Managing Drivers and Vehicles with QR Codes and Custom Data Fields

Tristan Kruth

Jun 12, 2024

QR Codes and Custom Data can elevate your driver and vehicle management - here's how.

Once your drivers and vehicles have been added to FuelCloud, you can use the FuelCloud web portal to customize the fueling process and get more fueling data to help run your business. QR codes for vehicles, drivers, tanks, and 2-factor authentication let you streamline the fueling process and minimize manual errors, while Custom Data Fields lets you add steps to the fueling process to collect information or verify transactions further

QR codes

QR codes are essentially bar codes that can be scanned by the camera on any phone or tablet - if you’ve eaten at a restaurant since 2020, chances are good that you’ve run into QR codes before! FuelCloud uses QR codes to store 4 types of data:

- Vehicles

- Drivers

- Tanks

- 2 factor authentication

You can order QR codes for any or all of these data types to streamline the fueling process in different ways:

- Vehicle QR Codes can be scanned to select the vehicle being filled, rather than having to scroll through the entire list of vehicles to select the right one. If you have lots of vehicles or vehicles with similar names, vehicle QR codes can ensure that the right vehicle is being logged.

- Driver QR Codes can be scanned in place of entering a PIN, making it easy to track fuel use without having to also help drivers keep track of their PIN codes.

- Tank QR Codes are scanned instead of selecting the tank from the tanks list during tank-to-tank transfers, which can help make sure that drivers are delivering the right fuel into the right tanks.

- 2-Factor Authentication QR codes are an optional feature that asks drivers to scan a code to verify that they are who they say they are. This can limit theft or fuel misuse if someone gets their hands on a driver’s PIN.

There are a few caveats to keep in mind. First, if you add drivers, vehicles, or tanks, you’ll need to print new QR codes for those new assets. Second, lost or stolen Drive QR codes could be used to get fuel at your sites if they’re not deactivated.

Custom Data Fields

Custom Data Fields are used to track additional information about Drivers, Vehicles, Sites, and Tanks that is not already collected by default when setting up these assets in FuelCloud. These data fields can then be used to organize data in your reports, further optimizing our reporting tool to give you exactly the information you need, when you need it. For example, you could add a Driver or Vehicle’s department to FuelCloud, and then run reports on fuel use by department.

To start recording Custom data, go to Settings > Company Settings in the FuelCloud Web Portal, and select Custom Data from the options at the top of the page. Below the ‘Questions at the Pump’ option, there are fields for adding Custom Data labels for Drivers, Vehicles, Sites, and Tanks. After you add a custom data field, you’ll need to go into each of your assets and add data for that custom field.

QR Codes and Custom Data Fields will take your driver and vehicle management to the next level, giving you greater control over how your fuel is used and how you keep track of that usage. If you have questions about making the most of managing your drivers and vehicles, you can always join our monthly free training sessions - sign up for those sessions here!