First-Time Setup
Create your admin account to get started
Drivers log in with their email. Admin panel uses a password only.
Mileage Tracker
Sign in to access your mileage log
Forgot Password
We’ll send a temporary password to your email
A temporary password will be emailed to you.
It expires in 30 minutes.
Set New Password
Your temporary password must be changed before you continue
| Name | Reg Plate | Fuel Type | Engine Size | Role | Vehicle Type | New Password | Status | Actions |
|---|
Add New User
📥 Bulk Upload Users
Upload an Excel file to add multiple drivers at once.
| Status | Name | Reg | Role | Password |
|---|
🚫 Bulk Deactivate Drivers
Upload an Excel file with a single Name column to deactivate matching drivers. Accounts are made inactive — not deleted.
Deactivated Accounts
Inactive driver accounts. All data is preserved. You can reactivate or permanently delete these accounts.
| Name | Reg Plate | Fuel Type | Role | Actions |
|---|
Submitted Mileage Logs
Drivers who have submitted their mileage for the selected month.
| Driver | Reg | Month | Submitted | Status | Total | Business | Personal | Action |
|---|
🚗 Private Car Submitted Reports
Archived submissions from personal car drivers. Each time a driver hits “Submit & Archive”, a record is saved here.
| Driver | Month | Business Miles | Reimbursement | AFR Rate | Submitted | Actions |
|---|
🔔 Mileage Reminders
Automatically emails drivers who haven’t submitted their mileage.
Reminder Day
Reminders are sent on this day of each month for the previous month’s mileage.
Send Reminders Now
Manually send reminders for a specific month to all drivers who haven’t submitted.
Reminder Log
| Driver | Month | Sent At |
|---|
📊 Scheduled Monthly Reports
Automatically emails the previous month’s submission report as a CSV attachment.
Report Settings
Send Report Now
Manually send the report for a specific month to the configured email address.
Report Send Log
| Month | Sent To | Drivers | Sent At |
|---|
OneDrive Configuration
How password reset works: Drivers click “Forgot password?” on the login screen and enter their email address. The system generates a temporary 14-character password (valid for 30 minutes) and either:
• Sends it via WordPress wp_mail() if no webhook URL is configured, or
• POSTs JSON
{"toEmail":"…","driverName":"…","tempPassword":"…"} to your Power Automate webhook.
⛽ HMRC Advisory Fuel Rates
Rates are pulled automatically on the 1st of each month and stored per quarter. Each month’s log uses the rates that were effective when that month started.
🚗 Private Car Driver Settings
📖 Flow 1 — OneDrive Mileage Submission
- Open Power Automate → New flow → Instant cloud flow
- Choose trigger: When an HTTP request is received
- Click + New step → OneDrive for Business → Create file
- Map File Name to filename and File Content to csvData (base64-encoded)
- Add a Response step returning HTTP 202
- Save and copy the HTTP POST URL
- Paste it into OneDrive Webhook URL in the OneDrive tab above
📖 Flow 2 — Password Reset Email (optional)
Leave the reset webhook blank to use WordPress email automatically. Or build a dedicated flow:
- Create another Instant cloud flow with HTTP trigger
- Add Send an email (V2) using toEmail, driverName, tempPassword from the request body
- Add a Response returning HTTP 202
- Paste the URL into the Password Reset Webhook URL field in the OneDrive tab