Before you start

Prepare the following information:

  • The driver's display name and email address

  • A secure password for the initial login

  • The driver's preferred language and timezone

  • Contact and emergency-contact details

  • Any insurance, driving licence and passenger transport licence details you want to record

  • The percentage of each job that the driver should receive, if you use Driver Income for reports

The email address must not already belong to another EasyTaxiOffice user.

Open the Drivers section

  1. Log in to the EasyTaxiOffice Admin Panel.

  2. From the left-hand menu, select Users → Drivers.

  3. Select Add New.

The new account is created with the Driver role automatically.

If Add New is not available, your administrator account may not have permission to create driver accounts.

Complete the General tab

The General tab contains the driver's account and login settings.

 

Required information

  • Display name — the name used to identify the driver throughout EasyTaxiOffice, including in Dispatch.

  • Email — the driver's login email and the address used for driver notifications. Every user must have a unique email address.

  • Password — enter a password of at least six characters. You can select the key icon to generate one.

  • Confirm password — enter the same password again.

  • Status — select Approved if the driver should be able to access the account immediately.

 

Additional settings

  • Unique ID — an optional internal reference, such as 001 or DRV-12, which can help you identify the driver.

  • Upload photo — add an optional driver photo. Supported formats are JPG, JPEG, GIF and PNG, with a maximum size of 5 MB. Images are resized to a maximum of 512 × 512 pixels.

  • Language — select the language used in the driver's account and app.

  • Timezone — select the driver's working timezone so dates and times display correctly.

  • Team — assign the driver to one or more teams if the Teams feature is enabled.

  • Fleet operator — assign the driver to a Fleet Operator if the Fleet feature is enabled. Leave this as Unassigned for a driver managed directly by your company.

Important: EasyTaxiOffice does not display or send the password after the account is created. Keep the password securely so it can be provided to the driver through an appropriate secure channel.

Complete the Personal tab

Use the Personal tab to record the driver's contact and profile information.

Available fields include:

  • Title, first name and last name

  • Date of birth

  • Mobile number

  • Telephone number

  • Emergency number

  • Address, city, postcode, county and country

  • Company name, company number and company VAT number

  • Notes

Although many of these fields are optional, completing them helps administrators identify and contact the driver. The mobile number and emergency number are particularly useful for day-to-day operations and emergencies.

Complete the Other tab

The Other tab contains the driver's payment, licence, insurance and operational details.

 

Payment and identification

  • National insurance number — record the driver's National Insurance number where applicable.

  • Bank account details — record the payment details used by your company.

  • Driver Income (%) — enter the percentage of the job value that the driver should receive. For example, enter 80 for 80%.

  • Base address — the driver's operating location used when EasyTaxiOffice calculates travel from the base to the pickup, from the drop-off back to the base, or both. This applies when driver-journey calculations are enabled under Settings → Operating Areas and can affect availability, journey duration and pricing. It is not the driver's live GPS location and does not automatically assign nearby jobs.

 

Insurance and licence records

You can record a reference number and expiry date for each of the following:

  • Insurance

  • Driving licence

  • Passenger transport driver licence

  • Passenger transport vehicle licence

Enter the expiry dates carefully. EasyTaxiOffice uses these dates to identify documents that are approaching expiry or have already expired.

For more information, see Managing Driver Document Expiry Dates and Warnings.

 

Driver activity status

The Driver activity status setting allows an administrator to set the driver as:

  • Available

  • On Break

  • Unavailable

New driver accounts default to Unavailable. This setting is mainly a manual override for situations where the driver cannot update their own status.

Setting a driver to Available does not start location tracking by itself. The Driver App must be active and have the required location permission for the driver's position to appear on the Dispatch map.

 

Additional files

Select New file to attach supporting documents to the driver account. Give each attachment a clear title so administrators can identify it later.

File types and size limits are controlled by your EasyTaxiOffice configuration. If an attachment cannot be uploaded, check the displayed validation message and try a supported file.

Review the Notifications tab

Use the Notifications tab to review the notification preferences available for the driver.

The options shown depend on the notification services and settings enabled for your EasyTaxiOffice account. Select the preferences that match how the driver should receive operational updates.

Create the account

  1. Review the information in all tabs.

  2. Select Add.

  3. If any validation message appears, correct the highlighted field and submit the form again.

After the account is created, EasyTaxiOffice returns you to the Drivers list.

Give the driver access

Provide the driver with:

  • Their account email address

  • The password created for them

  • Your company's Driver App connection details, where required

From the driver's options menu, you can select Send driver app instructions if this action is available to your administrator account. The instructions explain how to install and connect the app, but they do not include the driver's password.

Share passwords only through a secure channel. Avoid sending the email address and password together in an unsecured message.

For installation and login guidance, see How to set up Driver App.

Troubleshooting

The Add New button is missing

Your user role may not have permission to create driver accounts. Ask an administrator with the relevant permission to create the account or update your access.

 

The email address is rejected

Each EasyTaxiOffice user must have a unique email address. Check whether the email is already assigned to an administrator, customer, Fleet Operator or another driver.

 

The driver cannot log in

Check that:

  • The account status is Approved.

  • The driver is using the correct email address and password.

  • The driver selected the correct company in the Driver App.

  • The driver is connecting to the correct Host URL when using manual app setup.

If necessary, edit the driver account and set a new password.

 

The driver is not visible on the Dispatch map

Confirm that the driver is using the Driver App, has selected Available or On Break, and has granted the required location permission. Changing the activity status from the Admin Panel does not activate location tracking on the driver's device.