Complete User Guide

CRM Platform, PWA Driver App & Native Driver App

Table of Contents

1. System Overview
2. CRM Web Application
   • Registration & Account Setup
   • Admin Console
   • Dashboard
   • Managing Trucks
   • Managing Trailers
   • Transport Orders
   • Sell Orders (CMR Documents)
   • Dispatchers
   • Drivers
   • Fuel Records
   • Expenses
   • Leave Requests
   • Statistics
   • Chats
3. PWA Driver App (DriverLink Pro)
   • Accessing the App
   • Logging In
   • Home Screen
   • Transport Orders
   • Fuel Logging
   • Expense Logging
   • Leave Requests
   • Chat / Messaging
   • Profile Screen
4. Native Driver App (Android / iOS)
   • Installation
   • Logging In
   • Home Screen
   • Transport Orders
   • Fuel Logging
   • Expenses
   • Leave Requests
   • Chat Messaging
   • Profile & Settings
5. Roles & Permissions
6. Frequently Asked Questions

1. System Overview

The platform is an end-to-end transport management suite consisting of three interconnected products:

All three products share the same backend database. Changes in the CRM are instantly visible to drivers and vice versa.

2. CRM Web Application

2.1 Registration & Account Setup

Step 1 — Choose a Plan

Before registering, you must select a subscription plan.

1. Navigate to the CRM homepage.
2. Click Pricing in the navigation bar.
3. Review the available plans (Starter, Professional, Enterprise).
4. Click Get Started on your preferred plan.
5. Complete the payment process (powered by Paddle).
6. After successful payment, you will be redirected to the Owner Sign-Up form.

[!IMPORTANT] Registration requires a completed payment. Navigating directly to /signup/owner without a valid transaction ID will redirect you back to the Pricing page.

Step 2 — Create Your Owner Account

You will be redirected to the registration form after payment. Fill in:

Click Get Started. Your account and company organization will be created automatically.

Step 3 — Admin Console Setup

After registration, you are redirected to the Admin Console to complete your organization profile. See Section 2.2 for details.

Joining as a Team Member (Dispatcher / Accountant)

If you were invited by your company owner:

1. Check your email for an invitation link.
2. Click the Join Here link in the email.
3. You will be taken to the Member Sign-Up form.
4. Set your password to activate your account.
5. Log in at /login.

2.2 Admin Console

Access: Only Owners can access the Admin Console at /admin-panel.

The Admin Console has four tabs:

Company Details Tab

Update your organization's information:

• Company Name — your legal business name
• Legal Address — street address
• Postal Code — ZIP / postal code
• Country — country of registration
• VAT Number — required for CMR documents (e.g., BG123456789)
• Employees Count — approximate number (e.g., 10-50)
• Truck Fleet Count — total number of trucks
• Billing Email — email for invoices (optional, defaults to owner email)

Click Save Changes after editing.

My Profile Tab

Update your personal data:

• First Name, Last Name, Phone Number
• Your Role is shown as read-only (Owner).

Team Management Tab

Invite New Members:

1. Enter the member's First Name, Last Name, Phone Number, Email, and Role.
2. Choose Role:
   • Dispatcher — can manage trucks, orders, and drivers
   • Accountant — read-only access to financial data
3. Click Send Invitation.

The member receives an email with a link to set their password.

Managing Existing Members:

Each team member card shows their name, email, role, and invitation date. You can:

• 🔑 Reset Password — sends a password reset email to the member
• 🚫 Revoke Access — removes the member and deletes their account

[!WARNING] Revoking access is permanent. The member will be immediately logged out and their account will be deleted.

Subscription Tab

View your current plan, feature limits, and usage. You can upgrade your plan directly from this tab using the integrated Paddle checkout.

2.3 Dashboard

Navigation: Dashboard → Dashboard (the first item in the sidebar)

The Dashboard provides a real-time visual overview of your entire fleet:

The dashboard updates in real-time — any changes to trucks, trailers, or orders are reflected immediately without needing to refresh.

2.4 Managing Trucks

Navigation: Dashboard → Trucks

Adding a New Truck

1. Click + Add Truck (top-right button).

2. Fill in the required fields:

   Basic Information:

   Field	Description
   Plate Number	Vehicle registration plate (required)
   Driver Name	Select from registered drivers (optional)
   Status	AVAILABLE or BUSY
   Assign Trailer	Select a free trailer to link (optional)
   Assign Dispatcher	Assign a dispatcher responsible for this truck
   Brand	Truck manufacturer (e.g., Volvo, MAN, DAF)

   Maintenance Information (optional):

   Field	Description
   Technical Check Expiry	Annual inspection date
   Insurance Expiry	Insurance renewal date
   Tachograph Expiry	Tachograph calibration date
   Fire Extinguisher Expiry	Last fire extinguisher check
   Last Oil Change	Date and odometer reading (km)
   Front Tyre Change	Date and odometer reading (km)
   Rear Tyre Change	Date and odometer reading (km)

3. Click Save.

[!TIP] Dates expiring within 30 days are highlighted in amber. Expired dates are shown in red with a warning icon. This helps you stay compliant.

Truck Card Actions

Each truck card shows the plate number, status badge, driver name, linked trailer, and maintenance dates. The action buttons are:

Setting Up Driver App Credentials

Drivers log into the Driver App using their truck plate number as their username. You must create credentials for each truck:

1. Click the Key icon (🔑) on the truck card.
2. In the Credentials modal:
   • If no credentials exist: enter a password and click Create Credentials.
   • If credentials exist: enter a new password and click Reset Password.
3. Share the username (truck plate, shown with a copy button) and the password with your driver.

Password Requirements:

• At least 8 characters
• At least one uppercase letter
• At least one lowercase letter
• At least one number

Security Options:

• Force Password Reset — the driver must change their password on next login
• Revoke All Sessions — immediately logs the driver out from all devices
• Unlock Account — clears failed login attempts if the account is locked

Managing Repair History

1. Click the Wrench icon (🔧) on any truck card.
2. To log a new repair:
   • Enter the Repair Date, Description, and optional Cost.
   • Click Add Repair.
3. All previous repairs are listed with date, description, and cost.

2.5 Managing Trailers

Navigation: Dashboard → Trailers

Adding a New Trailer

1. Click + Add Trailer.
2. Fill in:
   • Plate Number (required)
   • Type — e.g., Curtainsider, Refrigerated, Flatbed
   • Brand — manufacturer
   • Documents — technical check, insurance expiry dates
3. Click Save.

Associating a Trailer with a Truck

Trailers can be linked to trucks from either the Truck management page or the Trailer management page. A trailer associated with a truck shows as BUSY and cannot be assigned to another truck until released.

2.6 Transport Orders

Navigation: Dashboard → Orders

Transport Orders are the core of the CRM. Each order represents a transport job with loading and unloading stops.

Creating a New Transport Order

1. Click + New Order.

2. Fill in the order details:

   Main Details:

   Field	Description
   Order Reference	Unique transport order number
   Sending Company	Client company placing the order
   Freight Price	Revenue from this order (€)
   Goods Description	What is being transported
   Weight (kg)	Cargo weight

   Loading Stop (First Stop):

   • Company Name
   • Address, Postal Code, City, Country
   • Loading Date

   Unloading Stop (First Stop):

   • Company Name
   • Address, Postal Code, City, Country
   • Unloading Date

   Additional Stops: Click + Add Loading Stop or + Add Unloading Stop for multi-stop routes.

3. Click Save to create the order.

Assigning a Truck to an Order

1. Open the order from the list.
2. In the Assignment section, select the truck from the dropdown.
3. The order status automatically changes to Assigned and the truck's fleet status changes to BUSY.
4. The assigned driver will immediately see the order in their Driver App.

Order Workflow Statuses

Orders progress through the following statuses:

Tracking Portal

Each Sell Order generates a public tracking link that you can share with your customers. The link opens a tracking portal where the customer can see the order status in real-time.

2.7 Sell Orders (CMR Documents)

Navigation: Dashboard → Sell Orders

Sell Orders represent transport jobs subcontracted to external carriers. They link your Transport Orders to a carrier and generate a CMR document (international consignment note).

Creating a Sell Order

1. Click + Add Sell Order.
2. Select Transport Orders to link (the freight you are subcontracting):
   • Search by sending company name.
   • Click orders to select/deselect them. Multiple orders can be linked.
   • Loading and unloading stops are auto-filled from the selected orders.
3. Fill in Carrier Information:

   Field	Description
   Carrier Company	Subcontractor company name
   Carrier Address	Company street address
   Postal Code	Carrier postal code
   Country	Carrier country
   VAT Number	Carrier VAT number
   Truck Plate	Carrier's truck plate
   Trailer Plate	Carrier's trailer plate

4. Fill in Pricing:

   Field	Description
   Sell Price	What you pay the carrier (€)
   Currency	EUR, USD, GBP, etc.

5. Optionally edit the auto-filled Loading Stops and Unloading Stops.
6. Click Save.

[!TIP] Carrier company information is saved for autocomplete. The next time you create a Sell Order for the same carrier, their address and VAT number will be pre-filled.

Printing a CMR Document

1. Locate the Sell Order in the list.
2. Click the Print icon (🖨️).
3. A formatted CMR document opens in a new window with your organization data pre-filled.
4. Click Print in the browser, or save as PDF.

Sharing a Tracking Link

1. Locate the Sell Order.
2. Click the Link icon (🔗).
3. The tracking URL is copied to your clipboard.
4. Share with the customer or carrier.

Sell Orders Statistics

The Sell Orders page shows a financial summary for a selected date range:

Use the From / To date pickers to filter the period.

2.8 Dispatchers

Navigation: Dashboard → Dispatchers

Dispatchers are team members who coordinate drivers. They are created in two ways:

1. Automatically when you invite a team member with the "Dispatcher" role via the Admin Console.
2. Manually via the Dispatchers page (for organizational tracking without system access).

Each dispatcher entry shows their name, email, and phone number. A dispatcher can be assigned to one or more trucks from the Trucks management page.

2.9 Drivers

Navigation: Dashboard → Drivers

The Drivers module stores information about your professional drivers.

Adding a Driver

1. Click + Add Driver.
2. Fill in:
   • First Name, Last Name (required)
   • Phone Number (optional)
   • Email (optional)
   • License Number (optional)
   • License Expiry Date (optional)
3. Click Save.

Drivers appear in the dropdown when adding or editing a truck. The assigned driver's name is shown on the truck card and in the Driver App.

[!NOTE] The Driver App login is based on the truck's credentials, not a personal driver account. A driver's name is shown for identification purposes.

2.10 Fuel Records

Navigation: Dashboard → Fuel

The Fuel module aggregates all fuel logs submitted by drivers from their apps.

Viewing Fuel Records

The fuel table shows:

• Date of refueling
• Truck plate
• Driver name
• Odometer reading (km)
• Fuel amount (liters)
• AdBlue amount (liters)
• Notes

You can filter by date range and export records.

Manual Entry

Dispatchers can also add fuel records directly in the CRM for cases where the driver did not log via the app.

2.11 Expenses

Navigation: Dashboard → Expenses

The Expenses module captures driver-submitted expenses (tolls, parking, repairs, etc.).

Each record shows:

• Date
• Driver name / Truck plate
• Amount and currency
• Notes / description

Dispatchers and accountants can view and filter all expense records.

2.12 Leave Requests

Navigation: Dashboard → Leave Requests

Drivers submit leave requests from their Driver App. In the CRM, managers can:

1. View all pending, approved, and rejected leave requests.
2. See the driver name, truck, request date range, and optional notes.
3. Approve or Reject each request with one click.

The driver is notified of the status change in their app.

2.13 Statistics

Navigation: Dashboard → Statistics

The Statistics page provides business intelligence dashboards:

Use the date range filter to analyze any time period.

2.14 Chats

Navigation: Dashboard → Chats

The Chats module enables real-time messaging between dispatchers and drivers.

• All conversations are listed with the most recent message and time.
• Click a conversation to open the chat thread.
• Type in the message box and press Enter or click Send.
• Messages are delivered instantly via real-time subscriptions.
• Dispatchers can initiate new chats with drivers or respond to incoming messages.

[!NOTE] Drivers can only chat with dispatchers from their own organization (multitenancy is enforced).

3. PWA Driver App (DriverLink Pro)

The PWA (Progressive Web App) Driver App is a browser-based mobile app that works on any smartphone without installation.

3.1 Accessing the App

1. Open a web browser on your phone (Chrome recommended).
2. Navigate to the Driver App URL provided by your dispatcher/manager.
3. For the best experience, add the app to your home screen:
   • Android (Chrome): Tap the 3-dot menu → "Add to Home Screen"
   • iOS (Safari): Tap the Share icon → "Add to Home Screen"

The app will prompt you to install it when you first visit.

3.2 Logging In

The Driver App uses a truck-based login, not a personal account.

1. Open the Driver App.
2. Enter your Driver ID — this is your truck's plate number (provided by your dispatcher).
3. Enter your Password (provided by your dispatcher or company owner).
4. Tap Sign In.

[!IMPORTANT] Contact your dispatcher or company owner if you don't have your login credentials. They are set up on the CRM's Trucks page by the company owner.

3.3 Home Screen

After logging in, the Home Screen shows your dashboard:

Navigation Buttons:

• Orders — view your transport orders
• Messages — open your chat inbox
• Fuel Log — record a refueling
• Expenses — log an expense
• Leave — submit a leave request
• Profile — view your profile

Bottom Navigation Bar:

• 🏠 Home — return to the main screen
• 📋 Orders — jump to your order list
• 📩 Inbox — open messages (with unread badge)
• 👤 Profile — your profile

3.4 Transport Orders

Viewing Orders

Tap Orders from the Home Screen or the bottom navigation. Your assigned orders are listed, showing:

• Order reference number
• Loading address and date
• Unloading address and date
• Current status badge

New orders are highlighted with a NEW badge.

Accepting or Rejecting an Order

When a dispatcher assigns a truck to an order:

1. You receive the order in your list.
2. Open the order by tapping it.
3. Tap Accept to accept the transport assignment.
4. Tap Reject if you cannot accept — a confirmation dialog appears.

Updating Order Status

As you progress through the delivery, update the status at each milestone:

Uploading a POD (Proof of Delivery)

After unloading, you must upload a Proof of Delivery document:

1. Open the completed order.
2. Tap Upload POD.
3. Select a photo (JPG/PNG) or PDF from your device.
   • Maximum file size: 10 MB
   • Allowed formats: JPG, PNG, PDF
4. The file uploads automatically. The order is marked as "POD Received" in the CRM.

Viewing Order Details

Each order detail screen shows:

• Loading stops with company name, address, and date
• Unloading stops with company name, address, and date
• Goods description and weight
• Loading reference number
• GPS map links for each stop

3.5 Fuel Logging

Tap Fuel Log from the Home Screen.

Fill in the fuel record form:

Tap Submit to save the record. It will appear in the CRM's Fuel module.

3.6 Expense Logging

Tap Expenses from the Home Screen.

Fill in the expense form:

Tap Submit to save. The expense appears in the CRM's Expenses module for review by your dispatcher or accountant.

3.7 Leave Requests

Tap Leave from the Home Screen.

Submitting a Leave Request

1. Select your Start Date and End Date.
2. Add optional Notes (reason for leave, special circumstances, etc.).
3. Tap Submit Request.

The request is sent to the CRM with status Pending. Your dispatcher will approve or reject it.

Viewing Your Leave Requests

Below the form, all your previous requests are listed with their status:

• 🟡 Pending — awaiting manager decision
• ✅ Approved — leave granted
• ❌ Rejected — leave denied

3.8 Chat / Messaging

Access from the Inbox button in the bottom navigation or Messages on the Home Screen.

Reading Messages

Your conversations are listed with the dispatcher's name and the most recent message. Tap a conversation to open and read the full thread.

Starting a New Conversation

1. Tap the New Chat button (+ icon).
2. Select a dispatcher from the list of available dispatchers in your organization.
3. They are shown with their name and role.
4. Tap their name to start chatting.

Sending Messages

• Type in the text box at the bottom of the chat.
• Tap Send (or press Enter on a keyboard).
• Messages are delivered in real-time.

[!NOTE] Push notifications for new messages are enabled if you grant notification permission when prompted.

3.9 Profile Screen

Access via the bottom navigation 👤 Profile tab.

Shows your driver information:

• Driver name
• Truck plate number
• Trailer plate number (if linked)

Sign Out: Tap the Sign Out button to log out and clear your session from the device.

4. Native Driver App (Android / iOS)

The Native Driver App provides the same features as the PWA but as an installable application with full push notification support and a native mobile experience.

4.1 Installation

Android

1. Your company administrator will provide an APK file or a link to the app store listing.
2. If installing from an APK:
   • Enable "Install from unknown sources" in your Android security settings.
   • Tap the downloaded APK to install.
3. Open the app after installation.

iOS

1. The app is distributed via Apple TestFlight or the App Store.
2. Follow the link provided by your administrator.
3. Install via TestFlight or the App Store.

Push Notifications

On first launch, the app will ask permission to send push notifications. Grant permission to receive alerts for:

• New transport orders assigned to your truck
• New chat messages from dispatchers

4.2 Logging In

The login screen is identical to the PWA app:

1. Enter your Driver ID (your truck plate number, in uppercase).
2. Enter your Password.
3. Tap Sign In.

If your account is locked after multiple failed attempts, contact your dispatcher to unlock it from the CRM.

4.3 Home Screen

The home screen shows quick-access tiles:

A summary shows your truck plate and any trailer linked. Badges show unread messages and pending leave requests.

Bottom Tab Navigation:

• 🏠 Home — Main screen
• 📋 Orders — Order list
• ⛽ Fuel — Fuel log
• 💰 Expenses — Expense log
• 👤 Profile — Profile

4.4 Transport Orders

Navigate to Orders from the home screen or bottom tab.

Order List

Orders are sorted by date, newest first. Each card shows:

• Order reference
• Loading company and date
• Unloading company and date
• Status badge (color-coded)

Order Detail

Tap an order to open the full detail screen:

• Loading stops — all pickup locations with address, company, and date
• Unloading stops — all delivery locations with address, company, and date
• Goods info — description and weight
• Status progression — tap to update your status

Status Update Flow

POD Upload

After delivery, upload a Proof of Delivery:

1. Tap Upload POD in the order detail.
2. Choose from camera or gallery.
3. The photo uploads automatically. Accepted: JPG, PNG, PDF (max 10 MB).

4.5 Fuel Logging

Navigate to Fuel from the home screen.

The fuel log form has the same fields as the PWA version:

• Refuel date
• Odometer reading (km)
• Fuel amount (liters)
• AdBlue amount (liters, optional)
• Notes

All submitted records are visible to your dispatcher in the CRM.

A history list below the form shows your recent fuel records for the current truck.

4.6 Expenses

Navigate to Expenses from the home screen.

Log any expenses incurred during transport:

• Date
• Amount and currency
• Notes/description

Previous expenses are listed below the form.

4.7 Leave Requests

Navigate to Leave from the home screen.

1. Pick start and end date using the date picker.
2. Add notes (optional).
3. Tap Submit Request.

Your pending, approved, and rejected requests are displayed below.

4.8 Chat Messaging

Navigate to Chat from the home screen or tab bar.

Conversation List

All your conversations with dispatchers are listed. Tap any conversation to open it.

New Conversation

Tap the + (compose) button to start a new conversation:

1. A list of dispatchers in your organization appears.
2. Tap a dispatcher's name to open a new chat thread.

Messaging

• Type and send messages in the chat thread.
• Real-time delivery and read status.
• Push notifications for new messages when the app is in the background.

4.9 Profile & Settings

Access: Tap the Profile tab in the bottom navigation.

Displays:

• Your name (driver name)
• Truck plate number
• Linked trailer plate (if any)
• App version

Language: Change the app language from the profile screen. The app supports 24 languages.

Sign Out: Tap Sign Out to log out and clear your session.

5. Roles & Permissions

6. Frequently Asked Questions

Q: A driver cannot log in to the Driver App. What should I check?

A: Ensure that credentials have been created for the truck in the CRM (Trucks page → Key icon). If the account is locked, click the Key icon and unlock the account. Verify the driver is using the truck's plate number as their username (uppercase).

Q: The driver accepted an order but it doesn't show as "Assigned" in the CRM.

A: "Accepted" in the Driver App means the driver confirmed they will do the transport. The CRM shows "Assigned" when a truck is linked to an order. These are separate states that work together.

Q: How do I share a tracking link with a customer?

A: Go to Sell Orders, find the relevant order, and click the Link icon (🔗). The URL is copied to your clipboard. Share it via email, WhatsApp, etc.

Q: Can a driver see all orders in the system?

A: No. Drivers can only see orders that are assigned to their specific truck. Each driver sees only their own workload.

Q: How do I transfer a driver to a different truck?

A: Edit the old truck and set the Driver Name to empty. Then edit the new truck and assign the driver's name. Also update the driver credentials on the new truck (the username changes to the new plate number).

Q: My sell order statistics show zero revenue. Why?

A: Revenue in Sell Orders is calculated from the Freight Price of the linked Transport Orders. Ensure that the transport orders linked to the sell order have a freight price entered. If you didn't link any transport orders (manual entry only), revenue will be zero.

Q: A driver's account is locked. How do I unlock it?

A: Go to Trucks → click the Key icon 🔑 on the driver's truck → click Unlock Account in the credentials modal.

Q: How does the tracking portal work for customers?

A: When you create a Sell Order, the system generates a unique tracking token. Customers who visit the tracking URL see the current status of their order in real-time, without needing to log in.

Q: Can the Driver App be used offline?

A: The PWA app works as a Progressive Web App and can be added to the home screen, but requires an internet connection to sync data. The Native App similarly requires connectivity for real-time data. Basic app loading may work offline due to caching.

Last updated: February 2026