EV INITIATIVEOnboarding / v3
Operator Manual

EV Initiative / Fleet Admin · Fleet Operator

Your fleet. Ready for the road.

Confirm the fleet, bring in your drivers, and verify where they can charge and which payment arrangement applies. Test with a driver account before the first shift.

Updated 2 October 2026

1. Confirm the fleet you manage

Open your assigned fleet

  1. Sign in to Admin using the account invited as a Fleet Operator.
  2. Open Overview → My fleet. If you manage more than one fleet, choose the intended one.
    Admin top bar for a test Fleet Admin with the Overview menu open. The menu lists Dashboard, My fleet, Drivers, Keyfobs and cars, Sessions, Money, Reports and Settings, with My fleet highlighted as the current page. A Manage menu sits next to Overview.
    The Overview menu on a fleet admin account. Sample screen with test data.
  3. Check its name, assigned chargers and settings. Ask the operator to resolve a missing fleet or incorrect charger assignment.

2. Bring your drivers onto the fleet

Choose the appropriate join method

  1. Open Drivers to review existing members and use the available add/invite or bulk-upload controls when appropriate.
    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.
  2. For self-join, share the fleet’s Invite code, Join link or QR code from My fleet with intended drivers.
    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.
    My fleet: the invite code, join link and QR code, the approved email domain, and the last 30 days. Sample screen with test data.
  3. If using an approved company email domain, check its exact spelling. Drivers must verify their email; a personal email provider cannot be used as the company domain.
  4. Have each driver sign in to the driver app, complete the join flow and confirm that they appear in the correct fleet.
    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.

A fleet driver is not automatically a fleet administrator. Ask the responsible operator to arrange another administrator’s access.

3. Check chargers, vehicles and credentials

Review Chargers in the fleet page. New sites can enter through Manage → Submit a Location, followed by Deployment commissioning. Follow the installer guide for hardware credentials and testing.

Match each credential to the right person or vehicle

  1. Open Keyfobs and cars and review the vehicles and keyfobs used by your fleet.
    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, with each keyfob’s driver, vehicle and status. Sample screen with test data.
  2. Check driver/vehicle assignments and any plate or identifier details your process uses.
    Vehicles tab of the test fleet. The heading reads Vehicles (2), with an Add vehicle button. The table lists Van 1 and Van 2, each a 2025 Sample Motors E-Van with a sample VIN beginning TESTVIN, 80 kWh battery, 11 kW maximum power and a CCS three-phase connector. Driver One (test) is the primary driver of Van 1 and Driver Two (test) of Van 2, and each row has edit and delete icons.
    Vehicles have their own tab on the same page, with each vehicle’s primary driver. Sample screen with test data.
  3. If issuing a keyfob is blocked by billing, follow the displayed prompt to the fleet’s Billing tab. Do not reuse an unrelated driver’s credential.
  4. Ask the operator about charger assignment or load-management controls that your account cannot change.

4. Confirm the payment arrangement

Open Money or the fleet’s Billing tab and read the displayed card, billing state and driver payment-method rule. Verify whether the fleet or the driver pays for the test you are about to run. A company join code does not prove that the company covers every public charging 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.
Money opens the fleet’s Billing tab: the plan, billing status, payment method and invoices, and what cancelling means for drivers. Sample screen with test data.

Resolve overdue billing or missing setup through the authorized billing contact. Load-management subscriptions and certain account-level changes require the responsible operator or tenant admin.

5. Test both driver modes

Use a real fleet driver account after launch

  1. Sign in to the driver app as an authorized member of this fleet.
  2. Switch to Fleet mode. Confirm the map shows only fleet locations that this driver is allowed to access.
    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 same Account sheet for the same test fleet driver in Public mode. Fleet member: Sample Fleet (sample data); rows Account Settings, Help, Join a building or fleet and My Fleet; the Fleet Mode row now shows a gray SWITCH TO ACTIVATE pill.
    Switch modes with the Fleet Mode row in the Account sheet, opened from the Menu tab. It reads ACTIVE in Fleet mode, left, and SWITCH TO ACTIVATE in Public mode, right. 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. In Public mode the same pill reads PUBLIC. Sample screen with test data.
  3. Tap the Fleet Mode row again so it reads SWITCH TO ACTIVATE, which means Public mode. Confirm public locations are visible and selectable. Review the displayed payment method and price before charging.
  4. Return to the intended fleet mode and complete a session on an assigned plug. Verify it in Sessions or Reports with the expected driver and vehicle/credential details.

6. Review activity and handle issues

Use My fleet for the fleet summary, Sessions for individual charging activity, and Reports for date/location comparisons and exports within your assigned scope. Review inactive or departed drivers and involve the authorized operator when access needs changing.

A driver sees no fleet pins

Check their fleet membership, selected mode and assigned chargers. Public mode and Fleet mode intentionally show different location sets.

I cannot add another fleet administrator

Ask the responsible operator or tenant admin. Fleet-driver membership and fleet-administrator grants are separate.

Send support@evinitiative.com the site name, charger identity, affected plug, time and time zone, and the error you see. Leave passwords, sign-in codes, card numbers and bank details out of the message. For damaged equipment or an electrical fault, stop using it and contact the responsible installer.