ConectaFleet — Owner & Admin User Guide

This guide covers the office dashboard for company owners and admins: fleet setup, compliance, settlements, tracking, reports, and team management.

App URL: https://www.conectafleet.com
Dashboard: /dashboard after login

For drivers, see the Driver User Guide.

Table of contents

1. Roles: owner vs admin
2. Getting started
3. Dashboard overview
4. Navigation reference
5. Fleet: vehicles & drivers
6. Workforce
7. Documents & compliance
8. Settlements & payouts
9. Driver portal review
10. Live tracking & geofences
11. Reports
12. Team & access
13. Billing & payroll
14. Settings
15. Audit log
16. Notifications
17. Owner-only features
18. Recommended workflows
19. Troubleshooting

Roles: owner vs admin

Both owner and admin use the same sidebar and almost all features.

Note: Only one ownership model applies per company — you cannot invite another owner; ownership is set when the company is created.

Getting started

Create your company (new owners)

1. Sign up or log in at ConectaFleet.
2. If you have no company yet, the dashboard shows an onboarding panel.
3. Choose Create a company and enter:
   • Company name
   • Optional DOT/MC numbers
   • Contact phone, email, address (recommended)
4. Submit — you become the owner with full access.

Join an existing company

1. Ask the owner for the company join code.
2. On the onboarding panel, choose Join with code and enter it.
3. Your request stays pending until an owner or admin approves it under Team.

First-time setup checklist

1. Settings — confirm company profile and account type (owner only for account type).
2. Team — invite admins, dispatchers, accounting, or drivers.
3. Vehicles — add trucks and trailers with expiration dates.
4. Drivers / Workforce — add driver profiles and link their login emails.
5. Documents — upload required business and account paperwork.
6. Compliance — review auto-generated alerts from expiring registrations, CDLs, etc.

Dashboard overview

Overview (/dashboard) is your home screen.

Summary cards

Typical cards include:

• Active vehicles and drivers
• Missing documents
• Pending uploads (from driver portal)
• Active compliance alerts
• Pending payouts (owner only)

Cards use color indicators: green (OK), yellow (attention), red (urgent).

Search & filters

Use the activity section to search and filter by driver, vehicle, document type, date range, and status.

Compliance notifications

Recent compliance-related alerts appear on the overview for quick follow-up.

Navigation reference

Settlement uploads (CSV and bank statements) live at /dashboard/settlements/uploads — open from settlement workflows or bookmarks; not a separate sidebar item.

Language (EN/ES) and theme (light/dark) are in the dashboard header, not Settings.

Fleet: vehicles & drivers

Vehicles

Path: /dashboard/vehicles

1. Click Add vehicle to register a unit (truck or trailer).
2. Enter unit number, VIN, plate, make, model, year, and status.
3. Set registration, inspection, and insurance expiration dates.
4. Upload unit documents (registration, title, permits, insurance, etc.).

Expiring dates automatically feed compliance alerts.

Drivers

Path: /dashboard/drivers

1. Click Add driver to create a record (may start as pending).
2. Enter name, contact, CDL and medical expiration dates.
3. Approve pending drivers when ready.
4. Assign a vehicle on the driver edit page or via Workforce.

Important: Add the driver’s login email to their profile so they can use the mobile portal.

Workforce

Path: /dashboard/workforce

Use workforce for structured employee records beyond basic drivers:

• Company drivers
• Owner-operators
• Dispatch, safety, office roles

Each profile can include payment type, assigned vehicle, and HR documents. Link each person’s user email for portal access where applicable.

Documents & compliance

Business paperwork

Path: /documents

• Organize files in folders.
• Upload contracts, permits, insurance, and other company documents.
• Owners can permanently delete documents; admins can archive but not delete.

Account document checklist

Path: /dashboard/documents/onboarding

Required documents depend on your account type (carrier, owner-operator, or driver checklist). Set account type in Settings (owner only), then complete uploads here.

Compliance & maintenance

Path: /dashboard/compliance

• Alerts — auto-created from expiring vehicle, driver, and document dates (90, 60, 30, 15, then 7–1 days; daily for 7 days after expiry; then every 5, 10, and 20 days).
• Maintenance — create and track work orders on vehicles.

Configure SMS and in-app alert timing under Settings → Compliance notifications.

Settlements & payouts

Typical settlement cycle

1. Upload data — /dashboard/settlements/uploads
   • Import driver settlement CSV files.
   • Upload bank statements when needed.
2. Map CSV columns — match file columns to ConectaFleet fields.
3. Create settlement period — /dashboard/settlements/new (weekly, biweekly, or custom dates).
4. Calculate — open the period detail page and run calculation.
5. Review — check line items, driver-uploaded proof, and flagged mismatches.
6. Approve — lock the period for driver visibility.
7. Mark paid — record payout completion; drivers see Paid in the portal.

Settlement period detail

Path: /dashboard/settlements/[id]

• Summary totals and per-driver lines
• Driver portal uploads linked to the period
• Payout rule overrides
• Approve and mark paid actions

Drivers receive a Settlement ready notification when you approve a period.

Driver portal review

Drivers upload trip documents at /portal. You review them from the dashboard (often via notifications or reports).

Approve or reject uploads

When a driver submits paperwork:

1. Open the upload from a notification or Reports → Proof log.
2. Review the file and load reference.
3. Approve or Reject with a note.

Drivers see the result in My files and get an in-app notification; they may also receive an email when an upload is approved or rejected.

Link driver accounts

If a driver sees “not linked to a profile,” edit their Drivers or Workforce record and set their login email to match their ConectaFleet account.

Live tracking & geofences

Live map

Path: /tracking

• See drivers who have location tracking on in the portal.
• View recent pings and route history.
• Requires drivers to enable Share my location on their phone.

Geofences

Path: /tracking/geofences

Create zones for pickups, deliveries, terminals, warehouses, or restricted areas.

When a tracked driver enters or exits a geofence, owner, admin, and dispatcher users can receive alerts.

Reports

Path: /reports

Reports support filtering and PDF/CSV export where available.

Team & access

Path: /dashboard/team

Company join code

Share the code so new users can request to join your company. Approve or reject requests on this page.

Invitations

Send email invites with a role:

• Admin
• Dispatcher
• Compliance (Safety Manager)
• Accounting
• Driver
• Owner-operator

You cannot invite another owner.

Member list

View active members, pending join applications, and revoke outstanding invites. Approving a submitted application provisions membership (and driver/vehicle records when applicable) and can email the applicant that they are approved.

Billing & payroll

Software billing

Path: /dashboard/billing

Owners and admins manage the ConectaFleet software subscription (plan, trial/paid status, Stripe customer portal). Accounting users do not manage billing from the sidebar.

Payroll (Gusto)

Path: /dashboard/payroll

When enabled for your company, owners and admins can connect Gusto Embedded Payroll from this page. Use it for payroll setup that sits alongside (not inside) settlement periods.

Settings

Path: /dashboard/settings

Forms that support editing use Save only when something changed, plus Cancel to discard.

Everyone

• View profile (name, email, phone)
• Change password
• Set compliance notification preferences (mobile number for SMS, SMS and in-app alert toggles)

Owners & admins

• Edit company profile (name, DOT/MC, phone, email, address)

Owner only

• Account type — switches the required document checklist (carrier, owner-operator, or driver)
• Delete workspace — permanently remove the company (destructive)

Audit log

Path: /audit

Review a chronological log of important actions: invitations, membership changes, document updates, settlements, geofence edits, company profile changes, and more.

Useful for accountability and troubleshooting “who changed this?”

Notifications

The bell icon in the dashboard header shows real-time alerts, including:

• Missing or expiring documents
• Driver upload reviews needed
• Settlement CSV issues
• Join requests (owners/admins)
• Geofence enter/exit events
• Location issues

Click a notification to jump to the relevant page. Mark items read individually or all at once.

Owner-only features

Pending payouts (dashboard)

Owners see a Pending payouts summary card tied to settlement periods awaiting payment.

Delete business documents

Only owners can permanently delete files in /documents. Admins can archive.

Account type

Only owners can change whether your company follows the carrier, owner-operator, or driver document checklist.

Test notifications (QA)

Path: /admin/test-notifications (not in sidebar)

Owners can send test in-app and email notifications to verify alert delivery. Requires ENABLE_TEST_NOTIFICATIONS=true in the environment (disabled by default). Leave it off in production except during short-lived email QA, then unset it and redeploy.

Recommended workflows

Onboard a new driver

1. Team → invite as driver (or share join code).
2. Drivers or Workforce → create profile with same email as their login.
3. Assign vehicle if applicable.
4. Tell the driver to sign in at conectafleet.com — they land on /portal.
5. Ask them to enable location tracking if your operation requires it.

Run a weekly settlement

1. Upload CSV at Settlements → Uploads.
2. Map columns if prompted.
3. Create period for the week.
4. Calculate → review discrepancies and driver proof.
5. Approve → notify drivers.
6. Mark paid after funds are sent.

Stay compliant

1. Keep vehicle and driver expiration dates current.
2. Complete Documents and Account onboarding checklist.
3. Watch Compliance alerts daily.
4. Run Expiring documents and Missing documents reports weekly.

Troubleshooting

Driver can’t upload or see settlements

• Confirm their login email matches their driver/workforce profile.
• Confirm their membership role is driver (or they use the portal as owner-operator).

Settlement CSV won’t import

• Check column mapping on the map screen.
• Verify driver names/IDs in the CSV match records in ConectaFleet.
• Review notifications for missing CSV data errors.

Tracking map is empty

• Driver must open Track in the portal and turn on Share my location.
• Browser location permission must be allowed.
• Pings send every ~2 minutes while the app is open.

User sees “Unauthorized”

• Their role may lack permission for that page (e.g. dispatcher vs admin).
• Check their role under Team and compare with the Roles table above.

Database / migration issues (technical)

Owners coordinating with developers should use GitHub or Supabase dashboard for production migrations — not local db push mixed with GitHub deploys. See project docs/ and npm run db:migrations:check for alignment.

Quick reference: who goes where

ConectaFleet — Owner & Admin Guide. Last updated for the current dashboard, portal, billing, and payroll features.