Owner Guide · v5.3.4

RoadReady Fleet OS - Owner User Guide

The Owner is the company administrator. This role controls the subscription, company branding, invitations, team removal and every operational area available to Dispatchers.

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. Confirm the Owner email and sign in.
  2. Open Settings and verify company name, logo, notifications and integrations.
  3. Open Fleet and add trucks/trailers; set Default trucks on Driver profiles where useful.
  4. Open Team and create individual invitation codes for Dispatchers and Drivers.
  5. Connect telematics in Fleet → Telematics Integration Hub or use Simulator for testing.
  6. Use Intelligence → Smart Load Intake or Load Calculator, then create/assign the route in Dispatch.
  7. Review live ETA/HOS health, documents, customer tracking, maintenance, accounting and chat.

1. First sign-in and company setup

  1. Register from Start free trial. The first account creates the company and receives Owner access.
  2. Open the confirmation email from RoadReady Fleet OS and confirm the address. Return to the site and sign in with the same email and password.
  3. If the confirmation link is expired, use Resend confirmation email from the sign-in flow or register with a new email after removing the unused account.
  4. After sign-in, verify the company workspace opens and the left sidebar shows Dashboard, Load Calculator, Dispatch, Fleet, Team, Maintenance, Documents, Chat, Reports, Synchronization, How to Use and Settings.

2. Dashboard

  1. Use Dashboard as the daily control center. Active routes shows routes that are assigned or in progress.
  2. Drivers online shows currently connected team members. This is presence, not continuous background GPS tracking.
  3. Open maintenance counts requests that are not Complete or Cancelled.
  4. Planned profit is calculated from assigned route financials. It is an operational estimate, not accounting income.
  5. Use Assign route, Load calculator, Message driver and Maintenance quick actions to open the related workflow.
  6. Open a route card to review distance-based progress, POD status, latest location and the route activity timeline. Route progress advances in proportion to road miles completed, not status milestones.

3. Subscription and billing

  1. Only the Owner can open Synchronization → Subscription & billing, start checkout, change plans, cancel or access Stripe Customer Portal.
  2. The free trial lasts 7 days. When access ends, existing information remains visible in read-only mode.
  3. Choose a plan based on active truck, Driver and Dispatcher limits. The Owner account does not count as a Dispatcher invitation.
  4. Use Manage billing for payment method, invoices, cancellation and plan changes. Do not enter card details anywhere except Stripe Checkout or Stripe Customer Portal.

4. Load Calculator

  1. Choose Total load rate or Rate per loaded mile, then enter customer rate, loaded miles, deadhead miles and accessorial revenue.
  2. Enter fuel price, truck MPG, tolls, maintenance reserve per mile and other costs.
  3. Choose the Driver pay method: all miles, loaded miles, percentage of gross, flat trip amount or hourly. Enter the matching rate and paid hours when hourly is selected.
  4. Review total miles, gross revenue, fuel cost, Driver pay, total cost, company profit and profit per mile.
  5. Select Use calculation in a route to copy the estimate into a new Dispatch route. Recheck all dates, addresses, Driver and equipment before saving.

5. Fleet

  1. Add trucks and trailers before assigning routes. Use the same unit numbers your team uses in daily operations.
  2. For each vehicle enter unit number, type, year, make, model, plate and status.
  3. Use Active for available equipment, Maintenance for equipment that should not be assigned and Inactive for equipment no longer in regular service.
  4. Edit a vehicle whenever the plate, status or identifying information changes.
  5. For a test route, assign the truck to the route, then use Fleet → Start simulation. RoadReady moves that truck along the road route and feeds normalized GPS, speed and driver HOS clocks (Duty Status, Drive, Shift, Cycle and Break when applicable) into the same telematics layer used by connected Samsara, Motive and Geotab providers. Use the Telematics Integration Hub in Fleet. Samsara and Motive use one-click provider authorization and automatic token refresh; RoadReady then auto-matches obvious trucks/drivers and performs the first sync. Geotab uses a dedicated service-account login until external API-user OAuth is generally available.

6. Team and invitations

  1. Open Team and select Invite team member. Choose Driver or Dispatcher, expiration period and maximum uses.
  2. Send the invitation code privately. The new user selects Join company, registers, confirms the email and enters the code.
  3. One-person codes are safest. Create a new code instead of reusing an old code for unrelated users.
  4. Use Message to open private chat. On each Driver card, set a Default truck. When that Driver is selected on a new route, RoadReady automatically loads the assigned truck; Dispatch can override it for that route.
  5. Only the Owner can remove a Driver or Dispatcher. Removing a Driver unassigns that person from active routes; review those routes immediately afterward.

7. Dispatch and route creation

  1. Select Assign route. Enter the load/route number, assigned Driver, origin, destination, pickup and delivery addresses, pickup and delivery time, truck, trailer, status and Driver instructions. If the Driver has a Default truck, the truck field is filled automatically and can still be overridden for this route.
  2. Pickup and delivery addresses are used by the Driver's Open in Maps buttons. Enter complete addresses or reliable coordinates.
  3. The financial section is visible only to Owner and Dispatcher accounts. Drivers do not see rate, costs, profit or pay calculations.
  4. Save the route with Assigned status unless the trip has already progressed. The Driver receives the route in My Route and may receive a push notification.
  5. Use route cards to edit, open Driver chat, upload a route document, review progress, POD status and activity, create a secure Customer link for status/ETA sharing, or delete the route when appropriate.

8. Route progress and locations

  1. Progress is distance-based from the beginning of the trip. Assigned/planned routes remain at 0%; once the trip is live, RoadReady compares miles traveled from trip start with the full route distance. Delivered is 100%.
  2. Keep statuses accurate because they control workflow, stop state and notifications, but they do not manufacture the percentage. Distance progress comes from the same canonical trip-intelligence data used by Driver, Dispatch and Customer Tracking.
  3. Without connected telematics, a location appears only when the Driver taps Share current location. When a telematics provider is connected, RoadReady can use vehicle GPS from that provider without tracking the Driver phone in the background.
  4. Open route activity to review status changes, notes and shared locations. Delete an incorrect update only after confirming it is not needed for the record.

9. Documents and Driver folders

  1. Open Documents to view company files. Select a Driver to see that Driver's BOL, POD and other documents together.
  2. After selecting a Driver, use the Document type filter to narrow the folder to BOL, POD, Fuel Receipt, Scale Ticket, Border Document, Accident Photo, Cargo Photo or Other.
  3. Files are assigned to a Driver through the selected Related route. If a Driver uploads without a route, RoadReady can identify the uploader; however, route linking is still recommended.
  4. When uploading photos, select pages in the correct order. Up to 12 photos become one PDF. Review the generated PDF after upload.
  5. POD received appears on the route only when a POD document is linked to that route.

10. Maintenance

  1. Create or review repair requests from Maintenance. Each request can include vehicle, related route, priority, safe-to-drive answer, location, issue description and an attachment.
  2. Priorities are Routine, Soon, Urgent and Out of Service. Treat Out of Service as a safety escalation, not a scheduling preference.
  3. Owner and Dispatcher accounts update request status through New, Approved, Scheduled, In Repair, Complete or Cancelled.
  4. Do not mark Complete until the equipment is returned to service and the final result has been communicated to the Driver.

11. Chat

  1. Operations is the shared company conversation for the Owner, Dispatchers and Drivers. Use it for information that the whole team should see.
  2. Private conversations are visible only to the two participants. Use them for Driver-specific instructions or questions.
  3. Unread badges and read receipts update through Supabase Realtime. If messages do not update, open How to Use and run the system check.
  4. Chat photos stay as images and are optimized for faster mobile loading. Documents that must be retained as BOL/POD should be uploaded through Documents or Uploads instead of chat.
  5. The Operations group cannot be deleted. A private conversation can be deleted with the red x; this permanently removes that conversation.

12. Reports

  1. Reports summarizes assigned revenue, Driver payroll, planned costs and company profit from route financials.
  2. Review route-level miles, revenue, Driver pay, total cost and profit. Reconcile these figures with accounting before payroll or tax decisions.
  3. Driver Forms appear below the financial table. Open attachments when needed and follow up on accident, cargo, reefer or border reports.

13. Activity, notifications and settings

  1. The bell opens Activity. Route, document, maintenance and form updates appear there. Open an item to go to the related section.
  2. On iPhone, add RoadReady to the Home Screen, open the installed icon and enable push notifications from Settings.
  3. In Settings, update company name/logo, notification connection and account security. Use Change password for normal password updates.
  4. Account deletion is permanent and requires the current password and final confirmation. Export or retain required business records first.

14. Recommended Owner routine

  1. Daily: review active routes, unread Activity, Operations chat, urgent maintenance and missing PODs.
  2. Weekly: review Driver folders, completed routes, financial estimates, open repair requests and inactive invitation codes.
  3. Monthly: reconcile Reports with accounting, review subscription limits, remove inactive users and confirm vehicle statuses.

15. Live Fleet Map

  1. Open Fleet Map to view the freshest available vehicle position for each active route. Connected telematics is preferred; Driver-shared GPS is the fallback.
  2. RoadReady shows the Driver, route, route status and age/source of the latest location update. ETA and distance progress come from the shared trip-intelligence engine; exact GPS availability depends on the connected provider and mapping.
  3. Use Open in Maps for navigation or detailed map tools. If provider data is stale, sync telematics or ask the Driver to share a new location as fallback.

16. Fuel Log

  1. Open Fuel Log and select Add fuel purchase. Enter Driver, truck, route, date/time, location, odometer, quantity, unit and total cost.
  2. Attach a receipt when available. Gallons and litres are totalled separately so mixed units are never silently combined.
  3. Use odometer entries consistently because preventive maintenance mileage reminders use the latest fuel-log odometer for each vehicle.

17. Preventive maintenance schedules

  1. Open Maintenance and select Service schedule. Choose the vehicle, service type and at least one due target: date or odometer.
  2. Optional repeat intervals automatically create the next target when the schedule is marked completed.
  3. Due and overdue reminders are planning aids only. Continue following manufacturer, carrier and legal inspection requirements.

18. Driver Scorecards

  1. Open Scorecards to review operational consistency derived from RoadReady route completion, linked PODs, route updates and documents.
  2. The score is not a safety rating and must not be used alone for discipline, pay, hiring or termination decisions.
  3. Use the component metrics to identify missing workflows and coach the team on accurate records.

19. Advanced document search and export

  1. Use search, Driver, document type, From date and To date together to narrow the document library.
  2. Use Export index PDF to print or save a filtered document register. The export is an index; original files remain securely stored in RoadReady.
  3. On desktop, documents can be dragged onto the upload area. On mobile, tap the same area to choose camera, photos or PDF.

20. ROI calculator and deployment check

  1. The Load Calculator page includes an ROI estimate based on labour time, empty-mile assumptions, operating cost and subscription cost.
  2. Treat the result as a planning estimate, not guaranteed savings.
  3. After a RoadReady deployment, run How to Use > System check and confirm the relevant backend and integration checks pass before relying on the new workflow.

21. Accounting and QuickBooks Online

  1. Open Accounting to record trucking expenses such as DEF, repairs, tires, tolls, parking, permits, hotels, meals, insurance and office costs.
  2. In Settings, connect QuickBooks Online, choose the default bank or credit-card account, map each expense category to a QuickBooks expense account and choose an invoice service item.
  3. Create customer invoices from delivered routes. Select the QuickBooks customer and service item, then add linehaul, fuel surcharge, detention, layover, lumper, TONU, extra-stop and other charges.
  4. Use Refresh invoice status to pull the current QuickBooks balance and mark paid invoices in RoadReady. This is not a replacement for professional bookkeeping review.
  5. Use QuickBooks sync history to review failures and copy the Intuit TID when contacting support.

22. Complete QuickBooks Online integration

  1. Open Settings → QuickBooks Online and select Connect QuickBooks. Sign in as the administrator of the QuickBooks company you want RoadReady to use.
  2. After connection, select Refresh accounts. Choose the bank or credit-card payment account, the default fuel account, the invoice service item and a QuickBooks expense account for each trucking category.
  3. Open Accounting to add non-fuel expenses such as DEF, repairs, maintenance, tires, oil, wash, scales, tolls, parking, permits, hotels, meals, insurance and office costs. Attach a readable receipt whenever available.
  4. Use Fuel Log for structured fuel purchases. When automatic sync is enabled and account mapping is complete, new fuel entries can be sent safely to QuickBooks; otherwise use Sync pending.
  5. Create a customer invoice from Accounting or from a delivered load. Include linehaul, fuel surcharge and accessorials such as detention, layover, lumper, TONU and extra stops.
  6. RoadReady matches or creates the QuickBooks customer/vendor and attaches the receipt or latest linked POD after the transaction is created.
  7. Use Sync expenses and Sync invoices for pending records. Failed records remain in RoadReady and can be retried without intentionally creating duplicates.
  8. Use Refresh invoice status to update open receivables from QuickBooks. Driver payroll remains an export to CSV and is not submitted to QuickBooks Payroll.
  9. If a mapping stops working after the QuickBooks chart of accounts changes, return to Settings, select Refresh accounts, choose the replacement account and save again.
  10. For troubleshooting, open Accounting sync history and copy the error and Intuit TID when contacting support. Disconnect QuickBooks only when intentionally removing that company connection.

23. Smart Load Intake and Document AI

  1. Open Intelligence → Smart Load Intake to upload a Rate Confirmation, BOL, POD, scanned PDF, photo, text file or pasted text.
  2. RoadReady uses layout-aware Document AI when available and local PDF/OCR fallback when needed. Different document layouts are supported, but every imported field must be reviewed before saving.
  3. Check detected document type, shipment reference, shipper/consignee, pickup/delivery, dates/times, rate/miles, PO, weight, commodity, truck/trailer/seal and field confidence.
  4. Correct any uncertain field manually. Smart Intake never auto-saves a route without Owner/Dispatcher review.

24. Default Driver ↔ Truck assignment

  1. Open Team → Driver → Set/Change default truck.
  2. When that Driver is selected on a new route, RoadReady automatically selects the default truck.
  3. Dispatch can override the truck for an individual route without changing the Driver's saved default.
  4. Fleet truck cards can show linked default Drivers.

25. ETA Engine, live location and HOS

  1. RoadReady ETA uses remaining road distance plus the freshest available location and HOS planning data.
  2. Location priority is connected telematics when fresh, then Simulator/Driver-shared fallback where applicable.
  3. Live provider HOS is preferred. RoadReady shows On time / At Risk / Late and Why this ETA reasons.
  4. Use Intelligence → Refresh live ETA after correcting an address, mapping, location or HOS source.
  5. RoadReady ETA is operational planning, not a legal ELD determination.

26. Telematics Integration Hub

  1. Open Fleet → Telematics Integration Hub. Account connection, truck mapping, Driver mapping, Live GPS and Live HOS are shown separately.
  2. Motive and Samsara use one-click OAuth when RoadReady provider credentials are configured. Geotab uses a secure dedicated service-account connection in this build.
  3. After Connect, review automatic mappings, correct any uncertain match and tap Sync now.
  4. Connected does not mean hardware data exists. Live GPS can show Waiting for device and Live HOS can show Waiting for ELD data.
  5. Use Reconnect after provider permissions/app settings change; Disconnect removes stored provider credentials for that company.

27. Customer / broker tracking links

  1. From a Dispatch route, open Customer link to create a secure tracking URL for 1–90 days.
  2. The public page can show route status, ETA, remaining miles and delivery appointment without requiring a RoadReady login.
  3. Share exact live truck location and Show driver name are privacy options and should stay off unless the carrier intentionally enables them.
  4. Copy the full link when it is created. RoadReady stores only the token hash; if the URL is lost, create a new link.
  5. Revoke a link when it is no longer needed.

System-wide rules

28. 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.

29. 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.

30. 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.

31. 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.

32. 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.

33. 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.

34. 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.

35. 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.

Do I need to press Refresh now for Motive, Samsara or Geotab?

No. RoadReady automatically syncs connected telematics providers about once per minute while the manager app is open and visible, then refreshes Account, mappings, Live GPS, Live HOS and Last sync. Refresh now remains a manual fallback. When the app is reopened, RoadReady also checks for fresh provider data.