Manager Task List Help Guide

What is the Manager Task List?

Using the Email action

Using the Download Action

Using the Driver Consent action

Searching

Emails Sent and Last Emailed

Registration Section

Licence Check Section

Frequently Asked Questions

What is the Manager Task List?

The Manager Task List provides a manager or group manager with a consolidated list of all users who have outstanding tasks related to compliance.

At the current release there are Registration and LicenceCheck sections. Future releases will include other FleetRiskManager products.

You will only see product sections if they have been switched on for your account.

If you are expecting to see sections and these are not visible, then please contact DriveTech on 01256 495731 or by replying to Fleet.customersupport@drivetech.co.uk

Within a section the tasks may be divided into categories, for example in the Licence Checking section.

 

Actions are available for all categories to help you manage compliance. All categories allow standard emails to be sent to users. Download and Driver Consent actions are also available to help with data protection mandate completion.

All communications sent from the Manager Task List are logged in the user’s event log and the Manager’s event log for a complete audit trail.

Using the Email action (back to top)

 

 

You can  

 

  • Send an email to a single user by selecting the email icon
  • Send an email to multiple users. Select the tick box to the left of multiple users’ names and then select the ‘email multiple drivers’ button which will appear
  • Send an email to all users within a category that appear on the current screen. Select the tick box in the heading for the category and then select the ‘email multiple drivers’ button which will appear  

Once the email option has been selected you will be able to change or add an email address.

In the example below, for sending to multiple users, one email address is missing and needs to be added. If the update box is ticked, the user’s account will be updated with the email address.The other two email addresses are valid but can be changed. If they are changed, the user’s account can optionally be updated with the new email address by ticking the update box.  

After the Save and Continue button has been pressed, you will see a standard email template which is a copy of the one that will be sent to the user.

For LicenceCheck Data Protection Mandate-related screens, there are additional action icons

 

Using the Download Action (back to top)

 

 

Pressing this icon allows you to download or print a mandate.

This will be displayed in a separate pop-up browser window. Any details already captured in FleetRiskManager for the user and licence will be included on the mandate. You can then print the mandate or download a copy to your computer. Please ensure you allow pop-ups from this page.

 

Using the Driver Consent action (back to top)

For accounts with Driver Consent enabled, this icon will be visible. You can press this to send an email to the user with an invitation to complete the online Driver Consent process. This can be helpful if the original invitation has expired.

 

Searching (back to top)

You can use this to search within the current section or category any of the details displayed on the screen view. For example

Search for a user name such as ‘Sally Smith’ to identify all compliance tasks outstanding for a user – start typing the name and the list of users will immediately be filtered

Search for a group name such as ‘Company Car’ to identify all the compliance tasks for the group – start typing the group name and the list of users will immediately be filtered

Emails Sent and Last Emailed (back to top)

These columns provide information on how many times, and when, the user has been emailed, sent a Driver Consent invitation or sent a Registration invitation from the Manager Task List. This allows you to track the number and timing of communications sent to the user. This information does not include regular alert emails sent automatically by FleetRiskManager.

 

Registration Section (back to top)

This displays users who have been added to the system but have not yet registered.

Opted out users are excluded.

To help the users to register, a copy of the registration email can be sent to them.

 

Licence Check Section (back to top)

The Licence Check section shows all users with outstanding licence checking compliance activities, divided into categories. The list of categories is shown on the left-hand menu. You can click on these to access the categories directly.

All the users shown are those in an active state. Users declared as Non-Drivers will not be shown.

The current set of possible categories displayed are detailed in the following sections

 

Problem with Licence - Urgent (back to top)

This will display users with a licence check which has shown a licence status that is not Full e.g. banned, surrendered or revoked. A user on this list should not be driving.

You will be contacted by DriveTech customer support to help manage this issue.

 

Licence Expired - Urgent (back to top)

This will display a list of users with fully expired licences. A user on this list should not be driving.

You will be contacted by DriveTech customer support to help manage this issue.

The licence must be renewed immediately through the relevant licensing authority, for example, the DVLA in Great Britain or DVA in Northern Ireland.

Search for ‘renew your driving licence’ to access DVLA or DVA websites.

 

Licence Expiring Soon (back to top)

This will display a list of users with licences that are due to fully expire in the next three months. The user should apply for the licence to be renewed through the relevant licensing authority, for example, the DVLA in Great Britain or DVA in Northern Ireland.

 

Search for ‘renew your driving licence’ to access DVLA or DVA websites.

 

Vehicle Categories Expired (back to top)

This will display a list of users who have one or more vehicle categories on their licences which have expired, but still have a full licence to drive a car. These will typically be categories C and D for commercial vehicles. If the categories are still required for work, then the licence categories need to be renewed.

 

Search for ‘renew your driving licence’ to access DVLA or DVA websites.

 

A user with a fully expired licence will not appear here to avoid duplication.

 

Vehicle Categories Expiring Soon (back to top)

This displays a list of users who have one or more categories on their licences which are due to expire in the next three months but will still have a full licence to drive a car. These will typically be categories C and D for commercial vehicles. If the categories are still required for work, then the licence categories need to be renewed.

 

Search for ‘renew your driving licence’ to access DVLA or DVA websites.

For GB licences, this can only be done 15 days prior to the category expiry.

 

Photocard expired (back to top)

This displays a list of users who have a photocard which has expired. They are still able to drive but could be fined.

 

The user should immediately apply to renew their photocard.

Search for ‘renew your driving licence’ to access the DVLA or DVA websites.

A user with a fully expired licence will not appear here to avoid duplication.

 

Mandate Due Now (back to top)

This displays a list of users who are now due to supply a Data Protection Mandate so that DriveTech can carry out a licence check. These may be users who have newly been added to the system and have never completed a mandate, those who have an existing mandate that has expired, or those who have supplied an invalid mandate. Non-registered users are included.

 

These users need to supply a mandate as soon as possible either by:

  • Logging into FleetRiskManager, adding licence details, downloading a pre-filled mandate template and uploading a scanned copy, or
  • Using Driver Consent for online mandate completion (where Driver Consent is available)

 

The mandate can be sent to the user via email using the email icon or downloaded for printing via the download icon.

 

Mandate expiring soon (back to top)

This will display a list of users who have an existing Data Protection Mandate that is due to expire within the next three months. This is required so that DriveTech can carry out a licence check. Please arrange for the users to provide a new mandate in good time for the licence check.

 

These users need to supply a mandate as soon as possible either by:

  • Logging into FleetRiskManager, adding licence details, downloading a pre-filled mandate template and uploading a scanned copy, or
  • Using Driver Consent for online mandate completion (where Driver Consent is available)

The mandate can be sent to the user via email using the email icon or downloaded for printing via the download icon.

 

 Frequently Asked Questions (back to top)

 

What if I cannot download the mandate using the download icon?

You may need to enable pop-ups in your browser

 

What if the information on the system does not match the driving licence details?

Contact DriveTech on 01256 495731 or by replying to Fleet.customersupport@drivetech.co.uk

 

Where can I find details of the DVLA definitions of licence categories?

Search ‘DVLA licence categories’ to access the DVLA definitions

 

Where can I find details of eligibility rules for driving in the UK?

Eligibility rules depend on factors such as length of time spent in the UK, residence status, country of driving licence issue, and whether commercial vehicles are driven.

 

For the latest eligibility rules, please check the online help:

 

For GB-issued licences search the DVLA website using ‘Driving in Great Britain on a non-GB licence’

For Northern Ireland-issued licences search the DVA website using ‘Driving in NI on a foreign licence’

 

What if the email button is not enabled for a user?

Where communication is blocked for a user, the email icon will not be enabled.

 


© DriveTech (UK) Limited 2010-2019