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Drivers Documentation

Menu Location: Settings > Drivers

Access Level: Manager / Administrator

Last Updated: 2026-03-01

Overview

The Drivers page manages delivery driver information and assignments. Drivers can be linked to routes, tracked for performance, and given access to the driver delivery app for managing their daily deliveries.

Primary Functions:

  • Create and manage driver profiles
  • Link drivers to delivery routes
  • Track driver performance and statistics
  • Provide driver app access credentials
  • Monitor mileage and delivery times

Page Layout

Header Section

  • Page Title: Drivers management
  • Add New Button: Create new driver profiles
  • Driver Report Link: Access performance analytics

Main Content Area

Table displaying all drivers with their name, contact information, assigned routes, app access status, and performance metrics.

Driver Edit View

Detailed form for managing driver information, route assignments, login credentials, and settings.

Driver Profile Management

Creating a New Driver

Required Fields:

  • Name: Driver's full name
  • Phone: Contact number
  • Email: For notifications and app access

Optional Fields:

  • Notes: Internal notes about driver
  • Active Status: Whether driver is currently active
  • Vehicle Info: Type of vehicle, plate number

Driver App Access

Drivers can be given login credentials to access the mobile delivery app:

Setup Steps:

  1. Create driver profile
  2. Link to admin user account (access level: "driver")
  3. Driver logs in with username/password
  4. App shows assigned routes and orders for the day

App Features for Drivers:

  • View daily delivery route
  • See customer addresses and phone numbers
  • Mark deliveries as complete
  • Navigate to next stop
  • View delivery instructions

Route Assignments

Linking Drivers to Routes

Drivers can be assigned to routes in two ways:

Fixed Assignment (Settings > Drivers)

  • Driver permanently assigned to specific route
  • Used for consistent weekly schedules
  • Set in driver profile

Weekly Assignment (Routes Data)

  • Driver assigned for specific week
  • Used for rotating schedules
  • Set during weekly cycle or on labels page
  • Stored in routes_data table

Multiple Route Assignments

A driver can be assigned to multiple routes if they handle deliveries on different days or cover multiple areas.

Driver Performance Tracking

Driver Report

Access via Reports > Driver Report (driver-report.php):

Metrics Tracked:

  • Orders Delivered: Total stops completed
  • Tips Received: Customer tips collected
  • Average Tip: Tips divided by order count
  • Mileage: Total distance driven
  • Time Difference: How close to estimated times
  • Completion Rate: Percentage of successful deliveries

Time Tracking

The system tracks:

  • First Delivery Time: When first order marked delivered
  • Last Delivery Time: When final order completed
  • Estimated vs Actual: Compares to projected schedule
  • Normalized Time Difference: Accounts for late starts

Common Use Cases

Use Case 1: Add New Delivery Driver

Goal: Onboard a new driver and give them app access

Steps:

  1. Go to Settings > Drivers
  2. Click "Add New"
  3. Enter driver name, phone, email
  4. Save driver profile
  5. Go to Settings > Admin Users
  6. Create new admin user with access level "Delivery Driver App Access"
  7. Link admin user to driver profile
  8. Provide login credentials to driver
  9. Assign driver to routes as needed

Example: Hiring John Smith to deliver Tuesdays. Create driver "John Smith", create admin user "johnsmith" with driver access, link to John Smith driver profile, assign to Tuesday routes.

Use Case 2: Review Driver Performance

Goal: Check how efficiently drivers are completing routes

Steps:

  1. Go to Reports > Driver Report
  2. Select week to review
  3. Review metrics for each driver/route
  4. Check:
    • Orders delivered vs expected
    • Time difference (should be close to 0)
    • Tips received
    • Mileage driven
  5. Identify drivers needing additional training or route optimization

Tips:

  • Positive time difference = ahead of schedule
  • Negative time difference = behind schedule
  • High mileage may indicate inefficient routing
  • Compare similar routes across drivers

Use Case 3: Reassign Route Due to Driver Absence

Goal: Cover a route when regular driver is unavailable

Steps:

  1. Go to Labels & Routing page for the week
  2. Find the affected route
  3. Change driver assignment for that week
  4. Notify substitute driver
  5. Route appears in substitute driver's app for that day

Integration with Other Pages

Drivers are connected to:

  • Routes: Drivers assigned to handle specific routes
  • Admin Users: Driver app login credentials
  • Driver Report: Performance tracking and analytics
  • Labels & Routing: Weekly driver assignments
  • Routes Data (routes_data table): Stores weekly assignments

Typical Workflow:

  1. Create driver profile on Drivers page
  2. Create admin user for driver app access
  3. Link admin user to driver in user settings
  4. Assign driver to routes (fixed or weekly)
  5. Driver uses app to complete deliveries
  6. Review performance in Driver Report

Troubleshooting

Driver Can't Access App

Symptoms: Driver unable to log in to delivery app

Solutions:

  1. Verify admin user exists with access level "driver"
  2. Check admin user is linked to driver profile (in Admin Users > Edit > Driver Link)
  3. Confirm username and password are correct
  4. Check admin user is not suspended
  5. Ensure driver has routes assigned for the day

Driver Not Appearing in Report

Symptoms: Driver completed deliveries but not showing in Driver Report

Check:

  1. Driver is assigned to route in routes_data for that week
  2. Orders have driver tip data populated
  3. Route has orders marked as delivered
  4. Report filtered to correct week
  5. Routes_data entry exists for the weekly_cycle_id

Metrics Not Calculating

Symptoms: Driver report shows zero or incorrect metrics

Solutions:

  1. Run updateDriverReportStats() function
  2. Check routes_data has distance and est_deviation populated
  3. Verify orders have driver_tip field
  4. Ensure deliveries marked complete in system
  5. Check that orders tied to correct route
  • Driver Report (driver-report.php) - Performance analytics
  • Driver Time Stats (driver-report-driver-details.php) - Historical performance
  • Route Details (driver-report-route-details.php) - Stop-by-stop timing
  • Routes (admin-edit.php?table=routes) - Route assignments
  • Admin Users (admin-users.php) - Driver app access
  • Labels & Routing (cust_order.php) - Weekly driver assignments

Permissions & Access

Required Access Level: Manager or higher

Access Level Capabilities:

  • Customer Service: View drivers only
  • Manager: Create, edit drivers and assignments
  • Administrator: All manager capabilities + delete drivers
  • Kiva Admin: All features

Best Practices

Driver Management

  1. Keep contact information current
  2. Link each driver to admin user for app access
  3. Assign drivers to consistent routes when possible
  4. Track performance weekly to identify training needs

Performance Monitoring

  • Review Driver Report after each delivery day
  • Address negative time differences (running late)
  • Recognize top performers (tips, on-time rate)
  • Use data to optimize route assignments

App Access

  • Create unique login for each driver
  • Use strong passwords
  • Suspend access for terminated drivers immediately
  • Provide app training for new drivers

Things to Avoid

  • Don't delete drivers with historical data
  • Don't share login credentials between drivers
  • Don't assign too many routes to one driver
  • Don't ignore consistent performance issues

Quick Reference Card

Task Action/Location
Add new driver Settings > Drivers > Add New
Give app access Admin Users > Create driver-level user > Link to driver
Assign to route Edit route or weekly routing page
View performance Reports > Driver Report
Change weekly assignment Labels & Routing page
Review delivery times Driver Report > Route Details
Update contact info Settings > Drivers > Edit driver
Deactivate driver Settings > Admin Users > Suspend user

FAQs

What's the difference between driver and admin user?

Driver profile is for tracking deliveries and performance. Admin user with "driver" access level allows app login.

Can a driver access the full admin panel?

No, driver access level only shows the delivery app interface, not full admin features.

How are tips tracked?

Customers can add tips during checkout or at delivery. Tips are stored in cust_order.driver_tip field and reported by driver.

Can we track driver mileage automatically?

Mileage is calculated from route optimization data. Actual mileage may vary and can be manually entered.

What if a driver covers multiple routes?

Assign driver to all relevant routes. The app will show all assigned routes for their delivery day.

Change Log

2026-03-01

  • Initial documentation created
  • Covered driver profile management
  • Documented app access and performance tracking
  • Added common use cases

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.