How to set up ELD for your Rental Account as a Driver

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Adding Drivers & Support Staff to ELD Rental Accounts Security Clearance Levels Tip: Ease of Access Add Rental Vehicle Remove Rental Vehicle Tip: Driver Deployment Need to set up ELD for your Rental Account as a Fleet Manager? Common Questions

This article provides step-by-step guidance for setting up drivers and support staff within a Ryder ELD rental account. It explains how to create and configure user profiles for compliance, assign appropriate security clearance levels, and manage rental vehicles in the Geotab Drive app. Following these steps ensures that drivers can log hours of service correctly and that administrators maintain proper visibility and control across the rental fleet.

For Connected Fleet Drivers

Adding Drivers & Support Staff to ELD Rental Accounts

Drivers will need a username and password to log in to the Geotab Drive app. Additionally, before drivers can use the Drive app to manage their hours of service (HOS), they must have their accounts created and configured to meet compliance regulations. In order to add drivers and non-driving staff, you’ll need to create profiles for each individual with usernames and passwords for each person:

Select Administration > Users from the main menu to view all user accounts. If a driver does not already have an account, select Add to create a new user. Alternatively, select the driver’s account from the list.
Verify that the account has the following information on the User tab: Username | First & Last Name | Password | Appropriate Security Clearance Level
While still in the User Edit > Driver tab > This User Is A Driver > Yes.
Select Yes to Prevent Driver Access To Shared Data.
On the UI Settings tab, ensure that the following is correctly set up: Distance Measurement System | Fuel Economy Measurement | Time Zone
On the HOS Settings tab, configure the following information: Ruleset followed by driver | The exemptions relevant to the driver (e.g., Yard Move, Personal Conveyance) | Home terminal | Home terminal address | Carrier number | Authority name (Required if company operates with more than one DOT#) | Authority address (Required if company operates with more than one DOT#)

Security Clearance Levels

Ryder Rental Drive App User: Default clearance for Drive app users.
Ryder Rental Admin: Default clearance fleet admin; highest default clearance level.
Ryder Rental Supervisor: Similar to Ryder Rental Admin, but cannot administer driver accounts, vehicles, or system settings; ideal for support staff that may need to make minor configuration changes.
Ryder Rental View Only: View-only capabilities.

Tip: Ease of Access

Set the data access to the groups appropriate for the user.
Users will not be able to see vehicles or HOS logs outside of their data access.
Groups have been configured in line with your Ryder local account structure. We recommend that you assign drivers and support staff only to the group(s) that are associated with the primary rental location(s) that they rent and/or sublease vehicles from.
Drivers must enter their database name on first app login by selecting the “+” sign below the password field.

Add Rental Vehicle

In order to add a vehicle to your company’s Ryder ELD account, one of your drivers must take the following steps upon initial login:

Launch the Geotab Drive app.
Enter your username and password
Select No Vehicle to continue into the app without an active vehicle.
Select the Ryder ELD Service Add-In from the Dashboard. Select Enable to set up for Hours of Service.
Turn on your vehicle. View the vehicle’s current odometer reading and type the value into the Enter Odometer box.
Select Submit. A vehicle name will appear on the screen; select Okay to confirm the vehicle name. If you see a different vehicle name than the one you are operating, select It's Not My Vehicle. Ensure that you have entered the correct odometer value; if you are still seeing the incorrect vehicle, contact your administrator for assistance.

Remove Rental Vehicle

When your fleet has completed using the Ryder rental vehicle and has returned it, your company must remove the vehicle from your Ryder account using one of the following methods:

Launch the Geotab Drive app.
Enter your username and password
On the Dashboard, select the Ryder ELD Service button > select Disable. Confirm this action by selecting Stop within the popup.
If you're an admin on Geotab, navigate to the main menu and select Vehicles. In the search box, enter the name of the vehicle that is being returned.
Vehicles > More Details > Unplug Device. Devices should only be removed using the above methods. Removing devices using any other method may delete historical data from your fleet’s account. Confirm this action by selecting Unplug Device on the next popup.

Tip: Driver Deployment

At all times, a driver must have in their cab the Drive App Data Transfer Guide for Roadside Inspections, the Data Diagnostic & Malfunctions Guide, and the Drive App Manual. These will be available through the Drive App. The download guide can be found here.
The device must be mounted in the cab. For your convenience, Ryder Rental units will be equipped with dash-fixed mounts that are capable of holding devices, phones, and mid-sized tablets with widths ranging from 2.6″ to 5.25″, including the case.
Admins should verify that drivers have a back-up paper log book in case of an ELD device malfunction.

Need to set up ELD for your Rental Account as a Fleet Manager?

Visit our article on How to Setup ELD Rental Accounts as a Fleet Manager for more information.

Common Questions

Where do I go to add or manage users?	From the main menu, select Administration > Users. From there, you can add a new user or select an existing user to review or update their information.
How should data access groups be assigned?	Assign users only to the group(s) associated with their primary Ryder rental or sublease location. Users cannot view vehicles or HOS logs outside their assigned data access groups.
What materials do I keep in the cab?	Drivers must keep the Drive App Data Transfer Guide for Roadside Inspections, the Data Diagnostic & Malfunctions Guide, and the Drive App Manual in their cab at all times.
Are there any equipment or backup requirements?	Yes. Devices must be mounted in the cab using the provided dash-fixed mount, and drivers should have a backup paper logbook in case of an ELD malfunction.
How do I remove a rental vehicle when it’s returned?	You can remove a vehicle by either disabling the Ryder ELD Service in the Drive app or unplugging the device through Vehicles > More Details > Unplug Device (admin access required). Removing devices using other methods may delete historical data.
How is a rental vehicle added to the Ryder ELD account?	A driver must launch the Geotab Drive app and select No Vehicle and enable the Ryder ELD Service Add-In. Then turn on the vehicle, enter the current odometer reading, and select Submit by confirming the vehicle name. If the vehicle name is incorrect, the driver should select It’s Not My Vehicle or contact an administrator.