Vehicle Partner Guide
As a vehicle partner you provide your vehicle; Ndaya Chauffeurs supplies the chauffeur, takes the bookings and runs the trips. This guide shows how to apply in the partner portal, get approved, sign your fleet agreement, and follow your trips, earnings and payments.
The screens below show the portal in English with sample data, with amounts hidden. The portal itself is available in your language.
At a Glance
Name, email and password, then verify your email.
Your details, your profile and your vehicle.
Your ID, the logbook and the insurance, then submit.
Ndaya reviews, approves and issues your fleet agreement.
Before You Start
Also have ready an email address you check and a phone number: Ndaya needs it to reach you about your vehicle. Files can be PDF, JPEG or PNG, up to 5 MB each. A clear phone photo is fine.
| Document | For | Needed? |
|---|---|---|
| National ID / passport (individual) or company registration | You | Required |
| Vehicle logbook or other proof of ownership | Each vehicle | Required |
| Insurance certificate, with its expiry date | Each vehicle | Required |
| Inspection certificate | Each vehicle | Optional |
| Operating or PSV licence | Each vehicle | Optional |
Earnings and Payments
Part A
Go to portal.ndayachauffeurs.com and choose Create an account. Enter your name, email and a password of at least 12 characters, then open the email "Verify your email" and click the link.
Until you click the link in the email, you only see the verification page. You can ask for a new link there.
Choose Become a partner and pick Vehicle partner. Enter your name (or your company's name), email and phone number.
Start your application
The Application page lists everything still needed, with a link to each. Work down the list; it updates as you go.
Open Edit profile: your address and the contact person Ndaya should speak to. If you registered a company, add its registration number.
Under Vehicles, add each vehicle: registration number, make, model, year, category, seats and colour. A registration can belong to one partner only.
Your own document (ID or company registration) goes under Documents. Each vehicle's documents go on that vehicle's page: choose the document type, add the expiry date for insurance, choose the file and press Upload.
The inspection certificate and the operating/PSV licence are marked (optional) in the list: upload them if you have them; they never hold up your application.
When the checklist is complete, add a message if you like (for example when the vehicle is available from) and press Submit for review. You get an email confirming that Ndaya received it.
Would you rather lease your vehicle to Ndaya? Say so in your message.
Ndaya checks each document and the vehicle, and tells you about every decision by email and in the portal. If something is missing, Ndaya asks you for it; answer from the Application page and submit again. Your application is also recorded in Ndaya's vehicle partner register, with its own reference (NCL-VPE-…).
Once the vehicle is approved, Ndaya prepares your Vehicle Partner Fleet Agreement. Open the vehicle's page to see it. While Ndaya prepares it, it shows as Being prepared. Once issued, you see its effective date, how you are paid (M-Pesa or bank), the agreed rates and Download the agreement (PDF). Read it and sign it as Ndaya asks; it then shows as Signed.
Part B
After approval, the portal opens on your overview: upcoming trips, completed trips, your approved vehicles, and your earnings and payments at a glance. Requires your attention lists anything you need to do, such as a document about to expire.
On an approved vehicle's page, ask to change its availability, for example Unavailable while it is serviced, with optional dates and a reason. The change applies once Ndaya approves the request.
Trips lists every trip your approved vehicles are allocated to, from 60 days back to 90 days ahead: reference, vehicle, pick-up time, route, and status. A trip allocated to your vehicle is not proof of payment.
Earnings shows the amount for each trip, with where it comes from. Trips ahead are expected, completed trips earned. A trip without an amount says why (for example, its quotation is not approved yet), and nothing is estimated.
Send Ndaya your bills as agreed. Bills and payments shows what Ndaya Finance has recorded: each bill, what has been paid, the balance, and each payment with its reference (for example the M-Pesa code). This appears once Ndaya has linked you to its finance records.
You are reminded 30, 14 and 7 days before your insurance (or any document with an expiry date) runs out, and on the day. Upload the new one on the vehicle's page. A vehicle whose insurance has expired is not offered bookings until it is renewed.
The portal works on any phone. On a phone the portal offers to add itself to your home screen so it opens like an app:
Tap Not now to hide the banner for 30 days. Tap ☰ (top left) for the menu; Sign out is at the bottom of it.
Notifications
You are told in the portal (the bell, top right) and by email. Emails name the reference and link to the right page; your details stay behind the sign-in.
| When | You receive |
|---|---|
| You submit your application | Confirmation that Ndaya received it |
| Ndaya needs more information | What is needed; answer on the Application page |
| A document or vehicle is reviewed | The decision, with any note |
| Your application is decided | Approval, or the decision and the reason |
| A document is about to expire | 30, 14 and 7 days before, and on the day |
| An availability request is decided | Approved or declined |
| Ndaya links your finance record | Your bills and payments are now visible |
If Something Looks Wrong
| You see | Why, and what to do |
|---|---|
| "Add your phone number under Profile & settings" | Ndaya needs a phone number to reach you about your vehicle. Add it under Profile & settings, then submit again. |
| A document says "Rejected" | Read the note, then upload a corrected or current copy on the same page. |
| No trips shown | Trips appear once your vehicle is approved and allocated to a trip. Contact Support with the registration if you expected one. |
| A trip has no amount yet | Ndaya has not finalised that trip yet. Its amount appears once it is; nothing is estimated in the meantime. |
| "Your fleet agreement is not ready yet" | Ndaya prepares it after approving the vehicle. |
| No bills or payments shown | Ndaya has not yet linked you to its finance records, or nothing has been billed yet. |
| "We could not load this from Ndaya just now" | One of Ndaya's systems could not be reached for a moment. Try again later; nothing is lost. |
Ready to Partner With Ndaya?
