Your role

Fleet
Admin.

You run vehicles and the people who drive them, not a site. Who is authorised, what they charged, on whose card, and where. Depot, public, and the driver’s own driveway, on one account.

The fleet console

Everything below lives on your fleet’s own page. The tabs are the job.

My fleet page for Sample Fleet (sample data), signed in as a test Fleet Admin, showing billing@samplefleet.example.test, Active, and an Edit button. The Invite code card shows the sample code SAMPLE23 with copy and regenerate icons, a note on how drivers join, the Join link https://app.example.test/join-fleet?code=SAMPLE23 with Copy link and Share buttons, and a QR code for that sample link. The Email domain card shows samplefleet.example.test and explains that drivers who sign up with that domain join after verifying their email, and that personal email providers cannot be used. Below are the fleet tabs, from Dashboard to Admins, and the Last 30 days summary: 3 active drivers, 2 active keyfobs, 27 sessions, 642.5 kWh and $141.35 spend, with all-time totals for sessions, kWh and spend.
Your fleet’s page: the invite code with its join link and QR, the email domain, the tabs from Dashboard to Admins, and the last 30 days. Sample screen with test data.
You are a driver with a grant on top

A fleet administrator is a driver account with fleet-admin permissions layered on it, not a separate login. That is why you need a driver account first. Removing the grant later removes the administration and leaves the driver account and its history completely untouched.

Getting your drivers on

Three ways in. Use the first for a list you already have, the second for a company you are rolling out to, the third for everyone else.

Bulk upload a list of drivers
Do it yourself
  1. Open your fleet, then Drivers, and use Bulk upload.
  2. The only column that matters is email. One address per row.
  3. Leave send_invite on. Each person gets an emailed join link and joins themselves. A row with send_invite false is skipped and adds nobody.
Or just ask EVII™
How many drivers are on the fleet?
Who has not accepted their invite yet?

A name column is accepted and then ignored, so do not spend time tidying it. Drivers name themselves when they sign up.

Drivers tab of the test fleet. The heading reads Drivers (3), with Bulk upload, Add by email and Add by ID buttons. The table lists Driver One (test), Driver Two (test) and Driver Three (test) with their samplefleet.example.test emails, 27, 22 and 15 sessions, and their last login dates, each with a remove icon.
The Drivers tab, with Bulk upload, Add by email and Add by ID. Sample screen with test data.
The Bulk upload drivers dialog on the Drivers tab of a test fleet, before a file is chosen. It explains the CSV columns: email, required; name, optional; and send_invite, optional and true by default. Files can be up to 2 MB, every address gets an emailed join link, and a driver who already has an account joins once they open it and sign in. Below are a file picker and Cancel and Upload buttons, with Upload greyed out until a file is chosen.
Bulk upload drivers takes a CSV: email is required, name and send_invite are optional, and every address gets an emailed join link. Sample screen with test data.
The way that scales: your company email domain
Do it yourself
  1. Give us the email domain your staff use, for example yourcompany.com.
  2. Anyone who signs up with an address at that domain is attached to your fleet automatically.
  3. There is nothing to distribute, nothing to chase, and nothing to maintain when you hire someone.
Or just ask EVII™
How many drivers are on the fleet?
Who joined this month?

This is the answer to "we have ninety drivers." It is not a bulk import, it is better than one, because it keeps working after the import would have finished.

The way that covers everyone else: an invite code
Do it yourself
  1. Take the fleet invite code from your fleet page.
  2. Send it to the driver with the app link.
  3. They enter it once in the app and they are on the fleet.
Or just ask EVII™
Add a driver to the fleet, I will send them the code.

Use this for contractors, for anyone on a personal email address, and for the driver who joined before the domain was registered.

Join a fleet screen in the driver app. Under the heading Enter your invite code and the hint 8-character code provided by your fleet admin, the sample code SAMPLE23 is typed in, above a Join fleet button. A second card reads Got an email invite? Click the link in the email to join; if you did not get one, ask your fleet admin to add you by email. A Back link is at the top.
Join a fleet in the driver app, with the invite code typed in. Sample screen with test data.
The gap in domain attribution, worth knowing before you rely on it

Auto-attribution runs when someone signs up with a password. It does not run when they sign up with Google. A driver who taps "Continue with Google" using their work address lands with no fleet, looks like a platform fault, and is not one. If your company is on Google Workspace, assume the domain will miss people and bulk upload the list as well.

Remove someone who has left
Do it yourself
  1. Open Drivers and remove them.
  2. Future fleet-mode sessions stop immediately.
  3. Then go to Keyfobs and cars and kill their keyfob.
Or just ask EVII™
Remove jordan@example.com from the fleet.
What did jordan charge in the last month?

Removal stops what happens next. It does not reverse a session that already ran, and it should not, because the energy was genuinely delivered.

Keyfobs and cards

A keyfob is for the driver who does not want to open an app in the rain. It is $15 per fob on a fleet, paid by the fleet rather than the driver.

Issue a fob to a driver
Do it yourself
  1. Open Keyfobs and cars, or the Keyfobs tab on your fleet page.
  2. Use Issue keyfob with the tag UID and the driver’s user ID.
  3. On a tap, the charger asks us who that card is, we answer, and the session starts.
Or just ask EVII™
Issue a keyfob to sam@example.com.
Which drivers have keyfobs?
Keyfobs tab of the test fleet, opened from Keyfobs and cars. The heading reads Keyfobs (2), with Bulk upload and Issue keyfob buttons. The sample keyfob TEST-FOB-0001, labeled Van 1 keyfob, belongs to Driver One (test) and the vehicle Van 1, Sample Motors E-Van. The sample keyfob TEST-FOB-0002, labeled Spare keyfob, is in the Unassigned pool and linked to Van 2, Sample Motors E-Van. Both have an Active status.
Keyfobs and cars opens the Keyfobs tab: each keyfob’s driver, vehicle and status, with Issue keyfob. Sample screen with test data.
The Issue keyfob dialog on the Keyfobs tab of a test fleet, filled in by a test Fleet Admin. RFID tag UID is TEST-FOB-0003, the label is Van 3 keyfob, and Driver user ID holds the sample id of Driver Three (test); a note says an empty driver ID issues an unassigned pool keyfob. Vehicle is Van 3, Sample Motors E-Van. A card line reads Each keyfob is billed to the fleet: $15.00. Cancel and Issue buttons are at the bottom. Nothing was submitted.
Issue keyfob: the tag UID, a label, the driver’s user ID and the vehicle. Each keyfob is billed to the fleet at $15. Sample screen with test data.
Register a fob a driver already owns
Do it yourself
  1. Have the driver tap the fob at one of your chargers.
  2. The platform learns the card that way rather than having anyone type a number.
  3. Assign it to them in the console.
Or just ask EVII™
Register the fob sam just tapped at the depot.
Kill a lost fob
Do it yourself
  1. Open Keyfobs and cars.
  2. Kill the keyfob. It takes seconds and it is immediate.
Or just ask EVII™
Sam lost their keyfob, kill it.

A killed fob is refused at the reader and is indistinguishable from a card we have never seen. Nobody standing at the charger learns anything from the refusal.

RFID taps are strictly scoped to the locations you hold. A fob will not open a charger outside your boundary just because it is a valid card.

Fleet mode and personal mode

This is the single most important thing to explain to a new driver, because it is the only thing they have to get right.

The driver sets the mode, and it stays set

Fleet mode bills the company. Personal mode bills the driver. The mode stays as the driver last set it, from the Fleet Mode row under Menu, Account, or from the FLEET pill in the top bar, which reads PUBLIC in personal mode. The screen before a charge says when the fleet pays, and offers a switch when the charger needs the other mode. Fleet-sponsored sessions do not accrue the driver’s personal points and do not touch their wallet, although energy and session totals still count toward their own history.

Account sheet from the Menu tab for a test fleet driver. A banner reads Fleet member: Sample Fleet (sample data). Rows: Account Settings, Help, Join a building or fleet, My Fleet showing Sample Fleet (sample data), and Fleet Mode with a green ACTIVE pill, meaning the driver is in Fleet mode.
The driver switches mode from the Fleet Mode row in the Account sheet. ACTIVE means fleet mode is on. Sample screen with test data.
Driver app top bar for a test fleet driver in Fleet mode: the EV Initiative logo on the left, then a blue FLEET mode pill, the EVII assistant button, the theme picker and the notification bell.
In fleet mode the top bar shows a blue FLEET pill. The app calls personal mode Public, and the pill then reads PUBLIC. Sample screen with test data.
Plug in first, then start

A certified charger deauthorises within about two minutes if nothing is connected. That limit comes from weights-and-measures law rather than from us, and it is the single biggest cause of failed charges on the whole network. Drivers who plug in before starting never see it. Put this sentence in your driver onboarding email.

Charging at a driver’s home

A driver’s own charger can be registered as a fleet charging location. Work charging then bills the fleet. Personal charging stays personal. The split is metered at the plug rather than estimated, which is why the number is defensible at expenses time.

Say this out loud to drivers once

The charger belongs to the driver or their household, not to the fleet. Separating household charging from fleet charging depends on the driver starting each session in the correct mode, and we do not adjudicate a dispute about which mode a session should have used. If a driver charges their spouse’s car in fleet mode, the platform will faithfully bill you for it. That is a conversation between you and your driver, and the way to avoid it is to explain the two modes on day one.

Billing and what it costs

A fleet driver charging at somebody else’s public charger costs you nothing in subscription. You pay for that energy at the host’s price, the way anyone else would.

Check the fleet is actually payable
Do it yourself
  1. Open Billing on the fleet page.
  2. Confirm a payment method is on file and the subscription is not cancelled.
  3. Look for anything sitting in manual review.
Or just ask EVII™
What does the fleet owe this month?
Is our payment method still good?

If a fleet cannot be charged, the session is recorded as uncollected and flagged for review. We never fall back to charging the driver for a fleet-mode session.

Billing tab of the test fleet, opened from Money. The Plan card shows Monthly, $56.00 per month: a $20.00 base fleet fee plus 2 chargers at $18.00 each, with a Switch to annual button. The Status card reads active, with the next billing date and a next charge estimate of $56.00. The Payment method card shows a test card, VISA ending 4242, with an Update payment method button. Billing history lists two paid sample invoices, SAMPLE-0002 and SAMPLE-0001, of $56.00 each. The Subscription section explains that cancelling takes effect at the end of the current billing period, after which drivers fall back to personal cards, above a Cancel subscription button.
The fleet’s Billing tab: the plan, status, payment method and invoices, and what cancelling means for drivers. Sample screen with test data.

What you can and cannot see

You see each fleet session’s start time, transaction, energy, duration, cost and status, and the driver it is attributed to, shown as a user ID. And nothing else.

The Sessions tab of Sample Fleet (sample data) for a test Fleet Admin. Totals read 5 sessions, 113.0 kWh, $51.93 and an average duration of 193 minutes. From and To date filters sit beside an Export CSV link. The table lists five completed sample sessions with the start time, transaction number, driver, kWh, duration, cost and status. The driver column shows each driver as a user id rather than a name.
The fleet’s Sessions tab: totals, a date filter and Export CSV, then each session’s start time, transaction, driver, kWh, duration, cost and status. The driver shows as a user ID. Sample screen with test data.

Personal-mode charging by the same driver is not visible to the fleet. A driver’s home charger appears to you only for the fleet-mode sessions run on it. That boundary is deliberate and it is not configurable, because the alternative is a product that tracks where your employees sleep.

You are the account holder for this data. You need a lawful basis for holding it, and you agree not to use it to monitor a person’s movements for a purpose unconnected to the charging you are paying for.