Adding a Driver (Including Linking Fuel Cards, Assigning a Vehicle, Adding an Approver)

An existing Administrator can provide Administrator access to another user.

1. Add New Manager:

• Navigate to the Managers area in the Users menu and select Add New Manager. If they are an existing My Fleet Hub user, you can replicate the My Fleet Hub username to connect to Mileage Expenses.

2. Edit User Roles:

• If the user already has Approver or Driver permissions, simply navigate to the user record and edit the roles allowed.

Creating a New Driver Account

1. Navigate to Drivers:

• A user with Administrator permissions can create new Drivers. Navigate to Users on the left-hand menu and then Drivers. Once on the driver screen, select Add New Driver.

2. Enter Driver Details:

• Enter the chosen username, email address, first and last name, and click Add and Close. This will create the driver and take you to the edit driver screen where further details can be entered if required. The reimbursement type chosen in the company settings will be pulled through – you can alter this once the account has been created.

3. Save and Send Welcome Email:

• Select Save to complete the basic driver record. This will generate the welcome email to the driver to create a password and access their Mileage Summary and Dashboard.

4. Add Vehicle Registration:

• To enable a driver to complete their submission, you will need to add vehicle registration and an approver. To add vehicle registration, select the blue plus sign.

5. Populate Vehicle Information:

• This will take you to a screen where you can pull in all the information from the DVLA database, which may affect repayment rates. Enter the registration and select Lookup DVLA database to populate all the vehicle information.

6. Save Vehicle Information:

• Once all the fields are populated, select Save to assign the vehicle to the driver record. If there are no vehicles on the account, the vehicle will be added as the primary vehicle. When assigning additional vehicles, they will be added as secondary vehicles. All drivers have the ability to add their own vehicles and select their primary vehicle on their own dashboard within the system.

Assigning a Fuel Card

1. Integrated Fuel Cards:

• You will need integrated fuel cards to complete this step. Once integrated, if the name embossed on the card is the same as the driver name on the record, your card will automatically be linked to the driver account. If you need to link a fuel card manually, navigate to the Fuel Cards section in the driver record and click the plus sign.

Assigning an Approver

1. Set Up Approver:

• To add an approver to the driver, the approver first needs to be set up in the Approver screen (see Adding an Approver).

2. Add Approver:

• From the driver screen, navigate to the Approvers section and select the blue plus sign to add a new approver. Select an approver from the list and click Add Approver, then select back to return to the driver screen.