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Drivers and RFID cards

In short: You add drivers to FleetOS one at a time or in bulk via CSV import, and issue each driver one or more RFID cards to start charging sessions. Driver groups organize charging-access rules, so most fleets group drivers by role or shift. Pricing is set on the card itself, via its tariff.

Adding a driver manually​

  1. In the sidebar, go to Drivers and select Add driver.

  2. Enter the driver's Name, Email, and Phone — all three are required — plus an optional External ID (your own employee/staff ID) and Contact email.

  3. Select Create driver.

    The Add driver panel with the name, external ID, email, phone, and contact email fieldsThe Add driver panel with the name, external ID, email, phone, and contact email fields

Groups and RFID cards are assigned in their own sections after the driver exists — see below. You can edit a driver's details at any time from their page, and Deactivate them there too: deactivating disables every RFID card assigned to the driver, while their group memberships are kept in case they're reactivated. Their history stays.

If you need to remove a driver's personal data entirely — for example to honor a data-erasure request — use Delete driver in the same page's danger zone instead. This is irreversible: it erases the driver's personal data and renames the record "Erased User", while keeping their historical charging sessions and billing records intact. A later HR sync or CSV import that reuses the old external ID will create a new driver record.

The Delete driver confirmation dialog: irreversible GDPR erasure, renaming the record Erased User while preserving historical sessionsThe Delete driver confirmation dialog: irreversible GDPR erasure, renaming the record Erased User while preserving historical sessions

Adding the driver to groups​

Driver groups are how you organize charging-access rules (for example: day shift, night shift, contractors).

  1. In the sidebar, go to Driver Groups. Create a group if you need one.

  2. Open the group and, under Members, pick the driver and select Add. A driver can belong to several groups; remove them from a group with Remove.

    A driver group's Members card, with the driver picker and the member listA driver group's Members card, with the driver picker and the member list

Issuing an RFID card​

  1. In the sidebar, go to RFID Tags and select Add RFID tag.

  2. Enter the card's OCPP idTag — the identifier printed on or encoded in the card, in hex format. Colons and upper/lower case are normalized automatically.

  3. Optionally add a Label, an Expires at date, a Tariff (how sessions on this card are priced), and a Cost center (who the cost is attributed to).

  4. Under Assign to, choose Driver and pick the driver (a card can also be assigned to a Vehicle — useful for pool cars — or left unassigned).

  5. Select Create tag. The driver can now tap the card at any charger their access rules allow.

    The Create RFID tag form with the OCPP idTag, label, status, expiry, tariff, cost center, and assignment fieldsThe Create RFID tag form with the OCPP idTag, label, status, expiry, tariff, cost center, and assignment fields

Bulk-adding drivers with a CSV file​

  1. On the Drivers page, select Import CSV.

  2. Download the template — it has the columns external_id, email, name, group, rfid_token, cost_center, valid_from, valid_until. Email is required on every row; new drivers also need a name.

  3. Upload your prepared file.

  4. Choose how rows are matched to existing drivers: by External ID (recommended — best for HR/fleet-system lists, survives email changes) or by Email (for one-off manual lists).

  5. Review the server-validated preview and select Import valid rows.

    The Import drivers from CSV drawer with the template download, upload area, and matching optionsThe Import drivers from CSV drawer with the template download, upload area, and matching options

One import creates or updates, in a single pass: the driver record, their group membership, their RFID card, and their cost center — groups and cost centers named in the file are created automatically if they don't exist yet.

If your company uses an HR system, FleetOS also has a stable API for keeping drivers, group memberships, vehicles, and RFID cards in sync automatically (authenticated with organization API keys) — ask your FleetOS contact or integrator.

Good to know​

  • If a row has a different rfid_token than the driver's current active card, the import treats it as a card replacement: the old card is expired and the new one is issued. Re-uploading the same file twice is safe — nothing changes if nothing changed.
  • A card can have a validity window (valid_from / valid_until): outside it, the card is rejected. The start date is enforced while the charger is online with FleetOS.
  • Pricing is per card, not per driver or group: the card's Tariff decides how its sessions are billed (see the tariffs page).
  • Each driver's page shows their charging sessions with billing details (energy, free quota used, billed energy, cost) month by month. Each RFID tag's own page also shows a simpler usage history (session start/stop time, status, energy, and stop reason) — useful for a technical look at one specific card.
  • RFID tags also have an optional Token group field. Leave it blank unless your charge-point vendor or integrator specifically asks you to set it.

Common issues​

  • Symptom: a driver's card is rejected at the charger. Cause: the card is disabled or expired, its validity window hasn't started, or no access rule covers the driver's group at that charger. Fix: check the card's status and dates on the RFID Tags page, and the access rules for that site or charger.
  • Symptom: a CSV row is rejected in the preview. Cause: missing email (required on every row), or a new driver without a name. Fix: complete the row and re-upload — only valid rows are imported.
  • Symptom: you need to take a driver's access away immediately. Fix: open the driver's page and select Deactivate driver — every card assigned to them stops working; group memberships are kept for a possible reactivation.
  • Symptom: a former driver reappears as a brand-new profile after a CSV re-import. Cause: their previous record was erased with Delete driver, not just deactivated — deletion is permanent by design. Fix: this is expected; if a driver is only leaving temporarily, use Deactivate instead of Delete.

Last updated: 2026-07-14 · Verified on: hosted demo app (explorer-2, org "Sandbox Two"), 2026-07-14