

Performance Dashboard

Managers can view driver performance through dedicated dashboards showing:

Driver: Ahmed Hassan (ID: DR-1234)
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Current Month Performance:
β”œβ”€β”€ Fuel Efficiency: 14.2 km/L (↑ 5% vs last month)
β”œβ”€β”€ Total Distance: 3,847 km
β”œβ”€β”€ Fuel Consumed: 271 liters
β”œβ”€β”€ Cost per KM: 0.156 SAR (Target: 0.18 SAR) βœ“
β”œβ”€β”€ Violations: 0
└── Rating: ⭐⭐⭐⭐⭐ (4.8/5.0)

Driver Training & Onboarding

Onboarding Checklist

New Driver Onboarding:

  1. ☐ Account creation and app installation
  2. ☐ App tutorial and practice session
  3. ☐ Security procedures training
  4. ☐ First supervised fueling
  5. ☐ Policy acknowledgment
  6. ☐ Emergency procedures briefing
  7. ☐ Support contact information

Training Modules

Basic Training

  • β€’ App navigation
  • β€’ Fueling procedures
  • β€’ Safety protocols
  • β€’ Documentation requirements

Advanced Training

  • β€’ Fuel efficiency techniques
  • β€’ Route optimization
  • β€’ Vehicle maintenance basics
  • β€’ Cost reduction strategies

Driver Support & Communication

Support Channels

24/7 Hotline

Emergency assistance

800-PETROLINK

In-App Chat

Quick questions

Average response: 2 min

Email Support

Non-urgent issues

drivers@petrolink.app

Communication Features

  • βœ“ Push Notifications: Important updates and alerts
  • βœ“ SMS Alerts: Transaction confirmations and OTPs
  • βœ“ In-App Messages: Policy updates and announcements
  • βœ“ Monthly Newsletter: Tips and best practices

Common Driver Issues & Solutions

App Login Issues

  • β†’ Verify phone number is correct
  • β†’ Check app is updated to latest version
  • β†’ Reset password if forgotten
  • β†’ Ensure account is active

Transaction Failures

  • β†’ Check vehicle assignment
  • β†’ Verify wallet balance
  • β†’ Confirm within allowed hours
  • β†’ Check for network connectivity

QR Code Scanning Problems

  • β†’ Clean camera lens
  • β†’ Ensure adequate lighting
  • β†’ Try manual pump entry
  • β†’ Report damaged QR codes

Driver Policies & Guidelines

Code of Conduct

Driver Responsibilities:

  1. 1. Use company vehicles and fuel only for authorized purposes
  2. 2. Maintain accurate records and documentation
  3. 3. Report any incidents or issues immediately
  4. 4. Follow all safety protocols at fuel stations
  5. 5. Keep login credentials confidential
  6. 6. Participate in required training sessions
  7. 7. Maintain professional behavior at all times

Violation Consequences

Policy violations may result in warnings, suspension, or termination of fuel privileges.

Best Practices for Driver Management

Recommendations for Fleet Managers:

  • βœ… Regular driver performance reviews (monthly)
  • βœ… Incentive programs for fuel-efficient driving
  • βœ… Clear communication of policies and changes
  • βœ… Prompt resolution of driver concerns
  • βœ… Regular app training refreshers
  • βœ… Recognition of top performers
  • βœ… Feedback collection and implementation
  • βœ… Proactive support and assistance
Driver Support Team: Available 24/7 at drivers@petrolink.app or 800-PETROLINK