FAQs

Q. How do I navigate Ambit?

Navigating Ambit is simple.

  • Always tap the big Ambit  to get back to your home and content screen.
  • From several screens you can use  to navigate back a page.
  • Important options and Ambit features are all available from the applications menu
  • To find drivers or vehicles, simply tap the search icon  and enter your search text in the search bar. You can also search for ‘tagged’ drivers or vehicles this this way, which helps you find such as ‘Drivers with no insurance’ or find those you have grouped together by creating your own tags. See How do I group or categorise my drivers and vehicles for more information.
Q. What are the differences between Contacts, Ambit Users and Drivers?
  • Contacts: Everyone in the Ambit community is a Contact. Initially everyone you set up is also defaulted as a ‘Driver’, but you can remove the standard Ambit ‘Driver’ tag if you choose for exceptional users. (This capability is there to help future Ambit functionality such as sending information or managing processes involving people who don’t drive within your workplace).
  • Ambit users: This standard tag identifies people who are allowed to use the same Ambit controller account as yourself, i.e. they have a separate login to your workplace account. Adding this tag to a contact will send them an email, inviting them to join your Ambit account. This is useful when managing a larger group of drivers or vehicles. As Ambit develops more functionalities relating to multiple account management will be added, so please watch your Home Page for details.
  • Drivers: These are simply any person you wish to add who drives a vehicle for work purposes –their own vehicles or those owned by your workplace.
  • Throughout the Help we refer to the contacts, drivers and vehicles you store in Ambit as ‘records’ wherever it is applying generally to them all. A record could be such as ‘Driver’: “Sarah Jones” or ‘Vehicle’: “OX18 VVX” that you have stored and can search for within your Ambit Workplace.
Q. How do I set up new drivers on Ambit?

 If you have more than a small number of drivers we would recommend using our auto-set up service which is completely free and secure.

With this service simply send us an electronic list of drivers and vehicles then we will carry out the set up for you, pre-populating your Ambit app. so it’s ready to become useful from the outset. This service is purely for your business’s convenience and we adhere to the strictest data confidentiality and privacy policy. The link to this service will appear on your initial Ambit Introduction tiles, but is also available through the link below:

Account Set Up Service

You can use this service multiple times for batches of drivers and/or vehicles and it works using these simple rules:

  • If the driver or vehicle does not exist as entered in the file it will create a new record for you.
  • If the driver record already exists within your Ambit Workplace account it will retain the Ambit record as this may be linked to an Ambit history file. You can then amend this record manually in Ambit.

Adding a driver manually in Ambit is simple.

  1. Tap on ‘Add Person’ from the Applications menu
  2. Enter their first name, surname and email address. The email address is important as all the services nd communications you may wish to drive from Ambit require this
  3. Tap ‘Save’
  4. The minimum record for that driver is now set up. Ambit will automatically add activities to their record as you utilise Ambit features over time. You can also add notes to their history – see How do I store manual notes against a driver or vehicle to retain as a historic record?
  5. If you want to add a vehicle to the driver you have just created from this screen simply tap the  on the bar which says ‘No vehicle’. You can also do this later and move drivers around as you please. Please see How do I set up new vehicles on Ambit if you need help with this.
  6. Tapping  takes you back to the add screen so that you can add another driver or tap  to go back to Home
Q. How do I set up new vehicles on Ambit?

If you have more than a small number of vehicles we would recommend using our auto-set up service which is completely free and secure.

With this service simply send us an electronic list of vehicle and drivers then we will carry out the set up for you, pre populating your Ambit app. so it’s ready to become useful from the outset. This service is purely for your businesses convenience and we adhere to the strictest data confidentiality and privacy policy. The link to this service will appear on your initial Ambit Introduction tiles, but is also available through the link below:

Account Set Up Service

You can use this service multiple times for batches of drivers and/or vehicles and it works on a simple rule:

If the driver or vehicle does not exist as entered in the file it will create a new record for you.

If the vehicle record already exists within your Ambit Workplace account it will retain the Ambit record as this may be linked to an Ambit history file. You can then amend this record manually in Ambit.

Adding a vehicle manually in Ambit is simple.

  1. Tap on ‘Add Vehicle’ from the Applications menu
  2. Simply type in the vehicles registration number and tap ‘Save’.
  3. Ambit will look up the vehicle for you using the vehicle database from our data partner KeeResources. So that you can continue using the mobile features efficiently, it will not perform this lookup instantly. When you go back into a vehicle, so long as the registration you entered was valid and on the licensing database then its description details will automatically appear going forward.
  4. If you want to add a driver to the vehicle you have just created from this screen simply tap the  on the bar which says ‘No driver’. You can also do this later and move drivers around vehicles as you please.
  5. Tapping  takes you back to the add screen so you can add another vehicle or tap  to go back to Home.
Q. How do I set reminders for activities that need to be carried out against drivers or vehicles?

There are two ways in which Ambit can remind you about important activities to carry out against vehicles or drivers.

Firstly there are automated reminders for such as your workplace vehicle policy, driver insurance and safety checks all accessible through the Applications Menu  under ‘Features’. We will continuously be adding to these capabilities with our frequent updates and will keep you informed through the content on the Ambit home page.

Secondly there are manual Reminders you can set for yourself.

To set a reminder simply:

  1. Search for the driver or vehicle you wish to set a reminder for.
  2. Tap on the driver or vehicle of choice to bring up their details.
  3. On their details screen tap on
  4. Select ‘Reminder’ as your type.
  5. You can now enter a date to be reminded on.
  6. Enter your short manual reminder note.
  7. When you are happy with your reminder tap ‘Save’
  8. You can move away from the driver or vehicle details simply by tapping

Your driver or vehicle associated reminder will appear within your Ambit Home Page on the date you specified. You can then acknowledge the task by following the on screen details after tapping on the reminder tile itself.

Q. How do I store manual notes against a driver or vehicle to retain as a historic record?

To record a manual event all you need to do is:

  1. Search for the driver or vehicle you wish to set a reminder for.
  2. Tap on the driver or vehicle of choice to bring up their details.
  3. On their details screen tap on
  4. Select ‘Note’ as your type.
  5. Type in your note for that driver or vehicle in the note box.
  6. When you have finished your note tap ‘Save’
  7. You can move away from the driver or vehicle details simply by choosing

Your driver or vehicle note will be retained in their history record and is also time stamped with the date you recorded the Note on.

Q. How do I group or categorise my drivers and vehicles, for instance as “work provided vehicle” or “own vehicle” drivers?

Ambit has a very flexible way of grouping drivers and vehicles that can cater for many different types of operation. This is all managed by our Ambit ‘Tags’. These are really worth setting up once you start to become familiar with Ambit. Tags allow you to:

  • Put drivers and/or vehicles into groups that makes searching for them really easy.
  • Store specific information of interest to you against driver or vehicles.
  • Restrict the operations of the Ambit “features” to relevant groups of drivers or vehicles only*.

*This will become increasingly important as we continually introduce more features to Ambit. For instance; you will soon be able to share our varied workplace driving related articles with your drivers through your Ambit app. By grouping those drivers via your own ‘tags’ you could then send out only the relevant information to the right people. If for example you had a >3.5 ton LCV driving Maintenance group, you could tag those drivers as ‘Maintenance’. Once set, if you wanted to share relevant material specific to that group, it will only take a few taps on your screen.

Initially your Ambit account is set up with minimal standard fixed tags. Please see What are the differences between Contacts, Ambit Users and Drivers? for more details.

To create your own groupings you need to set up your ‘tags’.

It’s easiest to understand this from a couple of examples, but you can use tags to make any group you like.

Example 1) Create a tag to indicate vehicles your workplace own, but are currently off road due to a fault

  1. Tap the tag icon from the main toolbar.
  2. Tap the for ‘Add Tag’.
  3. In this case you are not setting up a tag with options, you are simply making one as a label that you use to flag vehicles that have gone off road whenever you need to. So all you need is to enter the ‘Tag Name’, e.g. “Maintenance – Off Road”.
  4. If you like you can add your own description to explain your tag, it is not mandatory though
  5. Tap ‘Save’ – this tag is now set up.

Once the tag is set up you should tap the edit pen  on the right of the ‘Visible to’ bar. This is quite powerful and allows you to set what groups of drivers or vehicles it is available for setting against. In this case, you don’t want this to appear on anything but vehicles, so tap on the Ambit system ‘Vehicle’ tag and you will see it goes green (showing a ‘+’). Tap ‘Save’ and your tag is now ready to use in future against any vehicle (but won’t be shown against Drivers, Contacts etc. as it is not relevant to them.)

Example 2) Create tags to group my drivers as: “Own vehicle” and “Our vehicle” drivers

  1. Tap the tag  icon from the main toolbar.
  2. Tap the for Add Tag.
  3. You are going to create more than one selectable option against your tag, so you could call the tag itself “Driver Type” or “Vehicle Owner”, whatever name you like. Type your chosen name in as the ‘Tag name’.
  4. Type in a meaningful description that describes this tag (not mandatory).
  5. Tap ‘Save’ – the high level tag is now set up.
  6. Now you need to set where this tag is relevant to. Tap the edit pen on the right of the ‘Visible to’ bar. Now tap on the ‘Driver’ tag (we are assuming it is only relevant to drivers, you could add additional groups denoted by existing tags if you wished) – this will turn green (showing a ‘+’). Now tap ‘Save’.

In example 1, we created the tag as a simple label you can ‘tag’ any record with (ie. person or vehicle), but only giving you option to either tag or not to tag the record. (e.g. A Driver, “John Jones” could be tagged ‘High Risk’ or NOT tagged ‘High Risk’ if you created a basic ‘High Risk’ tag.).

In example 2, you are creating a set of possible options; e.g. ‘Driver Type’ tag could have the two options ‘Own vehicle’ or ‘Our vehicle’. This could equally be the three options ‘Drivers vehicle’, ‘Company vehicle’ and ‘Pool vehicle’ or perhaps ‘Council owned’ or ‘Driver owned’ etc. all depending on your own Workplace’s terminology.

To do this you create your own ‘Tag Options’ against the tag you just set up:

  1. Tap the edit pen on the Tag Options bar (within the Configure tag screen).
  2. Tap on the large plus
  3. Type your own ‘Option name’, e.g. “Own vehicle”.
  4. Tap ‘Save’.
  5. You can keep adding more options, e.g. : Tap  again.
  6. Type a new ‘Option name’, e.g. “Our vehicle”.
  7. Tap ‘Save’.

You can edit or remove these ‘Tag Options’ or keep adding as many as you like. Once you’re finished tap

You will now see your Tag Options listed against your main ‘Tag’, along with the ‘Visible to’ setting which in this case is purely ‘Driver’(s) – see above.

The tag options you have created are now available to assign against any driver on your Ambit Workplace by ‘Editing’ that driver’s ‘Tags’.

Q. Can I search just for drivers or vehicles I have tagged in different ways?

Yes you can. If you start typing the name of a ‘tag’ you have created into the search bar, Ambit will start filtering down your records to find every driver or vehicle that corresponds to that tag. For example, if you have tagged them as ‘maintenance’ it will only find those vehicles and drivers. This also works for Ambit generated tags such as ‘Workplace policy not signed’. The searching works for both the main ‘Tags’ and ‘Tag options’ you set up. See How do I group or categorise my drivers and vehicles?

Tag Tip – With experience you can use tags in clever ways; for instance, by making a tag of your own only become available for setting once drivers or vehicles are already grouped by another tag that is Ambit generated. This could be something like making your own “Urgent Call” tag available to apply to those drivers who have a ‘Safety Check Fail’ Ambit generated tag applied to them. – (This can be achieved by using the ‘Visible To’ settings for your own tag).

We will be providing Ambit mini video tutorials for these sort of capabilities along with explaining new advanced uses of ‘tags’ as Ambit evolves.

Q. How do I apply the tags I have created to of our drivers or vehicles?

Once you have set up your own ‘Tags’ you can assign them against any drivers or vehicles you like to literally tag (effectively group) them.

To do this for either a driver or a vehicle you simply:

  1. Search for the driver or vehicle you wish to tag.
  2. Tap on their tile to get into that driver or vehicle details.
  3. Tap on the ‘Tags’ section within ‘Information’ to open it up.
    You will see both Ambit system tags (and the current correct ‘Tag Option’ that applies to that driver or vehicle) as well as any of your own ones you have applied to that record.
  4. Tap on the ‘Edit’ bar below tags. If applicable to a driver or vehicle type, you will now see your new tag greyed out to choose. For example if you set up a ‘Driver Type’ tag you would see it here. (see How do I group or categorise my drivers and vehicles? for how to set these up)
  5. Simply tap on your tag to apply it to that driver (or vehicle) and then tap ‘Save’ on the top bar to confirm. That driver or vehicle is now tagged. If the tag has multi ‘Tag Options’ these will be displayed once you tap on the tag and you then choose the option that applies to that driver or vehicle and then ‘Save’. For instance, if you set up “Own vehicle” or “Our vehicle” as options against your own “Driver Type” tag.
  6. It is very quick to then just tap back  and apply more tags to drivers or vehicles from the Search list.
Q. How do I send out our Workplace Driving/Vehicle Policy to all our drivers and ensure both current and future drivers have signed up to them?

Ambit makes managing your Workplace vehicle policy easy while pro-actively checking Drivers have signed up to it. In the initial version of the Ambit App. we manage one consolidated vehicle and driving policy document that can be updated as often as you require. In future we will allow separate additional policies that we will provide you with suggested updates for.

Initially you need to have a policy document that covers all the key points of your workplace driving and vehicles.

To distribute and manage this from your Ambit app. please:

  1. Select ‘Features’ from the main Application Menu .
  2. You will see ‘Workplace Vehicle Policy’ in the list. It will show if it is ON or OFF. Tap the against it to set up.
  3. The next screen tells you more about the current version of this feature and you must make sure it is turned ON via the switch
  4. If you haven’t got a policy set up in Ambit you need to choose ‘Upload New Policy’.
  5. This will then send you an email link to the email address you have stored in Ambit. From the email, on your device of choice you can then follow the prompts and download your current “Workplace Driving Policy” which needs to be saved as a pdf.

If you need to check which policy you currently have uploaded onto your Workplace Ambit area, you can download it from this screen at any time.

That’s all you have to do to set it up. Just make sure it is turned ON to keep the policy management in place.

Ambit will initially email ALL your drivers with the policy document to read, it will also send them a sign off page that they have to read and actively acknowledge your current policy. This will happen all together if you have sent us a driver file to upload for you.

As time progresses and new drivers are added, Ambit will continue to check that these drivers read and acknowledge your current policy. This is via the same email mechanism and will happen within 24hours of them being set up on Ambit.

On a daily basis Ambit will send you a reminder update tile to let you know how many drivers have not yet read and electronically agreed to your Workplace policy. You can tap straight on the reminder tile to see who they are.

Once any driver electronically signs up to your policy, Ambit will add a time-stamped record of this into their history. This gives you an audit record for future proof. (You can see this at any time by Searching for and selecting any driver and checking in their ‘History’ section.)

Q. Can I update our Workplace vehicle policy and how will I ensure all drivers have read the updates?

In the current version of Ambit, you need to manage your core Workplace driving policies through one document. You can amend this document at any time by following the steps set down in How do I send out our Workplace Driving/Vehicle Policy?

Whenever you update the policy document with new important materials, all your drivers will be re-emailed and requested to formally confirm they have read the updated policy. A time-stamped record of this will also be added into their ‘History’.

Your new policy document will also apply ongoing for drivers added in the future.

Q. What is the vehicle safety check for and how do I set it up for my drivers?

This automated feature provides you with a way to get your employees to check their vehicle is safe and roadworthy. It emails an inspection survey to them to complete periodically. It then reminds them when they haven’t completed this check and lets you know those that are not completed and if any drivers have a vehicle that has failed the check.

The safety checks are accessible from Smart Phones and designed with our partners to be simple and easy. Over time we will introduce new alternate checks, but the initial focus is to make it easy for drivers to carry out a convenient core check consistently.

To set up automatic safety checks for your Workplace you need to:

  1. Select ‘Features’ from the main Application Menu
  2. You will see ‘Vehicle Safety Check’ in the list. It will show if it is ON or OFF. Tap the relevant to it.
  3. The next screen tells you more about the current version of this feature and you must make sure it is turned ‘ON’ via the switch
  4. Once you switch it to ‘ON’, you will be able to change the ‘Check Frequency’ in days. This is how often your drivers are emailed new safety checks to carry out. For instance, if you wanted to do this roughly once every quarter, set this to 90 days.
    This is separate to re-sending reminders to drivers who have failed to carry out their current safety check. They will be sent further auto-reminders when they don’t fill in their current required check.
  5. Once you have turned safety checks on and set your frequency you can simply select to come out of the feature setting screen.

Ambit will keep you up to date through your Home Screen regarding drivers who have not yet completed a Safety Check and also for those who fail it. By tapping on the reminder tiles you will be given details about those drivers so that further follow up action can be handled by exception. While the feature is turned on Ambit will cyclically repeat the safety check process based on frequency you set and apply it for all drivers at that time.

Q. How do I use Ambit to help check that our current drivers and future drivers have the appropriate insurance policies?

Ambit helps you to ensure that all employees have a valid insurance policy that enables them to drive for work purposes. This can be managed for you within Ambit once the feature is turned on. To use this feature:

  1. Select ‘Features’ from the main Application Menu
  2. You will see ‘Driver Insurance’ in the list. It will show if it is ON or OFF. Tap the  relevant to it.
  3. If it is Currently OFF, turn ‘ON’ the feature using the on screen switch.
  4. If you simply turn the feature on without then switching ‘ON’ ‘Email Drivers for insurance information’, then Ambit will expect you to add manual records against drivers to show that they have insurance. This manual process can be carried out by going into each driver and adding ‘Insurance’ to their history.
  5. If you wish to fully utilise this automatic feature then you need to also turn on ‘Email Drivers for insurance information’. This will work for the drivers you have set up within Ambit and auto-email them to collect their insurance details. The Home Page will display exception tiles for you to see how many drivers still need to provide insurance details both initially and then for if they fail to provide them at their recorded renewal. If any driver does not provide these details within 3 days, Ambit will chase them up for you. By default, this will apply to all drivers within your Ambit Workplace. When they provide these details they will also need to provide a renewal date, at which point Ambit will re-email them and record whether they re-provide their new details.
  6. The default option works ideally for when all ‘Drivers’ (ie. standard Ambit tag ‘Driver’) within your workplace are driving their own vehicles, or at least vehicles that are not insured for them by your work. If this is not the case, e.g. for Company Car or Specialist Vehicle drivers then you can exclude them from the insurance chase up and reminder part of Ambit. This is carried out by creating a group of drivers who need their OWN insurance which this Feature then applies to. This group of drivers must be ‘tagged’ to separate them from your other drivers.You will need to have set up this tag first. You can then carry out the actual driver tagging at any time. Please see: How do I group or categorise my drivers and vehicles? particularly for example 2. If you don’t know how to then apply your tag/s to drivers then have a look at How do I apply the tags I have set up to any driver or vehicle? Assuming you have an appropriate tag (or tag option) then back within the ‘Driver Insurance’ feature screen:
    1. Tap on ‘change’ against the ‘Applies to all drivers’. This option then brings up a screen of tags. From here should select one or more tags (or a tag option) that represents “drivers who will need their own insurance” for your workplace. You will see the tag or tag option enable when you tap on it.
    2. Once you tap ‘Save’ you will come back to the Feature Screen for ‘Driver Insurance’. You will now see that it shows it has applied the tag/s or tag option you selected. You can come back to this area and change the tagged drivers it applies to by selecting ‘change’ at any time.
    3. Once you are happy that the settings are as you would like (e.g. emailing all or select drivers) then you can exit out of the Feature screen by tapping the back arrow