On this page
00What this does
A quick way to ask a driver to update their own asset details.
The Asset Update Request button emails the driver linked to a selected asset a personalised link. When they click it, they land directly on their asset record where they can edit the fields that may have changed — current odometer, license disc expiry, fitments, and so on.
This saves you from chasing drivers for information one field at a time and keeps the asset register accurate without manual data entry on your side.
01Who can use it
This action is only available to users with the Fleet Manager role. If you do not see the Asset Update Request button after selecting an asset, your account does not have the required permission — speak to your administrator.
The button is also only relevant for assets in the Travel Allowance fleet category. For any other category the button stays hidden, because those drivers update their assets through a different process.
02Before you start
Make sure the asset you want to send a request for has these in place. If anything is missing, the email will either go to the wrong person or fail to send.
- An associated driver linked to the asset.
- A valid email address on that driver's record.
- The asset's Fleet Association set to Travel Allowance.
The email goes to whoever is currently linked as the Associated Driver. If the asset has changed hands and the driver record hasn't been updated, the wrong person will get the request. Check the driver field before clicking.
03Send an Asset Update Request
Five clicks, start to finish.
- Open the All Assets list From the left sidebar, expand Assets and click All Assets. The full asset register opens with a row for every vehicle on the fleet.
- Find the asset Use the search icon in the top-right or scroll through the cost-centre groups to locate the asset. Each row shows the registration number, make, model, status and associated managers.
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Tick the checkbox next to the asset
Click the checkbox at the start of the row. The toolbar at the top of the page changes to show record actions — including Asset Update Request.
If Asset Update Request is greyed out or missing, check that the asset's Fleet Association is set to Travel Allowance — the button only appears for that category.
- Click Asset Update Request The system immediately generates a personalised link for that asset and emails it to the linked driver. There is no confirmation dialog and no further form to fill in — one click is the whole action.
- Done — let the driver take it from here You can carry on with other work. The driver will receive the email within a minute or two and update their record themselves.
If the driver tells you they never got the email, check their spam/junk folder before resending — the message comes from a no-reply Komatsu fleet address and can occasionally be filtered.
04What the driver receives
A short email with a single button.
The driver gets an email that looks roughly like this:
Dear [Driver's Full Name],
Please click on the button below to update your asset information as we currently have it on the system.
If the button does not work, copy and paste this link into your browser: https://creatorapp.zohopublic.com/...
When the driver clicks the button they land directly on their asset record in edit mode — they don't need to log in to the fleet system or hunt through menus. They make their changes, save, and the asset register is updated.
05Sending to several drivers at once
Tick more than one row to fan the request out.
If a number of drivers all need to refresh their details — for example, after a license-disc renewal cycle — you can tick the checkbox next to several assets and click Asset Update Request once. Each driver receives their own personalised email pointing at their own asset.
Multi-select sends one email per selected asset. Double-check your selection before clicking — there is no preview and no undo. If you tick the wrong row, that driver will get a request they were not expecting.
06Troubleshooting
I don't see the Asset Update Request button
- You may not have ticked a row yet — the button only appears in the toolbar once at least one asset is selected.
- The asset's Fleet Association may not be Travel Allowance. The button is hidden for other categories.
- Your user role may not be Fleet Manager. Ask your administrator to confirm your permissions.
The driver says they never got the email
- Ask them to check their spam/junk folder.
- On the asset record, confirm the Associated Driver is the right person and that their email address is correct.
- If both look right and 24 hours have passed, contact support (below).
The driver clicked the link and got an error / blank page
- The driver needs an active account on the fleet system to view the asset edit page. If they've just joined or recently changed roles, their access may not yet be set up.
- Ask the driver to forward you the link they were sent. If it ends in
?ID=with a long number, the link is valid — the issue is on their side (login or permissions).
07Need help?
If something on this page doesn't match what you see in the system, or a request just won't go out, get in touch with the Simply Fleet team at Hello@simplyfleet.co.za with the asset registration number and a screenshot of the issue.