Inviting your team
How drivers get accounts, what the invitation email does, and how to fix a stalled one.
Nobody creates their own account inside your workspace. You add a driver, the product emails them an invitation, and they set their own password from that link. Until they do, their row sits in the list marked Pending and cannot sign in.
Who can do this
- Role
- Administrators
- Permission
drivers:write
Adding a driver counts against two allowances at once — your driver limit and your overall user limit. Both are visible under Settings → Plan & Usage.
Add a driver
One person at a time, from the drivers list. For a whole roster, use Import on the same screen — imported drivers are invited exactly the same way.
- 1
Open the form
Operations → Drivers → Add Driver - 2
Give them an email address
This is the only field the invitation depends on: it is both the address the link is sent to and the identity the account is keyed on. A typo here produces a driver who can never sign in and an email nobody reads.
- 3
Fill in the rest as you have it
Name, phone, licence details and emergency contact can all be completed later from the driver’s own record. Nothing here blocks the invitation.
- 4
Save
The invitation email goes out immediately and the new row appears with a Pending account badge.
What the invited person does
The email carries two links to the same invitation: one that opens the browser and one that opens the mobile app if it is installed.
- 1
They open the link
The activation page checks the invitation before showing anything, so an expired or already-used link says so plainly instead of failing at the last step.
- 2
They choose a password
Eight characters is the floor, and the page shows a strength meter as they type. They set this themselves — you never see it, and there is no temporary password to read out over the phone.
- 3
They are signed in
Activation flips the account from Pending to Active and marks the email address verified, because clicking a link sent to that address is proof they own it. They land in the driver experience with no further verification step.
Adding another admin
There is no screen for this inside your workspace, and that is deliberate rather than missing. Admin accounts are provisioned by the platform team, so request one through Platform → Support with the person’s name and email address. They are invited and activate the same way a driver does.
| Driver | Admin | |
|---|---|---|
| Who creates it | You, from the drivers list | The platform team, on request |
| How they are invited | Automatically on save | Automatically once provisioned |
| Link lifetime | Seven days | Seven days |
| You can resend it | Yes, from the list | No — ask support |
| Where they end up | Driver app and portal | The admin workspace |
When an invitation stalls
They say the link has expired
More than seven days have passed, or a newer invitation superseded that one.
Resend it: the envelope icon in the actions column of the drivers list issues a fresh invitation. The icon only appears on rows that are still Pending, so its absence means the account is already active.
They say the link has already been used
Activation completed — possibly on another device, possibly weeks ago.
Check the account badge on the drivers list. If it reads Active, they have an account and need the sign-in page and a password reset, not a new invitation.
No email ever arrived
Usually a typo in the address, or the message is sitting in a spam folder.
Open the driver record and confirm the address character by character, fix it if it is wrong, then resend. Creating the driver still succeeds when the email cannot be delivered, so a saved record is not evidence the message landed.
They signed in with Google instead and got an empty workspace
Signing in with Google without an existing account creates a brand-new workspace.
Have them activate the invitation you sent first. Once that account exists and its email is verified, Google attaches to it rather than starting something new. See Signing in with Google.
Saving the driver is refused on a limit
The workspace has reached its driver or user allowance.
Both are checked before the record is created. Settings → Plan & Usage shows where you stand against each.
Terminology
Your organisation can rename these. If your screens say something else, this is what they mean here.
- Driver
- The person carrying out a trip. Some workspaces call these operators, couriers or crew.Rename it in Customize → Terminology
- Signing in with GoogleWhat Google sign-in does for a new account and for an existing one.
- Who does whatThe three account types and which application each one reaches.
- Driver profilesEverything a driver record holds once the account is active.
- ImportsBringing in a whole roster at once instead of one row at a time.