Team: drivers, vehicles, users and email

The Team screen gathers everyone who works with the system. A driver can exist only as a record (receiving deliveries by route) or also have their own portal sign-in. Office accounts are created here too, each with a role.

Where it is

Top menu Team, or on the map Operations → Drivers and access. At the top: Active drivers, Access accounts and Linked routes. There are three tabs.

Drivers tab

1. Click Register driver.
2. Fill in Full name, Employee code, Phone, email, Route code and License number.
3. Vehicle: Plate, Make, Model, Color, Capacity (kg) and Capacity (m³). Use Notes for the rest.
4. Save. The Route code automatically links every delivery of that route to the driver.

Each (collapsible) row shows vehicle, route, access and the actions: Operational record, Email route, Enable access / Renew first access, View as driver and Edit.

System users tab

• Create access account with name, email, Access role and, for drivers, the Linked driver.
• Roles: Administrator controls everything; Operator runs operations; Driver sees only their routes; Customer only makes requests.
• Only administrators create and edit accounts. The Last access column shows who uses the system.

Email and reminders tab

1. Tick Enable email reminders.
2. Enter the company mail server details: SMTP server, Port, Security, SMTP user, SMTP password, Sender email and Sender name.
3. Optional: Driver portal URL (included in the reminder) and Public KOLOGY Software Pro URL (base for recovery links and invitations; leave empty only if access is local only).
4. Save. No email is sent without an action by the operator.

Common mistakes

• “Enter the driver's name.”
• “Could not send email”: check the SMTP details with whoever manages company email.
• Deliveries did not link to the driver: the driver's route code differs from the deliveries' route.

Related questions

• How to enable a driver's access
• Driver record
• Sign-in, first access and password recovery