Setting up your team

Getting your team into ZeitRide takes three steps: define roles (or use the built-in ones), add each person to the Employees roster, and issue their logins from the Access tab. There's no separate "users" area — people, roles, and credentials all hang off the employee record.

Step 1: Roles

Go to Settings → Roles & permissions. ZeitRide ships with system roles — Company Admin (full access), Staff, and Driver — which cover most companies out of the box.

Need something custom, like a biller who only sees Billing and Reports? Click New role, name it, choose its App access (Web dashboard and/or Driver mobile app), and toggle the module permissions. Details in Roles and permissions.

Step 2: Add people

For each teammate:

1. Open Employees and click + Add employee.
2. Enter at minimum First Name, Last Name, an Email address (needed for emailing login instructions), and pick the Role.
3. Save — the remaining tabs unlock.

One person can wear both hats: an office manager who sometimes drives just needs a role with both web and mobile access (or a driver login issued alongside their staff role).

Step 3: Issue logins

Open the person's record and go to the Access tab:

• Web dashboard (for office roles) — set a Username, optional email, and Password, then click Create web login. They sign in at your portal login page with username (or email) + password.
• Driver mobile app (for anyone who drives) — set a Username and Password, click Save mobile access. They sign in to the driver app with your Company ID (the 6-character code in the top bar) + username + password.

Or let ZeitRide send the email

On either card, click the mail icon to Email login instructions. Confirming with Generate & send creates a new temporary password and emails it with step-by-step sign-in instructions — including the app download and company code for drivers.

Step 4 (drivers): schedule and vehicle

A driver isn't schedulable until they have working days and a vehicle. From their row, open Manage schedule, enable their days, and set a Default vehicle (or per-day vehicles). A day with no vehicle counts as off. See Adding drivers and employees.

Offboarding

Set the person's Status to Inactive. Driver app access ends on their next request; web access follows the account status. Their history — trips, timekeeping, expenses — is preserved.

Tip: Audit who has Company Admin occasionally. Admins bypass module permissions entirely, so keep that circle small and give everyone else a scoped role.