Driver & Vehicle Assignment — User Manual
Overview
Driver & Vehicle Assignment lets you control which drivers can use which vehicles. Under the hood, each pairing is a driver PIN ("local code") stored against a vehicle — the same PIN a driver enters on the vehicle's device keypad to identify themselves.
You can manage these pairings from either side:
- Driver management — pick a driver, then choose which vehicles they can use.
- Vehicle management — pick a vehicle, then choose which drivers can use it.
Both sides read and write the same underlying pairings, so a change made from one page is immediately reflected on the other.
Saving an assignment stores the intent — it does not push anything to the vehicle's device right away. The device receives the updated PIN list the next time it connects. Immediately after saving, treat the assignment as "recorded", not yet "live on the device".
Where to Find It
| Page | Action | Location |
|---|---|---|
| Driver management | Assign to vehicles | Row actions menu (⋯) |
| Driver management | Reassign vehicles by organization | Row actions menu (⋯) |
| Vehicle management | Assign drivers | Row actions menu (⋯) — TRAFFILOG vehicles only |
| Vehicle management | Reassign drivers by organization | Row actions menu (⋯) — TRAFFILOG vehicles only |
On both pages, View on map, Edit, and Delete remain as individual icon buttons outside the menu; everything assignment-related is grouped in the (⋯) dropdown.
These actions only appear if your role has permission to manage vehicle/driver assignments. On the Vehicle management page they additionally only appear for vehicles whose device type is TRAFFILOG.
Assigning Specific Vehicles to a Driver
From Driver management, open a driver's row menu and choose Assign to vehicles.
Step 1 — Review current assignments
The modal opens with a list of vehicles currently assigned to the driver. Each row shows the vehicle's plate number and name.
Step 2 — Filter the list (optional)
If the driver has many vehicles assigned, use the filter box above the list to narrow it down by plate number or vehicle name. The list updates as you type.
Step 3 — Select and remove multiple vehicles (optional)
Each row has a checkbox. Check the ones you want to remove, or use Select all to check every currently filtered row, then click Remove selected (N) to unassign them all at once. You can also remove a single vehicle at any time with the delete icon on its row, without checking anything.
Step 4 — Add a vehicle
Use the Select vehicle dropdown below the list to pick a vehicle that isn't yet assigned, then click Add vehicle. Repeat for as many vehicles as needed.
Step 5 — Save
Click Save. Additions and removals staged in the modal are sent together in a single operation.
Assigning Specific Drivers to a Vehicle
From Vehicle management, open a vehicle's row menu and choose Assign drivers. This works exactly like the driver-side flow above, mirrored:
| Driver-side (Assign to vehicles) | Vehicle-side (Assign drivers) |
|---|---|
| Filter by plate number or vehicle name | Filter by driver name |
| Select all / Remove selected vehicles | Select all / Remove selected drivers |
| Add vehicle via dropdown | Add driver via dropdown |
| Save | Save |
The assigned-items list has a fixed maximum height and scrolls internally once it grows past a few rows, so a long list of vehicles or drivers never stretches the modal itself.
Assigning to an Entire Organization
Below the specific-items list in both modals, there is a second, independent section: "Or assign to all vehicles/drivers in an organization."
This is a bulk shortcut for onboarding — instead of adding items one at a time, you assign against a whole organization at once:
Step 1 — Pick an organization
Use the organization picker to select a single organization.
Step 2 — Include sub-organizations (optional)
The Include sub-organizations checkbox is checked by default. Leave it checked to include the selected organization's entire descendant subtree, or uncheck it to limit the action to that one organization only.
Step 3 — Assign
Click Assign. This immediately:
- Assigns the driver to every vehicle in the chosen organization (and its subtree, if included) — from the driver-side modal, or
- Assigns the vehicle to every driver in the chosen organization (and its subtree, if included) — from the vehicle-side modal.
This action is additive only — it never removes any existing assignment. It is also safe to repeat: running it again with the same organization does not create duplicates or disturb pairings that already exist.
Reassigning by Organization
Reassign vehicles by organization (driver-side) and Reassign drivers by organization (vehicle-side) are separate, standalone actions in each page's row menu — not part of the assign modal. Unlike assigning to an organization, reassigning replaces the existing set of pairings.
| Assign to organization | Reassign by organization | |
|---|---|---|
| Effect | Adds pairings; nothing is removed | Adds pairings for the chosen organization and removes any pairing outside it |
| Repeatable safely | Yes | Yes, but re-running with a different organization keeps re-narrowing the result |
| Use when | Growing an existing set (e.g. onboarding more vehicles to a driver) | Replacing a driver's fleet or a vehicle's crew outright (e.g. a depot/team change) |
Reassigning a driver's vehicles
From Driver management → Reassign vehicles by organization: pick a target organization, choose whether to include sub-organizations, and confirm. The driver ends up assigned to exactly the vehicles in that organization (and subtree, if included) — vehicles they weren't yet on are added, and any of their current vehicles outside that organization are unassigned.
Reassigning a vehicle's drivers
From Vehicle management → Reassign drivers by organization: pick a target organization, choose whether to include sub-organizations, and confirm. All of the vehicle's existing driver assignments are removed and replaced with one for every driver in the chosen organization (and subtree, if included).
Reassigning a vehicle's drivers does not move the vehicle to another organization — only its driver PIN assignments change. The vehicle's own organization is untouched.
Permissions and Errors
- All assignment actions require the vehicle-driver-assignment permission for your role. Without it, the actions are hidden entirely.
- If you lack permission on any vehicle or driver an operation would touch, the whole operation is rejected and nothing is saved — it never partially applies.
- Referencing a driver, vehicle, or organization that no longer exists produces an error message and the operation is not saved.
Tips and Common Patterns
Onboarding a new vehicle to a large driver pool: instead of adding drivers one by one in the Assign drivers modal, use "Or assign to all drivers in an organization" with the vehicle's organization selected.
Reassigning a vehicle after a depot/team change: rather than manually removing every old driver and adding every new one, use Reassign drivers by organization and point it at the new team's organization — the old crew is dropped and the new one is added in a single action.
Finding one item in a long assignment list: type into the filter box before using Select all / Remove selected, so bulk actions only touch the rows you're looking at.
Growing vs. replacing: if you're unsure which action to use, ask whether existing assignments outside your target organization should stay (use Assign to organization) or be removed (use Reassign by organization).