Feature · Driver and team management

From one driver to a small team

Wintertrace is designed to be usable by an owner-operator running their own truck — and to scale up to a team of a dozen drivers without changing how it works.

Driver record

What is stored per driver.

Login credentials: Email and password for the driver app.
OwnTracks credentials: Auto-generated, deliverable as a QR code, and rotatable at any time.
Default vehicle: Optional. Pre-selected when the driver starts an operation.
Notes: Internal notes — qualifications, vehicle preferences, anything operator-relevant.

OwnTracks credentials are shown as a QR code on the driver detail page — the driver scans it in the app and the connection is live.

Wintertrace admin driver list showing four drivers — Mike S., Sarah J., David K. and Anna L. — with role, default vehicle and status columns. — Admin driver list. Four demo drivers from Northwind Snow Services.

Wintertrace OwnTracks QR code generator with Mike S. selected, showing a large QR code and short Scan in OwnTracks app instructions. — QR code generator for OwnTracks onboarding. Driver scans, the connection is live.

Vehicles

Vehicles are managed centrally: name, registration plate, optional OwnTracks device identifier. A driver can be assigned a default vehicle that is pre-selected on operation start.

A driver can change the active vehicle at any time during a shift — for example, when switching between a plough truck and a salt spreader during the same run.

Three roles, strictly separated

Each role has its own login surface and its own visibility scope.

Full access

Admin

Manage customers, drivers, vehicles. View and edit all operations. Configure settings, branding, GDPR templates, updates. Create reports.

Driver app only

Driver

Start and end shifts. Run operations (select customer, start/stop, take photos). Enter manual operations. Edit own profile.

Customer portal only

Customer

View own operations, generate PDF reports for own data, manage own profile and password. Cannot see other customers.

When a driver leaves

Two clean paths — keep records intact either way.

Anonymise (GDPR)

All personal data — name, email, phone, OwnTracks credentials — is irreversibly replaced with placeholders. Operation records remain but no longer tie to a real person.

A full ZIP export of all data for a single driver is available for subject access requests.