Manage Driver Documents in the Whip Around Wallet

- Available to all Whip Around customers from December 1st, 2022.

Keeping assets safely on the road relies a lot on documentation, driver safety and asset maintenance. Companies are liable for the actions of their employees and can be held accountable if a non-compliant driver is operating an asset. Fleet Managers who don’t have a way to make it easy for their drivers to do their jobs struggle to meet compliance and maintain safety standards within their own capacity. With Whip Around’s Wallet you can set your teams up for success and ensure your drivers have all the tools they need to stay compliant in one app.

Already included in your Whip Around Pro plan, it's easy to organise, update and proactively manage your driver's documentation from within Whip Around and your Fleet Manager/Admin/Team Manager app; Then make the documents available to your drivers on their Whip Around Driver app in their wallet. It's document collaboration all in one central place, Whip Around Wallet.

In this article

Store documents in the Drivers Wallet

Keep documents valid using document expiry dates

Protect driver privacy by controlling document access roles and permissions

Support your drivers with document expiry reminders so they don't forget

Keep organised with tags

  1. Store documents in the Drivers Documents tab

    Navigate to the People module on the left panel, select "Drivers" and choose the driver you'd like to upload a document for. Once in their profile, select the Wallet tab to bring up all their documents.

    Simply drag and drop a file from your computer onto the "Upload new document" icon, or click on the icon to locate the file on your computer. Once you've located the document on your computer, click the 'Open' button on the bottom right-hand side of the panel and it will upload the document into the driver wallet.

  2. Keep documents valid using document expiry dates

    Current and valid documentation is crucial. If it's a licence or type of document that expires, toggle the "Document expires" on and use the drop-down menu directly below to set an expiry date using the calendar function.

    When the document expires, Whip Around will automatically tag the document with an 'expired' tag. This way it's easy to see at a glance which documents are expired, or you can search using the tag to bring up all the expired documents.

  3. Protect driver privacy by controlling document access roles and permissions

    Private employee documentation is easily kept confidential within Whip Around.
    By default, the Admin of Whip Around will automatically have access to employee documentation. However, Managers and Team Managers will need to be granted access by either the Admin, or the user that owns and uploaded the document. Drivers do not have access to each other's documents and, for the most part, have "view only" document permissions.
    To see a full breakdown of user access permissions for Wallet, click here.

    Click the "User access" drop-down to select which personnel should have access to the document.

  4. Support your drivers with document expiration reminders so they don't forget

    Streamline the update of documentation that expires and needs renewal. It's as simple as setting up an expiry reminder which will notify you and your driver (and anyone else that needs to be reminded).

    Toggle on "Expiry reminder" and using the drop-down options, choose either "30 days", "60 days" or the "custom date" the expiry reminder will go out on. You and your driver will automatically be included in the reminders.

    If you want to add another person to the mix, select "Remind other users" and add them to the list.

    Type in or select the name of the user you'd like to add to receive an expiry reminder.

  5. Keep organised with tags

    Ensure your drivers' documentation is easy for them and yourself to find. Use tags to quickly 'file' the documents by either selecting from the list of default tags or creating your own one. Searching with tags is simple, and the search results will bring up any documents that are associated with the tag(s) you search for. This means one document can have more than one tag assigned to it.

    For example, a document could be tagged with 'licence' and 'personal ID'. That way, when you're looking for licence documents, you can then narrow it down to personal ID by adding the tag to your search.

If you need more assistance, reach out to one of our helpful Customer Success Managers via the chat on the bottom right of this screen.

Learn more about how to get started with the Fleet Manager/Manager/Team Manager and Driver Wallets in the articles below:

• The Asset Wallet in Whip Around – for Fleet Managers
Driver Wallet in Whip Around – for Fleet Managers
Asset Documents in Wallet and the Whip Around mobile app – For Fleet Managers
Wallet in the Drivers mobile app – For Drivers
Whip Around Wallet User Access and Permissions – For Fleet Managers & Drivers

Fleet Manager Wallet and Driver Wallet Trial period 2022
Wallet FAQs

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