If the driver is paid by tariff calculations, a driver rate card must have been previously created.
Instructions
Within topbox navigate to Setup > Company > Drivers.
Click the + button.
From the Details tab complete the Details and Vehicle sections described in the drop-downs below.
From the Finance tab complete the Invoicing, Rate Card and Mobile App sections described in the drop-downs below. See Pricing for more information.
Note that enabling the Mobile App User field for a driver can take up 15 minutes to take effect.
Click Save.
Result
The driver has been added to topbox. If the driver has downloaded and activated the topbox Driver app, and is set as Active, they can now be allocated to bookings.
If a mobile driver was already logged in to the app when their profile was activated, a log out/in is required to sync new data.
Driver fields
Details tab: Details fields
Field
Description
Active
Enable this option if the driver's account should be active. Disabling this option deactivates the driver's account so that they cannot be selected in bookings. They will also be hidden from the active view on the Manage Drivers list page.
Name
Enter the driver's name.
Callsign
Enter the driver's callsign.
Email
Enter the driver's email address. This must match the emails address the driver used to register with in the app.
Start Date
Enter the date the driver begins working for your company.
End Date
Enter the date the driver stops working for your company.
Status
Enter the driver's status from one of the following:
Logged In
This status confirms the driver is currently available for work.
Logged Out
This status confirms the driver is not currently available for work.
On Break
This status confirms the driver is not currently available for work due to taking a break, but is likely to be available again later that day.
Drivers can set their own availability in the mobile app. Should they update their status this displays to you in the Drivers screen.
Address
Enter the driver's address. This is mandatory if your company generates the driver's invoices. No address is required for CASH or PAYE drivers.
Contact
Enter the driver's contact number. This is especially important if the driver is not using the mobile app.
Mobile App User
Check the box if the driver is using the topbox mobile app. Drivers not using the mobile app would be required to confirm all jobs by telephone/email. Enabling this sets the driver's Status to Logged Out. Drivers can set their own status in the app.
This feature has a cache of up to 15 minutes, please allow this time to pass before functionality takes effect.
Details tab: Vehicle fields
Field
Description
Active
Enable this option if the driver's own vehicle is active.
Make
Enter the vehicle make.
Model
Enter the vehicle model.
Colour
Enter the vehicle colour.
Registration
Enter the vehicle registration.
MOT Expiry
Enter the date vehicle MOT expires.
Insurance Expiry
Enter the date vehicle insurance expires.
Finance tab: Invoicing fields
Field
Description
Pay Method
Enter the driver's pay method from one of the following:
BACS
A BACS payment is a bank transfer from one bank account to another bank account, taking three business days to arrive. BACS payments are not instant or same-day payments. Driver invoices are generated for drivers set with a BACS pay method. BACS jobs are not editable once they have been added to an invoice.
Cash
A cash payment is cash paid into a driver's account or a cash-in-hand payment. Driver invoices are not generated for drivers set with a Cash pay method. Bookings for drivers with a Cash invoice method are automatically marked as invoiced after POD, but Notes and References fields remain editable.
PAYE
The Pay As You Earn (PAYE) system is a method of paying income tax and national insurance contributions. Select this for drivers that are employed fully by your company. Driver invoices are not generated for drivers set with a PAYE pay method. Bookings for Drivers with a PAYE invoice method are automatically marked as invoiced after POD, but Notes and References fields remain editable.
Pay Frequency
Enter how often the driver expects to be paid.
VAT Number
Enter the driver's VAT number. If entered, VAT is calculated on the driver basic price and the VAT number displays on the driver's invoice/paysheet.
Bank Name
Enter the name of the driver's bank.
Account Number
Enter the driver's bank account number.
Bank Sort Code
Enter the driver's sort code.
Child Drivers
Enter Child Drivers if the parent driver (subcontractor) should be invoiced directly for all of the child driver's work. Note: A driver can only be a child for one parent. If a driver is marked a child, they cannot be a parent for any other driver. See Parent-Child-Subcontractor driver invoices for more information.
Finance tab: Rate Card fields
Field
Description
Rate Card
Select the rate card to be used by the driver. This must have been previously created.
Hand Price Only
Enable this option if you wish to manually price all jobs for that driver. On allocation of the driver no Estimated Earnings price is calculated. You must edit and add pricing before invoicing. See Hand-pricing a booking for more information.
Finance tab: Mobile App field
Field
Description
Show driver price
Enable/disable to show/hide the job price to the driver in the app. Note: this field only displays when the Mobile App User option is toggled on in the Details tab.
Changes made to this option can take up to 15 minutes to replicate to the driver app.
Updating a driver
You can update the details of any existing driver. This could be a change to name or email address, activating or deactivating the account, or changes to bank details and vehicles.
Instructions
Within topbox navigate to Setup > Company > Drivers.
Click on the name of the driver.
Make changes via fields on the Details and Pricing tabs.
