Members & Staff settings

Configure membership subscriptions, driver training, driving licence checks, and which staff types need DBS, right to work, and First Aid.

1. Go to Settings > Members & Staff.
2. Choose whether memberships are billed monthly or yearly, then set training requirements, licence check validity, and staff compliance.
3. Under Member and staff driver emails, turn on Send member and staff driver emails when you want volunteer and staff driver request emails and OpenCommute app notifications. New teams start with this off; while it is off, those notifications are not sent, and Alerts and onboarding remind you to enable them when you need driver requests. Per booking type, Settings > Bookings still controls Send automatically and Ask first once emails are enabled.
4. Click Save settings.

You can also choose the interval on Settings > Prices when you enter the membership amounts. Teams offer one interval, not both. Existing subscriptions keep their current interval.

Driving licence checks

Licence checks valid for sets how long a recorded driving licence check counts before the driver has to be checked again. New teams start at 1 year. The other options are 3 months, 6 months, 2 years, 3 years, and Never expires if you would rather track re-checks yourself.

When a check passes its expiry date, the driver's licence status becomes Check expired. They are counted in the Licence issues alert and cannot be assigned to bookings until a new check is recorded.

Changing this applies to checks already recorded

Saving a new validity period re-dates every licence check the team has already recorded, counting from the date each check was carried out. Shortening the period can therefore mark existing checks as expired straight away, and those drivers will need re-checking before they can be booked.

See Managing Members for how to record a check, and Managing Checklists and Managing Staff.

Staff compliance

Each check — DBS, Right to work, and First Aid — has a Required for list of staff types: Staff driver, Volunteer driver, Trainer, and Passenger Assistant.

New teams start with DBS, right to work, and First Aid required for Staff driver and Volunteer driver. Trainer and Passenger Assistant start with none.

To skip right to work for volunteer drivers, uncheck Volunteer driver under Right to work required for, then save. DBS and First Aid can stay on for volunteers.

Someone who is both a volunteer driver and a staff driver still needs every check required for either type. Assigning them as a volunteer driver only checks the volunteer list.

DBS and First Aid expiry dates are suggested from the validity periods on this page. Right to work expiry is always entered on the person.

See Managing Staff for recording checks.