Share completed work trips

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Choose an optional work profile

Onboarding asks whether you are an employer, entrepreneur or employee. Choose a role for matching setup guidance, or Skip and continue recording. Set up later keeps your choice when you finish onboarding. Your work role is a preference on this device; it does not change your tax profile, vehicle, subscription or sharing permissions.

Open Settings → Work profile whenever you want to change or clear your role and open Team. Employers ask employees to send their private invitations, then open those invitations. Employees enable their own sharing only when ready and privately invite their employers. Entrepreneurs can share their own trips or receive other people’s invitations. Opening the setup or sharing page does not enable sharing.

The current shared trips are read-only and access may end when the sender stops sharing. DriveHub does not keep an employer archive of shared trips. To invite the person who views your trips, show them a private invitation code (see Invitation code below).

1. Choose a role, then Continue for optional setup. Use Set up later to move on to recording permissions.
2. To share your trips, open Team, read the disclosure and explicitly confirm Enable sharing.
3. To view an employee’s trips, open the private invitation they send you.

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Choose what you share

Open Settings → Team. Enter the name your viewers should see and enable sharing. Only completed work trips that you explicitly confirm as business and that start at or after activation are shared. Automatic Business suggestions wait for your confirmation, even when they do not show a review question. Choosing a period or vehicle does not confirm a trip. Personal trips, split trips and live location are excluded. Viewers can see your name, dates, times, distances, start and end locations and recorded route snapshots. Missing recorded routes remain unavailable.

Sharing is managed from the device that enabled it. Another device can explicitly stop the previous sharing before setting up a new share. Your personal iCloud backup remains separate.

1. Review a suggested work trip and choose Business, even if Business is already suggested. A confirmed Personal or Commute trip is never shared. You do not need to classify every personal trip before sharing confirmed work trips.
2. Read the sharing disclosure and confirm Enable sharing.
3. Choose Invite or manage people. Use Apple’s sharing sheet to invite specific people with read-only access.
4. The recipient opens the invitation link and accepts it in DriveHub. An Apple Account signed into iCloud is needed on both devices.

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Keep shared trips separate

Shared with you lists the drivers who invited you. Open a driver to see completed work trips, then open a trip to view its dates, distance, locations and recorded route. These trips are read-only and never enter your own Reports or mileage totals.

Refresh checks for new trips, edits and revoked access. Received trips are held only during the current app session; an internet connection is needed to fetch them again after reopening. Offline results may be out of date.

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End access explicitly

Invite or manage people opens Apple’s controls for individual invitations and access. Stop sharing blocks new uploads immediately and removes the shared zone when the change reaches iCloud. If offline, the stop request remains pending and retries when DriveHub can connect. Copies a recipient already saved cannot be removed. Your own trips remain in DriveHub.

A recipient can choose Leave sharing from the driver’s trip list. Switching Apple Accounts clears received trips and disables publishing until sharing is configured again. Deleting all local data also queues removal of any owned shared zone; local deletion does not wait for the network.

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Share with a team

Open Settings → Team ("Share work trips with people you work with"). It was called Work trip sharing in earlier versions. The screen has two sections: Sharing my trips and Shared with me. Everything goes through each person’s own iCloud, and the driver can stop sharing at any time.

Team lead, the person who wants to see trips: open Team → Show team code. Enter a Team name and tap Create team code. DriveHub shows a QR code; you can also use Share code to send the link. People who have scanned it appear as pending with “<name> asked to join” until your app accepts them. Requests are accepted automatically when you open Team code, tap Refresh or return to the app. Rotate code makes a new code; people who are already sharing keep sharing. Delete team code removes the code. In Shared with me, Remove from my list removes a person’s trips from your list; their own sharing is not changed. Trips you see there are read only.

Member, the driver: open Team → Scan invitation code and scan the QR code with the camera, choose an image of it or paste the link. DriveHub shows “Join <team>?” first and explains exactly what is shared and what is not. Only trips you confirm as business, starting today, are shared: dates and times, distance, start and end places and a simplified route. Personal and commute trips, notes, purposes, tags and live location are not shared.

If sharing is off, enter Your name and tap Join team. The row My team shows Request sent until the lead’s app accepts you, then Joined; if it takes long, tap Send again. Sharing my trips shows Sharing on once sharing is active. Leave team ends your team membership, but your trips stay shared until you tap Stop sharing.

The one-to-one private invitation code still works as before: show your invitation code or scan someone else’s (see Invitation code and Scan a code below).

1. Team lead: Settings → Team → Show team code, enter a Team name and tap Create team code.
2. Show the QR code, or tap Share code to send the link.
3. Driver: Settings → Team → Scan invitation code, review Join <team>?, then tap Join team.
4. Wait for Joined in My team. The lead’s app accepts automatically when it opens Team code, refreshes or returns to the app.

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Show a private invitation code

Open Settings → Team → Show invitation code while sharing is on. DriveHub creates a one-time code for the person who will view your work trips. Show the code on your screen, or use Share code to send it. A screenshot of the code is the code, so share it only with the person you mean to invite.

The first person who scans the code gets read-only access to the trips you share. Anyone with a copy of the code can use it once, and the screen shows when it has been accepted. Only one code is active at a time; New code replaces the previous one.

Choose Cancel code to stop an unused code. It stops working when the change reaches iCloud; if you are offline, the cancellation is kept and retried. A person who already accepted keeps access until you stop sharing.

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Scan an invitation code

Open Settings → Team → Scan invitation code and point the camera at the code shown in the sender’s DriveHub. The first time, iOS asks for camera access; if you turned it off, Open iOS Settings takes you to the switch. If camera access is off or scanning is not available on your device, choose Choose image to pick a screenshot or photo of the code, or Paste link to paste the invitation link.

DriveHub shows a preview with the sender’s name before anything changes. Nothing is accepted until you tap Accept invitation. You then get read-only access to completed trips the driver confirms as business, and you can leave at any time. iCloud is required to accept.

If the code is not a DriveHub invitation, was already used or was cancelled, DriveHub says so. Ask the sender for a new code.

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Also share trip details (optional)

Sharing on its own sends dates, times, distance, start and end places and a simplified route. Also share trip details is a second, separate switch under Sharing on in Settings → Team. It is off until you turn it on, and it adds four things to every shared business trip, including trips already shared: the purpose you wrote in the note, the person visited, the odometer readings and the car’s name and plate. Passengers are never shared.

Turning it on shows a consent sheet (“Share trip details?”) that says exactly this. Turn it off at any time: the details are removed from what your team sees with the next refresh. Copies your team already received cannot be taken back. Each change is written to the activity log.

1. Open Settings → Team with sharing on and turn on Also share trip details.
2. Read Share trip details? and confirm.
3. Turn the switch off to remove purposes, visited people, odometer readings and the car from your shared trips.

09 / 12

Submit a month to your team

A team lead who has your trips may want a monthly package to approve. Submissions in Settings → Team lists the current and the previous month with a status, and Earlier months opens the last twelve that have shared trips. Submit September to team records which shared trips the month contains at that moment; nothing is sent that is not already shared. Submit again replaces your earlier submission for that month.

Statuses: Not submitted; Submitted with the date; Changed since submitted when a trip in that month was added, edited or withdrawn after you submitted (submit again when you are ready); Rejected with the lead’s comment; Approved with the date; Changed after approval when you edited a trip after the lead approved the month (your data stays editable, the fact is shown to both of you); Approved (earlier submission) when the approval refers to a submission you have since replaced. Approval needs a team code: a person you invited with a one-time invitation code cannot approve, only view.

Remind me to submit at month end is an optional reminder, off until you turn it on. On the last day of the month at 18:00 DriveHub asks “Submit September to your team?” if the month has shared trips you have not submitted. It never submits by itself; tapping it opens Team. It is also listed under Settings → Notifications → Reminders as Team submission reminder.

1. Open Settings → Team → Submissions.
2. Tap Submit <month> to team, or Submit again after changes.
3. Optional: turn on Remind me to submit at month end.

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Approve or reject a driver’s month

Team lead: a driver’s row in Shared with me shows Submitted <month> while a submission is waiting. Open the driver and the Submissions section shows each submitted month with the trip count and distance. Approve <month> asks “Approve N trips, <distance>, submitted <date>.” Reject <month>… opens a comment for the driver (up to 500 characters) and Send rejection; the driver sees your comment verbatim and can submit again. A second decision for the same month replaces the first, so reject, resubmit, approve is one record.

Approvals travel through your team code: only drivers who joined with it see them. A driver you added with a one-time invitation code sees “Approval needs a team code”. Rotating or deleting the team code keeps your decisions on your device and writes them into the next code.

Changed since submitted means the driver changed a trip after submitting: DriveHub compares each trip with the submission, so the status is exact. Changed after approval means a trip changed after you approved; nothing is locked, the fact is shown. Each trip row also shows its origin when it was not recorded automatically: Manual, Reconstructed (recovered from motion history) or Imported.

Bulk approve: in Team overview choose a month and tap Approve all submitted (N). Every driver whose submission still matches is approved in one step; drivers with Changed since submitted are listed under Review first and skipped.

1. Open Settings → Team → Shared with me → the driver → Submissions.
2. Tap Approve <month>, or Reject <month>… and write a comment.
3. For a whole month, open Team overview, pick the month and tap Approve all submitted.

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Team overview, rates and the accountant package

Team overview (Settings → Team) exports the trips shared with you as a PDF, CSV or XLSX. The report prints Submitted and Approved dates per driver and marks trips Changed since submitted or Changed after approval; Submitted trips only limits it to the trips in each driver’s submission. Drivers who share trip details add Purpose, Visited, Odometer and Vehicle columns; other drivers show “—”. An Origin column shows Manual, Reconstructed or Imported trips.

Rate column: choose Company rate (the custom rate set in Settings → Rates, the same rate your own reports use) or Statutory rate (the official rate for your report country on the trip date). Your choice is remembered. The footer names the rate and its source. Amounts are per trip and per driver; VAT and per diems stay in each driver’s own reports.

The footer also says what the document is for your country: a reimbursement statement with purposes stated by the driver where that is enough, or “Not a logbook” with the reason where your country requires more (a closed odometer chain, an amendment trail, a signature, entry numbers or a business-use percentage). The title is always Team overview.

Send to accountant puts the PDF, the CSV and the XLSX of the current scope into one zip file, DriveHub-Team-<period>.zip, and opens the share sheet. The content is the same as the three single exports.

1. Open Settings → Team → Team overview and choose the month and the drivers.
2. Choose Company rate or Statutory rate.
3. Export one format, or tap Send to accountant for the zip.

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What stays when someone leaves

What you submitted or your team already received stays with your team lead; everything else stays with you. The sentence is the rule for Stop sharing, Leave team, Remove from my list and Delete team code, and it is what the consent text says: people you share with keep the trips they already received if you stop sharing, leave the team or are removed. Trips you re-mark Personal, correct or delete are withdrawn while you still share.

Team lead: Remove from my list and Leave sharing ask Keep received copies or Delete copies; an ended driver’s row offers Delete kept copies. Copies are kept on this device until you delete them; there is no automatic expiry. Delete all data in Settings → Data erases them too. A submitted month keeps its report with the decision, and a trip the driver withdrew while still connected is shown as withdrawn in it.