ConectaFleet — Owner-Operator User Guide

Owner-operators (OOs) may run their own ConectaFleet company or join another DOT carrier as a contractor. When you join a carrier, you work mainly in the contractor portal (/portal): your business identity, vehicles, sub-drivers, lease agreements, settlements, and tracking.

Your name in the app prefers business name · personal name when both are set. A business name is required for an owner-operator profile.

App URL: https://www.conectafleet.com
Company dashboard: /dashboard (when you own/admin your own workspace)
Portal: /portal (joined OO under a DOT company)

Table of contents

1. Choose your path
2. How hierarchy works under a DOT company
3. Create your own workspace
4. Join a DOT company as an owner-operator
5. Portal overview
6. Invite people under your business
7. Approve your people (step 1 of 2)
8. Manage your vehicles
9. Lease agreements
10. Settlements, track, and profile
11. If you become an OO later (driver upgrade)
12. Billing
13. Settings and notifications
14. Troubleshooting

Choose your path

Ask the carrier which path they expect.

How hierarchy works under a DOT company

The DOT company stays the top account. Relationships look like this:

Common

DOT company
  → Your OO business
       → Sub-driver(s)

Nested (less common)

DOT company
  → Primary OO business
       → Secondary OO business (under the primary)
            → That secondary OO’s drivers and vehicles

Sub-drivers upload personal / driver documents only. They do not register vehicles; units belong to the OO they work under.

Create your own workspace

1. Sign up at ConectaFleet.
2. Choose Create a company on onboarding.
3. Enter business and contact details (DOT/MC recommended).
4. In Settings, set account type if you follow the owner-operator document checklist.
5. Add Vehicles, Documents, Workforce/drivers, and invite staff under Team.
6. Use Billing for the software plan and Payroll if you connect Gusto.

Full module detail is in the Owner & Admin guide.

Join a DOT company as an owner-operator

You can join by company code, by invite link, or as a secondary OO under another OO.

Apply with a join code

1. Get the company’s join code.
2. On onboarding, choose Join with code.
3. Apply as owner-operator.
4. Enter your business name (required) and personal/legal information.
5. Complete OO paperwork (typically CDL, medical card, registration, insurance, and unit details).
6. Wait for the company’s Team approval (and any email notice).
7. Sign in — you should land on /portal.
8. Confirm your login email is linked on the owner-operator / workforce profile so uploads and settlements work.

Accept an invite

1. Open the invite link from email or SMS.
2. Sign in (or create an account) with the same email (or phone) the invite used.
3. Finish any required join paperwork.
4. If you were invited under another OO, that OO must approve you before the DOT company activates you (see below).

Two-step access under an OO

When you (or a driver) are sponsored under an OO:

1. OO approval — the supervising owner-operator reviews paperwork first.
2. DOT activation — the company owner/admin taps Activate on Team.

You do not get full fleet access, and you do not use a paid seat, until the DOT company activates you.

Portal overview

Joined owner-operators use /portal:

Upload tips: include a load/trip reference when relevant; files PDF/JPEG/PNG/WebP up to 10 MB. Approved or rejected uploads may also notify you by email.

Invite people under your business

Open portal Drivers.

Invite a sub-driver

1. Under Invite under your business, choose Sub-driver.
2. Enter email and/or mobile → Send invite.
3. They accept the link, create a login if needed, and upload personal paperwork only (for example CDL and medical card — no vehicle).
4. You approve first; the DOT company activates next.

Invite a secondary owner-operator

1. Same invite form → choose Owner-operator (under you).
2. They keep their own business name, personal identity, vehicles, compliance docs, and can invite their own drivers.
3. They remain connected to you and to the DOT company.
4. You approve first; DOT activates next.

Propose without a login (optional)

Use Propose a driver when you only need a roster contact for company review and they do not need an invite yet. Prefer Invite when they need an account.

If the DOT company invites for you

A company owner/admin can invite a driver or OO from Team and select which OO they operate under. The invitee is still attached to that OO profile, and the same OO-then-DOT approval applies.

Approve your people (step 1 of 2)

On portal Drivers, each person under you shows a status such as:

• Waiting for your approval — review their info/docs, then tap Approve paperwork.
• Waiting for company approval — you already approved; the DOT owner/admin must Activate on Team.
• Active — fully in the fleet.

You cannot grant final fleet access yourself. That stays with the DOT company.

If you are a secondary OO, you approve your drivers first; the primary OO and DOT still follow company rules for visibility and final activation.

Manage your vehicles

Open portal Vehicles.

• You see and manage only units linked to your OO profile.
• Sub-drivers do not add or register vehicles.
• Use Add vehicle to create a unit (identity, plate, expirations). Keep registration and insurance dates current so compliance alerts stay useful.
• Secondary OOs maintain their own vehicles the same way, even while under a primary OO.

Lease agreements

Open portal Agreements.

• The carrier sends a lease PDF for you to review and sign.
• Sign only if the document and signer name are correct.
• Signed copies stay available in this tab.

Settlements, track, and profile

Settlements

• On a carrier’s portal: statements appear after they approve a period (Pending / Approved / Paid).
• If amounts look wrong, contact that company’s accounting or owner before payout is finalized.
• On your own workspace: run settlements like any owner — see the Owner guide.

Track

Allow location permission and turn sharing on in Track when the carrier requires live GPS during a shift.

Profile

Update name, phone, language (English/Spanish), and password. Use the bell for upload and settlement alerts when available.

If you become an OO later (driver upgrade)

If you started as a sub-driver and later get your own truck, the DOT company can upgrade your existing account (same login, personal info, driver docs, and history). They will:

1. Add your business name.
2. Place you either:
   • DOT company → new OO, or
   • DOT company → existing OO → new OO (under a primary OO).

After upgrade you can add OO business paperwork and your own vehicles. You do not create a second ConectaFleet login.

Billing

While you operate inside a DOT company’s ConectaFleet account:

• Seats and subscription belong to the DOT company plan.
• There is no separate ConectaFleet subscription for you or a secondary OO.
• A user does not consume an active paid seat until the DOT company gives final activation.

If you create your own ConectaFleet workspace instead, you bill that workspace yourself under Billing.

Settings and notifications

Portal users: Profile for language and password; bell for upload and settlement alerts.

Workspace owners: Settings for company profile, compliance SMS/in-app prefs (Save when dirty; Cancel discards), account type, and billing. Header controls language and theme.

Troubleshooting

Joined but no access: wait for OO approval (if sponsored) and DOT Activate on Team; check email for notices.

Waiting for company approval forever: remind the DOT owner/admin to open Team and activate after you approved.

Portal empty / not linked: open My files once so your OO driver profile can link, then return to Drivers or Vehicles. Login email must match the invite and roster profile.

Cannot invite: only active joined owner-operators can invite from the portal; your profile must be linked.

Sub-driver asked for vehicle docs: they should only upload personal/driver docs. Vehicle paperwork belongs on the OO’s Vehicles tab.

Tracking fails: allow location permission and turn sharing on in Track.

Documents rejected: read the note, upload a clear replacement with the correct type and dates.

Need office menus: joined OOs are portal-first. Ask the carrier to change your role only if they intend you to use the company dashboard.