Help

Help and how-to

Step-by-step guides for everyone who uses TrakkHQ: the office, drivers, mechanics and your customers. In the app, Help shows only the guides for the features your company has switched on.

Getting started

Add your office staffGive each person in the office their own login and choose what they can change. Add your trucksPut each truck in the fleet register so drivers can pick it when they clock on. Add your driversAdd a driver so they can use the driver app and be given jobs. Book your first jobThe quickest way to get a job on the board and into a driver's app. Get your drivers on the appSend drivers the install link or print the QR code.

Jobs and dispatch

Book a job and put it on the ops boardAdd a job by hand with its customer, stops, date and driver. Add a stop to a jobAdd, remove or reorder the stops on a job that's already booked. Move a job to another day or driverDrag a card to reschedule it or hand it to a different driver. Cancel a jobCancel a job but keep it for billing, mark it not to invoice, or delete it. What the "Still waiting" timer meansWhy a red timer appears on a job card, and when it clears.

Bookings from email

Book a job from a customer's emailLet TrakkHQ read a booking email and check what it would book before anything is created. Review changes on ApprovalsApprove or reject the bookings and changes TrakkHQ proposes from emails.

Tracking

See where your trucks areThe live map of every truck with a GPS tracker. See where a truck has beenReplay a driver's route for any day or job.

Invoicing and Xero

Check and send an invoice to XeroReview the draft TrakkHQ builds for each finished job, then send it to Xero. Invoices held for a checkWhat the panels at the top of Invoices mean and how to clear them. Don't invoice a jobTake a draft out of the queue without billing the customer. Download an invoice or POD PDFGet a copy of an old invoice or proof of delivery for a customer.

Timesheets

Check and approve timesheetsReview each day's clock-on and clock-off, then approve it for pay. Download a timesheet batch for payrollPut every approved day for the pay period into one PDF.

Workshop

Track truck defects and repairsSee every reported fault, log a new one and mark it fixed. Give a mechanic accessCreate a mechanic's sign-in with a PIN. Review drivers' pre-start checksFind any inspection, see its photos and export it as a PDF.

More tools

Your dashboard at a glanceToday's jobs, who's on shift and how the week is going. Keep an office task listGive someone a task with a due date and tick it off when it's done. Find an old job or invoiceSearch past jobs by reference, customer, date, address or invoice number. Add a customerAdd a new customer so you can book jobs for them. Publish training for driversCheck a training module and make it visible in the driver app.

Drivers

Install the app on your phoneAdd the driver app to your home screen on iPhone or Android. Start your dayFind today's jobs, open one and accept it. Do your pre-start checkInspect the truck and record it before your shift. Arrive and depart at each stopTap the big button at each step so the times are recorded. Take POD photos and a signatureRecord who received the load, a photo and (for some customers) a signature. Clock on and offRecord your hours and choose today's truck. Report a truck faultSend a problem with the truck straight to the mechanics. Tell the office you can't workMark days you're sick, on leave or otherwise unavailable. Send an SOS in an emergencySend your location, name and truck to dispatch straight away. Do a training moduleRead a module and pass its quiz.

Mechanics

Sign in to the mechanic appSign in with your username and PIN, and set your own PIN. Log and fix a truck issueReport a defect, update it and mark it resolved. Clock your time against a truckRecord the hours you spend on each truck and problem.

Customers

Sign in to the customer portalSign in with the username and password your transport company gave you. Follow your deliveriesSee live and past jobs, where the truck is, and the delivery photos. Find your invoicesSee every invoice, whether it's paid, and download the PDF. Track a delivery from a linkThe live tracking link sent by message when your load is picked up.

Settings and features

Find your way around SettingsWhat's in each part of Settings and who can see it. Switch features on and offSee which features your company has, switch them on or off, and check their settings.

Plan and billing

Add or change your payment cardPut a card on file for your TrakkHQ subscription. Update your billing detailsThe business name, ABN and email that go on your TrakkHQ tax invoices.