ConectaFleet — Admin User Guide
Admins run the company workspace day to day: team access, fleet records, documents, settlements, tracking, reports, billing, and payroll. You share almost all tools with the owner; a few company-critical actions stay owner-only.
App URL: https://www.conectafleet.com
Dashboard: /dashboard after login
For the full owner-oriented walkthrough (same sidebar), see the Owner & Admin User Guide.
Table of contents
- What admins can and cannot do
- Getting started
- Navigation
- Team and join applications
- Fleet, workforce, and tracking
- Documents and compliance
- Settlements, Proof Log, and reports
- Billing and payroll
- Settings and notifications
- Troubleshooting
What admins can and cannot do
| Capability | Admin |
|---|---|
| Fleet, workforce, documents, compliance alerts | ✓ |
| Settlements (create, calculate, approve, mark paid) | ✓ |
| Approve / reject driver portal uploads | ✓ |
| Live tracking and geofences | ✓ |
| Reports (including Proof Log) | ✓ |
| Invite team members and approve join applications | ✓ |
| Company profile, billing, payroll (Gusto) | ✓ |
| Change account type (document checklist) | — |
| Permanently delete business paperwork | — |
| Delete the workspace | — |
| Invite another owner | — |
Getting started
- Sign in at ConectaFleet.
- Confirm the company name in the header.
- Check the notification bell for join requests, pending uploads, and compliance alerts.
- Open Team to confirm your role is Administrator.
Language (EN/ES) and theme (light/dark) are in the dashboard header.
Navigation
| Menu | Path | Purpose |
|---|---|---|
| Overview | /dashboard | Stats, search, alerts |
| Vehicles / Drivers / Workforce | /dashboard/... | Fleet and people records |
| Tracking | /tracking | Live map and geofences |
| Settlements | /dashboard/settlements | Pay periods and uploads |
| Reports | /reports | PDF/CSV exports, Proof Log |
| Audit Log | /audit | Who changed what |
| Documents / Compliance | /documents, /dashboard/compliance | Paperwork and alerts |
| Team | /dashboard/team | Invites and join applications |
| Billing / Payroll | /dashboard/billing, /dashboard/payroll | Stripe plan and Gusto |
| Settings | /dashboard/settings | Company profile, password, SMS prefs |
| Compliance Services | /compliance | Optional managed filings |
Team and join applications
Path: /dashboard/team
- Invite by email with a role: admin, dispatcher, compliance, accounting, driver, or owner-operator (not owner).
- Share the company join code so applicants can request access.
- Review pending applications (driver, owner-operator, or staff with resume). Approve only after you confirm the person belongs to the company.
- Remove members or revoke invites when access is no longer needed.
Approved applicants may receive an email confirming access and a link to the portal when relevant.
Fleet, workforce, and tracking
- Vehicles — unit numbers, VIN, plates, registration / inspection / insurance dates and files.
- Drivers — CDL and medical dates; link each person’s login email for portal access.
- Workforce — broader roster (drivers, owner-operators, office roles), payment type, assigned vehicle, HR docs.
- Tracking — live map when drivers share location; geofences for terminals, pickups, and restricted zones.
Documents and compliance
Upload and review company, vehicle, and workforce documents. Keep expiration dates current so alerts stay accurate.
- Documents (
/documents) — business paperwork library (admins archive; only owners permanently delete). - Compliance (
/dashboard/compliance) — auto alerts from expiring dates; maintenance orders. - Compliance Services (
/compliance) — optional ConectaFleet-managed filing plans when subscribed.
Configure SMS and in-app compliance alerts under Settings.
Settlements, Proof Log, and reports
Admins can run the full settlement cycle:
- Upload CSV / bank statements at
/dashboard/settlements/uploads. - Create a period, calculate, review lines and driver proof.
- Approve the period and later mark paid.
Approve or reject driver portal uploads from settlement detail or Reports → Proof log. Drivers see the result in My files and may get email plus in-app alerts.
Reports include active drivers/vehicles, missing and expiring documents, payout summary, Proof Log, and settlement discrepancies. Use filters (search, dates, status) before exporting PDF/CSV.
Billing and payroll
- Billing — manage the software subscription via Stripe.
- Payroll — connect Gusto Embedded Payroll when enabled for the company.
Settings and notifications
Settings: change password; edit company profile (Save only when dirty; Cancel discards); set compliance SMS / in-app preferences.
The bell shows join requests, upload reviews, document/compliance issues, settlement CSV problems, and geofence events. Click an item to open the related page.
Troubleshooting
User cannot access a page: check their role under Team (dispatchers and accounting see fewer menus).
Driver cannot upload: login email must match their Drivers or Workforce profile.
Settlement rows wrong: fix CSV mapping and driver names, then recalculate.
Tracking empty: driver must turn on Share my location in the portal with browser permission allowed.
Need account type or document delete: ask the owner.