Employee / Driver

Introduction

The Employee Module is used to manage all employees, drivers, guards, guides, sales personnel, and supplier staff within the system. It allows administrators to create employee profiles, assign roles, manage permits and compliance documents, monitor trip performance, track employee status, and maintain workforce records.

The module serves as the central employee management system for transport operations.

Accessing the Employee Module

Navigation

1. Login to the Admin Console.
2. Open the Main Menu.
3. Navigate to Employees.
4. Click Employee.

The Employee List page will open.

Employee List Overview

The Employee List displays all employee records in the system.

Available Information

• Employee Name
• Phone Number
• Email Address
• Roles
• Supplier
• Status
• Compliance Status
• Tags
• Actions

Adding a New Employee

Steps

1. Open Employees > Employee.
2. Click the + Add Employee button.
3. Complete the employee form.
4. Click Save.

The employee record will be created.

Employee Information Fields

Employee Type

Select employee ownership.

Available Options:

• Self
• Supplier

Self: Employee belongs to your organization.

Supplier: Employee belongs to an external vendor or supplier.

Name

Enter the employee’s full name.

Mandatory: Yes

Phone Number

Enter the employee’s contact number.

Mandatory: Yes

Features:

• Country Code Selection
• Mobile Number Validation

Email Address

Optional employee email address.

• Example: employee@company.com

Mandatory Fields

The following fields are required:

• ✓ Name
• ✓ Phone Number

Employee Roles

The system allows multiple roles for a single employee.

Available Roles

• Driver
• Guard
• Guide
• Sales Person

Assigning Multiple Roles

Example: One employee can be:

• ✓ Driver
• ✓ Guide
• ✓ Sales Person

Steps:

1. Open Employee Profile.
2. Navigate to Roles.
3. Select multiple checkboxes.
4. Click Save.

Address Information

Present Address

Enter:

• City
• Address Line

Permanent Address

Enter:

• City
• Address Line

Additional Employee Information

Languages Spoken

Select languages known by the employee.

Examples:

• English
• Hindi
• Bengali
• Tamil

Experience

Enter years of experience.

• Example: 5 Years

Employee Status

Employee status determines assignment eligibility.

Active

• 🟢 Green Indicator
• Employee is available for assignments.

Inactive

• 🟡 Yellow Indicator
• Employee remains in the system but cannot be assigned.

Blocked

• 🔴 Red Indicator
• Employee is restricted from assignments.

Changing Employee Status

1. Open Employee Record.
2. Click Edit (✏️).
3. Select Status.
4. Choose: Active, Inactive, or Blocked.
5. Click Save.

Restoring a Blocked Employee

1. Open Employee Record.
2. Click Edit.
3. Change Status to Active.
4. Save changes.

The employee becomes available again.

Employee Tags

Tags help categorize employees.

Examples:

• Part-Time
• Roadway Logistics
• New Era Transport
• Contract Driver
• VIP Driver

Adding Tags

1. Open Employee Record.
2. Click Edit.
3. Select the Tag icon.
4. Add or select tags.
5. Save changes.

Employee Overview Dashboard

The Overview section provides employee performance statistics.

Information Available

• Total Revenue
• Monthly Growth
• Total Trips
• Distance Travelled
• Duration Travelled
• Recent Trips

Trip Performance Tracking

Administrators can monitor employee activity.

Metrics Available

• Total Trips: Number of trips completed.
• Distance Travelled: Total kilometers covered.
• Duration Travelled: Total driving or operational time.
• Revenue Contribution: Revenue generated through completed trips.

Employee Permits

The Permit section manages employee certifications and licenses.

Examples of Permits

• Driving License
• Commercial Driving Permit
• Security License
• Guide Certification

Adding a Permit

1. Open Employee Record.
2. Click Permits Tab.
3. Click Add Permit.
4. Complete permit information.
5. Click Save.

Permit Information

• Permit Name — Example: Driving License
• Permit Information — Example: License Number
• Cost — Permit acquisition cost.
• Issuing Authority — Mandatory: Yes — Example: RTO Delhi
• Start Date — Permit issue date.
• Expiry Date — Permit expiration date.

Employee Documents

Documents can be uploaded for compliance tracking.

Supported Documents

• Aadhaar Card
• Driving License
• PAN Card
• Passport
• Permit Documents
• Employment Agreements

Uploading Documents

1. Open Employee Record.
2. Navigate to Documents.
3. Click Add Document.
4. Select Document Type.
5. Upload file.
6. Save changes.

Supported File Types

• PDF
• JPG
• JPEG
• PNG

Maximum File Size: 100 MB

Compliance Management

Compliance status helps monitor document validity.

Compliance Status

• Compliant: All required documents are valid.
• Not Compliant: Documents are missing or expired.

Viewing Non-Compliant Employees

1. Open Employee List.
2. Filter Compliance Status.
3. Select Not Compliant.

The system displays all non-compliant employees.

Employee Audit Log

The Audit Log records all changes made to employee records.

Information Available

• Created By
• Updated By
• Deleted By
• Date & Time
• Field Changes

Viewing Audit Logs

1. Open Employee Record.
2. Scroll to Audit Log.
3. Review change history.

Calling Drivers

The Employee Module supports direct driver contact.

Steps

1. Open Employee Record.
2. Click 📞 Call Driver.

The system initiates the configured calling process.

Searching Employees

Administrators can search using:

• Employee Name
• Email Address
• Phone Number
• Role
• Status
• Compliance Status

Steps

1. Open Employee List.
2. Select search criteria.
3. Enter search value.
4. Click Search.

Filtering Employees

Available Filters

• Active Employees
• Inactive Employees
• Blocked Employees
• Drivers
• Guards
• Guides
• Sales Persons
• Compliance Status

Bulk Upload Employees

Import multiple employees simultaneously.

Steps

1. Open Employee List.
2. Click Action Menu (⋮).
3. Select Bulk Upload.
4. Download Template.
5. Populate employee information.
6. Upload completed file.
7. Submit.

The system validates and imports records.

Bulk Edit Employees

Update multiple employees simultaneously.

Steps

1. Select employees.
2. Click Action Menu (⋮).
3. Select Bulk Edit.
4. Download template.
5. Make changes.
6. Upload updated file.

The selected employees will be updated.

Bulk Delete Employees

Steps

1. Select employee records.
2. Click Action Menu (⋮).
3. Select Bulk Delete.
4. Confirm deletion.

Important Note

Deleted employees may not be recoverable. Always verify before deleting.

Exporting Employee Data

Steps

1. Open Employee List.
2. Apply filters if required.
3. Click Action Menu (⋮).
4. Select Download.
5. Choose template.
6. Download Excel file.

Customizing Employee List Columns

Steps

1. Click the Settings (⚙️) icon.
2. Open Column Settings.
3. Move fields between Visible Fields and Hidden Fields.
4. Save changes.

The table refreshes automatically.

Linking Employees to Suppliers

Employees can be associated with suppliers or vendors.

Steps

1. Open Employee Record.
2. Select Supplier Vehicle option.
3. Choose supplier.
4. Save changes.

The employee becomes linked to that supplier.

Understanding the Action Menu

The Action Menu (⋮) provides advanced functions.

Available Options

• Bulk Delete
• Bulk Edit
• Bulk Upload
• Download
• Customise

Availability depends on permissions and configuration.

Deactivating Employees

Employees can be disabled without deletion.

Steps

1. Open Employee Record.
2. Click Edit.
3. Change Status to Inactive.
4. Save changes.

The employee remains in the database but cannot be assigned.

Recommended Employee Management Process

1. Add employee details.
2. Assign appropriate roles.
3. Upload compliance documents.
4. Add permits.
5. Assign supplier if applicable.
6. Verify compliance status.
7. Monitor trip performance.
8. Review audit logs.
9. Export reports periodically.

Best Practices

Always verify:

• ✓ Employee Name
• ✓ Phone Number
• ✓ Assigned Roles
• ✓ Permit Information
• ✓ Compliance Documents
• ✓ Employee Status
• ✓ Supplier Assignment
• ✓ Contact Information
• ✓ Audit History
• ✓ Trip Performance

Module Summary

The Employee Module serves as the workforce management system for transportation operations. It enables administrators to manage employee records, assign roles, track permits and compliance, monitor trip performance, manage supplier staff, maintain audit logs, and ensure employees remain properly documented and available for operational assignments.