How the connection is created
The connection between a driver and your company is created from the driver's side, in the Log Ninja mobile app. You cannot manually add, invite, or link a driver from the operator portal.
A driver becomes connected to your company by creating a log in the app and selecting your company on that log. Once the log is completed and saved, the driver and that log appear in your portal.
Every subsequent log the driver creates with your company attached will also flow through to the portal.
How the connection works
The driver registers for or logs into the Log Ninja driver app on iOS or Android.
You register for or log into the Log Ninja operator portal at app.logninja.co.nz.
The driver creates their first log in the app.
During log creation, the driver adds your company by entering your company name, phone number, TSL number, and email address.
Once the log is saved, the driver and their log appear in your company portal.
💡 Important: You must use the same email address the driver entered while creating their log for your company when signing up to the Log Ninja portal.
💡 After that first log, any further logs the driver creates with your company attached will also flow through to your portal.
Where to find drivers in the portal
You only need to subscribe to drivers where you want dashboard access and want to cover their app subscription. Drivers who self-pay can still share their logs with you at no cost to your company.
Drivers in your portal sit under two tabs:
Tab | What it shows | What you can do |
Subscribed |
| You can see their full logbook information, current work and rest status, cumulative work period totals, event logs, and export log records |
Unsubscribed |
| See that the driver exists, and use the Subscribe action to start a subscription and gain dashboard access |
A driver only appears in either tab after they've created at least one log with your company attached.
Why a driver isn't showing up
If a driver tells you they're using Log Ninja for your company but you can't see them in your portal, the most common reason is that they haven't yet created a log with your company selected. Ask them to:
Open the Log Ninja app.
Create a log.
Select or add your company as the company they're working for.
Save the log.
Once that log is saved, the driver should appear in your portal. If they still don't appear after that, contact support at log@roadninja.co.nz.
Who pays and what that affects
A driver doesn't need to be paid for by your company to link to you. The connection and the payment are separate things.
Scenario | Who pays | What you see |
Driver pays for their own subscription and shares logs with you | Driver | You see the driver in the portal and can view and download the logs the driver has shared with you, without paying for the driver's subscription |
You pay for the driver | Company | See that the driver exists, and use the Subscribe action to start a subscription and gain dashboard access |
Driver works across multiple companies | Driver self-pays, or one company pays | Each company only sees the logs the driver has shared with them. Every company the driver has attached to a log gets portal access to the logs relating to their own organisation, without paying separately. |
Mixed workforce | You pay for some drivers, others self-pay | You see every driver who has shared logs with you. Drivers you pay for show in Subscribed. Self-paying drivers who share logs also appear |
Driver changes jobs | New employer pays, or driver self-pays | The driver keeps their account history and portability |
Nobody pays | No active subscription | The driver's account moves to read-only. They can still view and export their existing history but cannot create new logs |
Paying for a driver gives them app access while your subscription for them is active. It does not give you ownership of the driver's full logbook record. The driver's logbook remains their personal compliance record, and you only see the logs they have chosen to share with you.
What you see once a driver is connected
For subscribed drivers, the list shows the following columns:
Column | What it shows |
Name | Driver name |
Status | Working, Resting, or Unavailable |
Location | The most recently recorded location from the driver's log |
CWD Rest | Total rest time within the current 14-hour Cumulative Work Day window |
CWD Work | Total work time within the current 14-hour Cumulative Work Day window |
CWD Total | Combined work and rest time within the current CWD window |
Next Rest/Break | Countdown to the driver's next mandatory rest or break, or "Ready to Work" when the requirement has been met |
Total CWP | Total work hours within the current Cumulative Work Period |
Last Updated | When the data last refreshed |
Event Logs | Click-through to real-time events from the driver's current log |
💡 For unsubscribed drivers, the status shows as "Private" until you subscribe.
Driver profile view
When you open a subscribed driver, you can see:
First name, last name, email, and mobile number
Licence information, including classes, endorsements, and expiry dates for endorsements
A status summary covering current status, location, rest time, hours in CWP, work time, total time, time until end of rest, and last updated
A work periods table showing start date, end date, work hours, rest hours, number of logs, and an export action
Work periods and event logs
Opening a work period shows:
Driver name, start date and time, end date and time, total work time, and total rest time
An event log table with event type (Working or Resting), duration, start time, end time, company name, odometer reading, location, vehicle, and event notes
Each work period can be exported as PDF or CSV.
Status definitions:
Status | Meaning |
Resting | The driver is currently on a rest break, either within an active log or taking a mandatory 10-hour or 24-hour rest period |
Working | The driver is actively working and their current log is in progress |
Unavailable | The driver is not currently working for your company. This may occur after they have completed their last or current log while working for another company or as self-employed |
TSL-based linking
The operator portal prompts you to add a TSL (Transport Service Licence) number to your company profile. Log Ninja uses TSL numbers to help securely connect transport operators with their drivers.
Privacy and access boundaries
Three points to keep in mind:
The driver controls who sees their logbook. You only see the logs the driver has shared with you.
Unsubscribed drivers are private. You cannot view the logbook records of drivers you have not subscribed to, even if the driver has linked to your company through a log.
Log Ninja does not use GPS. The location shown in the portal is the location the driver entered manually when creating a log entry, not a tracked GPS position.
Common questions
Situation | Cause | What to do |
You can't see a driver who is using Log Ninja for you | The driver hasn't created a log with your company attached yet | Ask the driver to open the app, create a log, select or add your company, and save it. The driver should then appear in your portal |
You want to manually add or invite a driver from the portal | This isn't how the product works | The link is created from the driver's side by attaching your company to a log. You can't add the driver from the portal |
A driver appears as "Private" with their status hidden | The driver is in the Unsubscribed tab because you aren't currently paying for them | Either subscribe to the driver to gain dashboard access, or ask the driver to self-pay and continue sharing logs with you |
You can see the driver but no logs | The driver has only linked through their first log. Their later logs may not have your company attached | Ask the driver to confirm they're selecting your company on each new log |
A driver's account has lapsed | There is no active subscription, driver-paid or company-paid. The account is in read-only mode | The driver's existing logs remain viewable and exportable. To create new logs, either the driver subscribes or you subscribe to them |