Driver Guide · v5.3.4

RoadReady Fleet OS - Driver User Guide

The Driver account is focused on assigned routes, document uploads, equipment issues, operational forms and communication. Company billing and financial route calculations are not visible.

Open RoadReadyFix a problemPDF quick guide

Updated August 22, 2026 · reflects distance-based trip progress, Automatic Load Inbox and provider-first GPS/HOS workflows.

Quick start
  1. Sign in with your own Driver account and verify the assigned route and truck.
  2. Accept the route and keep statuses accurate.
  3. Use provider telematics when available; otherwise Share current location when needed.
  4. Upload BOL/POD to the exact Related route and confirm the document type.
  5. Record fuel/expenses and report equipment issues promptly.
  6. Use chat/forms for operational communication and incident reporting.

1. Joining and first sign-in

  1. Select Join company, enter your full name, email, password and the Driver invitation code supplied by the company.
  2. Open the confirmation email and confirm the address. Return to RoadReady and sign in.
  3. Verify the correct company name and Driver role appear in Profile. If the wrong company opens, sign out and contact the Owner before uploading any documents.

2. My Route

  1. My Route shows active assigned routes and recently delivered routes.
  2. Before departure, verify origin, destination, pickup and delivery addresses, appointment times, assigned truck/trailer and Driver instructions.
  3. Tap Open in Maps on pickup or delivery. RoadReady sends the saved address to the map app; always verify the destination before driving.
  4. Contact dispatch immediately if information is missing or incorrect. Do not silently edit around a bad address.

3. Route statuses and progress

  1. Use statuses in operational order: Assigned, Accepted, En Route to Pickup, At Pickup, Loaded, En Route to Delivery, At Delivery and Delivered.
  2. Tap Accepted when you have reviewed and accepted the assignment, not when loading begins.
  3. Use At Pickup and At Delivery when physically at the facility. Use Loaded after loading is complete and paperwork is available.
  4. Use Delivered only after delivery is complete. Upload the signed POD and select the same route.
  5. Status changes do not create the percentage. RoadReady shows distance progress from trip start; keep statuses accurate because they still control operational workflow, stop state and completion.

4. Location and route updates

  1. Share current location sends one current GPS point to dispatch. It is not continuous background tracking.
  2. Allow location permission when prompted. If permission is denied, enable it in iPhone Settings for Safari or the installed RoadReady app.
  3. Use Add update to record waiting, delay, seal issue, temperature note or another route event. Keep notes factual and concise.
  4. Delete only your own incorrect route update. Important events should remain in the timeline.

5. Uploading BOL, POD and other documents

  1. Open Uploads or use Upload BOL/POD from the route.
  2. Choose the correct Document type and Related route. The route links the file to you and allows POD received to appear for dispatch.
  3. Use BOL for bill of lading paperwork and POD for the signed proof of delivery. Other choices include Fuel Receipt, Scale Ticket, Border Document, Accident Photo, Cargo Photo and Other.
  4. Photograph every page clearly, keep the document flat, avoid shadows and select pages in reading order. Up to 12 photos become one PDF.
  5. A ready PDF can be uploaded by itself. Do not mix a PDF with photos in one upload.
  6. Use a clear title such as POD - Load 1048. Open the uploaded PDF and confirm every page is readable before leaving the facility.

6. Maintenance requests

  1. Open Maintenance and select Repair request. Choose vehicle and related route when applicable.
  2. Choose Routine, Soon, Urgent or Out of Service. Answer whether the vehicle is safe to drive, add current location and describe the problem.
  3. Attach a clear photo or supporting PDF when useful.
  4. For safety-critical conditions, contact dispatch/company emergency channels immediately. The app request does not replace required safety action.

7. Driver Forms

  1. Accident/Incident records time, location, injuries, police report number, description and optional attachment.
  2. Cargo Damage records commodity, where the issue was found, seal number, damage/shortage details and attachment.
  3. Reefer Temperature records set point, actual temperature, alarm/issue and notes.
  4. Border Checklist records crossing, passport/travel document status, customs document status and broker instructions/notes.
  5. Select the Related route whenever the report is connected to a trip. Submit accurate information and contact dispatch for urgent issues.

8. Chat

  1. Operations is visible to the company team. Use it for shared operational updates.
  2. Private chat is visible only to you and the selected Owner or Dispatcher. Use it for personal route instructions or questions.
  3. Photos sent in chat remain images for fast viewing. Upload BOL/POD through Uploads so the file is retained as a route document and PDF.
  4. Read receipts show when messages are opened. Keep the app connected or reopen it when cellular service returns.

9. Notifications and iPhone installation

  1. Open RoadReady in Safari, tap Share and choose Add to Home Screen. Open RoadReady from the new icon.
  2. Open Profile and enable push notifications. Allow notifications in iPhone Settings.
  3. Push alerts may include assigned routes, route updates, chat messages, maintenance, documents and forms relevant to your account.
  4. If alerts stop, open How to Use, run the system check and use Reconnect push if shown.

10. Profile and security

  1. Keep your full name and phone current. This name appears in route updates, chat, maintenance requests and forms.
  2. Use Change password from Profile. Never share your password or use another Driver's account.
  3. Sign out on a shared device. Account deletion is permanent and should be discussed with the company before use.

11. Recommended trip workflow

  1. Before trip: review route, equipment, addresses, appointments and instructions; then tap Accepted.
  2. Pickup: update En Route to Pickup and At Pickup, add delay notes when needed, then upload BOL and tap Loaded.
  3. Transit: update En Route to Delivery, share location only when requested and report issues through Maintenance or Forms.
  4. Delivery: tap At Delivery, complete delivery, photograph signed POD, upload it with the correct route, verify the PDF, then tap Delivered.

12. Troubleshooting

  1. No route: confirm you are signed into the correct company and ask dispatch to assign the route to your exact account.
  2. Upload failed: check signal, reduce the number of pages, avoid files over the stated limits and try again.
  3. Photo not visible in chat: send a new photo after reconnecting; older large files may load more slowly.
  4. Invalid invitation: ask the Owner for a new active code.
  5. Chat not updating: check the Live indicator and run the system check from How to Use.

13. Fuel Log

  1. Open Fuel Log after fuelling and enter the correct truck, related route, location, odometer, quantity, unit and total cost.
  2. Photograph the full receipt so the date, location, quantity and total are readable.
  3. Check whether the pump used US gallons or litres. Never guess the unit.

14. Maintenance reminders

  1. Maintenance may show scheduled service for equipment assigned to your active routes.
  2. Scheduled reminders do not replace pre-trip inspections, company procedures or legal requirements.
  3. Report new defects through Repair request even when a preventive schedule already exists.

15. Document drag-and-drop and search

  1. On a phone, tap the upload area to use the camera or photo library. On a desktop, files can also be dropped into the upload area.
  2. Always select the correct Related route so the file is assigned to you and the route.
  3. Your Fuel Log and Uploads are separate: use Fuel Log for structured fuel records and Uploads for retained trip documents.

16. Expenses

  1. Open Expenses to record company-paid operating costs other than structured Fuel Log entries.
  2. Choose the correct category, truck and route, enter the amount and payment method, and attach a readable receipt.
  3. Drivers see and manage only their own expense records. Customer invoices remain an Owner and Dispatcher function.

17. Provider telematics and manual location fallback

  1. If the company connects Motive, Samsara or Geotab, RoadReady may receive the assigned truck's location without continuously tracking your phone.
  2. If provider GPS is unavailable, use Share current location when Dispatch asks for an updated position.
  3. RoadReady may use provider HOS for dispatch ETA visibility, but the provider/ELD remains the official HOS source.
  4. Do not rely on RoadReady ETA as permission to drive; follow the ELD and applicable HOS rules.

18. Default truck assignment

  1. Your company may set a Default truck on your Driver profile so new routes auto-fill the usual unit.
  2. Always verify the truck shown on My Route. Tell Dispatch if you are using a different unit.

19. Customer tracking privacy

  1. Owner/Dispatcher can create customer/broker tracking links for a route.
  2. Exact truck location and Driver name are optional sharing settings controlled by the carrier.
  3. If you have a privacy/operational concern about what is shared, contact Dispatch before the link is sent.

System-wide rules

20. Connected is not the same as live data

Provider authorization, truck mapping, Driver mapping, Live GPS and Live HOS are separate states. A provider can be Connected while GPS waits for a physical device or HOS waits for ELD data.

21. RoadReady is not an ELD

Provider HOS remains the authoritative compliance source. RoadReady normalizes data for dispatch visibility and ETA planning; Simulator/manual HOS are test/planning inputs.

22. Smart Intake requires review

AI/OCR never replaces Owner/Dispatcher review. Verify document type, shipment reference, pickup, delivery, dates, rate/miles and confidence before saving a route.

23. Customer tracking is privacy-controlled

Customer links can expire or be revoked. Exact GPS and Driver name are off unless the carrier explicitly enables them.

24. Route-document linking matters

BOL/POD should be linked to the exact Related route so Driver folders, POD status, invoices and delivery-to-cash automation work correctly.

25. Default Driver truck is a convenience, not a lock

Team can store a default truck for each Driver. Selecting the Driver auto-fills that truck, but Dispatch can override it for a specific route.

26. Realtime problems should be isolated

Run System check and inspect the specific Edge Function log for the failing feature. Avoid reinstalling unrelated functions when only one workflow fails.

27. Secrets stay server-side

OAuth client secrets, provider tokens, OpenAI keys and QuickBooks secrets belong in Supabase/secure server-side storage, never in public frontend files or browser storage.

Fix a problem

Provider says Connected, but there is no live GPS
  1. Connected only confirms provider authorization. Open Fleet → Telematics Integration Hub and check Truck mapping, Last sync and Live GPS separately.
  2. Confirm the RoadReady truck is mapped to the correct provider vehicle.
  3. Tap Sync now and wait for a fresh provider timestamp.
  4. If Live GPS still says Waiting for device, the mapped vehicle is not currently sending telematics. Motive normally needs an installed/assigned Vehicle Gateway; Samsara/Geotab likewise need an active device/source.
  5. Use RoadReady Simulator or Driver → Share current location as a fallback while testing. Do not treat OAuth Connected as proof that hardware data exists.
Provider says Connected, but there is no HOS
  1. Open Review mapping and confirm the RoadReady Driver is mapped to the correct provider Driver.
  2. Tap Sync now and check Live HOS separately from account connection.
  3. The provider must actually have ELD/HOS data for that Driver. A developer account or vehicle record alone may not produce HOS clocks.
  4. If HOS says Waiting for ELD data, RoadReady will keep the provider connected but will not invent compliance clocks.
  5. For ETA testing, use the RoadReady Simulator HOS clocks until real ELD data is available.
Motive Connect / OAuth does not complete
  1. In Motive Developer Portal, confirm Success Redirect URI is exactly https://roadreadyfleetos.com/app/?oauth_provider=motive
  2. Confirm Motive permissions include Company Details, Drivers and Fleet Managers, Vehicles, Vehicles with Current Location and Current Driver, Drivers with Available Time, and Drivers with Hours of Service.
  3. In Supabase Edge Function Secrets, confirm MOTIVE_OAUTH_CLIENT_ID and MOTIVE_OAUTH_CLIENT_SECRET exist. Never put the secret in app.js or Netlify.
  4. In RoadReady, use Reconnect after changing Motive app settings. If the authorization session expired, tap Connect again instead of reusing the old browser page.
  5. If the account connects but shows zero provider vehicles, verify the authorized Motive fleet actually contains vehicles and that the app has access to them.
Samsara Connect is unavailable or fails
  1. RoadReady needs provider-issued Samsara OAuth credentials before one-click Connect can work.
  2. Confirm SAMSARA_OAUTH_CLIENT_ID and SAMSARA_OAUTH_CLIENT_SECRET are saved only in Supabase Edge Function Secrets.
  3. The Samsara app must request read access needed for vehicles/telematics, Drivers and HOS.
  4. If the fleet is hosted in a different Samsara region/cloud than the app credentials, the provider setup must match that region.
  5. If RoadReady is still waiting for Samsara partner/developer approval, continue testing through Simulator or another connected provider.
Geotab will not connect
  1. Use a dedicated MyGeotab service/integration account rather than a personal admin login when possible.
  2. Enter the correct MyGeotab database, username/email and password.
  3. The account needs read access to vehicles/device status/location, Drivers and HOS data used by RoadReady.
  4. After Connect, use Review mapping, then Sync now.
  5. If authentication works but data is missing, verify the service account can see the same vehicles and Drivers in MyGeotab.
Customer tracking link will not create
  1. Confirm the route exists and you are signed in as Owner or Dispatcher.
  2. Confirm the Supabase Edge Function roadready-public-track is deployed with Verify JWT OFF.
  3. If an old link was revoked or expired, create a new link rather than trying to restore the old token.
  4. The full token URL is shown only when the link is created; RoadReady stores only a SHA-256 hash. If the URL is lost, create another link.
  5. Keep Share exact live truck location OFF unless the carrier intentionally wants the customer to see precise coordinates.
Customer link opens but exact truck location is missing
  1. Edit/create the customer link and enable Share exact live truck location only if appropriate.
  2. RoadReady still needs a fresh vehicle location from Motive/Samsara/Geotab, Simulator or Driver-shared location.
  3. If the provider card says Waiting for device, the customer link can still show route status, ETA and remaining miles but not a real live truck point.
  4. Driver name is a separate privacy option and stays hidden unless explicitly enabled.
Smart Load Intake extracted the wrong pickup, delivery or load number
  1. Do not save immediately. Smart Intake is a review workflow, not an automatic final dispatch decision.
  2. Check the detected document type, field confidence and every route field before Save & assign route.
  3. For scans/photos, use a clear, straight image with the full page visible. For multi-page documents, include the pages that contain shipper/consignee and reference information.
  4. Correct any field manually. Layout-aware AI is designed to handle different formats but it must not guess missing data.
  5. If AI is unavailable, RoadReady falls back to local PDF/OCR parsing; lower-quality OCR may require more manual review.
Document AI does not run
  1. Confirm roadready-document-ai is deployed in Supabase and the OPENAI_API_KEY Edge Function Secret exists.
  2. Check that the file type/size is supported and that the signed-in role is allowed to use Smart Intake.
  3. Retry once with a clearer PDF/photo. If AI remains unavailable, RoadReady should fall back to the local parser instead of blocking the workflow.
  4. Never place the OpenAI API key in Netlify, app.js, config.js or browser storage.
ETA looks wrong or stale
  1. Verify the route has a usable delivery address and the correct truck/Driver assignment.
  2. Check the latest location source: provider GPS, Simulator or Driver-shared location. Stale location produces stale ETA.
  3. Check HOS freshness. RoadReady uses live provider HOS first, then available planning/fallback data.
  4. Tap Intelligence → Refresh live ETA after correcting mapping, address or location.
  5. Review Why this ETA for road distance, HOS limits and risk reasons. ETA is a planning estimate, not an ELD compliance decision.
Simulator will not start or route cannot be geocoded
  1. The route needs Pickup address, Delivery address, Driver and Truck.
  2. Use real street/city/province/state addresses. Remove PO Box-only text or unrelated shipping instructions when the location cannot be resolved.
  3. For rural facilities, include the nearest city/municipality and province/state; RoadReady tries simplified address fallbacks.
  4. If the route starts successfully, wait for the simulator heartbeat, then use Fleet Map or Refresh live ETA.
  5. Simulator is a test source only and is not a certified ELD or real GPS device.
Default truck does not auto-fill for a Driver
  1. Open Team → Driver → Set/Change default truck and choose an active RoadReady truck.
  2. Create or edit a route and select that Driver after the default truck is saved.
  3. RoadReady should auto-select the Driver's default truck; Dispatch can still override it for a specific route.
  4. If the truck was deleted/inactivated, assign a new default truck.
POD still says pending after delivery
  1. Upload the document as type POD, not Other/BOL.
  2. Select the exact Related route for that delivery.
  3. Confirm the upload completed and the document appears in the correct Driver/route folder.
  4. If the wrong route was linked, upload/link the correct POD before relying on the delivery-to-cash workflow.
QuickBooks sync fails or an invoice/receipt is missing
  1. Confirm QuickBooks is still connected in Settings.
  2. Use Refresh QuickBooks lists after changing accounts, items, customers or vendors in QuickBooks.
  3. Verify required expense mappings, payment account and invoice service item are selected.
  4. Use Retry QB receipt / Retry POD for attachment-only failures and review the Intuit TID/sync history for provider errors.
  5. Deleting a RoadReady record does not delete the corresponding QuickBooks transaction.
Invite says invalid, expired or account already belongs to a company
  1. If the account already belongs to the intended company, sign out and sign back in instead of entering another invite.
  2. Create a new invite if the old code expired or reached its maximum uses.
  3. Use one-person invite codes where possible.
  4. If the wrong company membership exists, the Owner should resolve the membership before issuing another code.
RoadReady is not updating in real time
  1. Check the sidebar/realtime indicator and internet connection.
  2. Open How to Use and run System check.
  3. Fully close the iPhone Home Screen app/Safari and reopen after a new Netlify deploy so the service worker can update.
  4. If only one feature is failing, check the related Supabase Edge Function logs rather than reinstalling everything.
Push notifications do not appear on iPhone
  1. Open RoadReady in Safari and use Add to Home Screen.
  2. Launch RoadReady from the installed Home Screen icon, then enable notifications from Settings/Profile.
  3. Confirm notifications are allowed for RoadReady in iPhone Settings.
  4. Keep each user on an individual account so notification routing matches the correct role.

FAQ

Why does Motive show Connected but Live GPS says Waiting for device?

OAuth authorization worked, but the mapped Motive vehicle is not sending a live location. A vehicle record alone is not telematics; the fleet needs an active device/source. RoadReady keeps the connection and shows the data state separately.

Why does Live HOS say Waiting for ELD data?

The provider account may be connected and the Driver mapped, but the provider has not returned current HOS/available-time data for that Driver. RoadReady does not invent legal HOS clocks.

Can I test GPS/HOS without Samsara, Motive or Geotab hardware?

Yes. Use the RoadReady Simulator. It writes normalized GPS, speed and HOS into the same RoadReady live-data layer used by provider adapters, but it is test data and not an ELD.

What should I do if Smart Load Intake reads a document incorrectly?

Review every field, correct the wrong values and save only after verification. Upload a clearer scan/photo if needed. Layout-aware AI has confidence scores and falls back to local PDF/OCR parsing when AI is unavailable.

Why is a customer tracking link not showing exact truck location?

Exact GPS is privacy opt-in. Enable it for that link and make sure RoadReady has a fresh provider/Simulator/Driver location. The link can still show route status, ETA and remaining miles without exact coordinates.

Why does POD pending remain on a delivered route?

A document of type POD must be uploaded and linked to that exact route.

Why did the default truck not load when I selected a Driver?

Open Team and save a Default truck on that Driver. The truck must still exist/active. Dispatch can always override the default for a specific route.

What does RoadReady sync with QuickBooks?

RoadReady can sync trucking expenses and receipts, create customer invoices from delivered routes, attach the latest linked POD, match/create vendors and customers, and refresh invoice balances. Payroll remains an export/review workflow.

Who can create or revoke customer tracking links?

Owner/Dispatcher roles can create expiring links, control exact GPS and Driver-name visibility, and revoke links.

Does RoadReady continuously track the Driver phone?

No. Provider telematics can supply vehicle location. Without provider telematics, the Driver can intentionally share a current position as fallback.