Admin User Guide

The Dashboard is your command center. It provides a real-time snapshot of fleet operations, including key metrics, charts, compliance alerts, and pending leave approvals.

On the admin dashboard you'll see:

• Stat cards — total vehicles, active drivers, jobs in transit, monthly fuel cost
• Charts — job status breakdown (pie) and fuel spending trend (bar)
• Leave Approvals — pending requests with one-click Approve/Reject
• Schedule cards — upcoming training, medical exams, and scheduled leave
• Compliance alerts — expiring licenses, medicals, and vehicle services

The Vehicles page lists your entire fleet. Click any vehicle to view its detail page with maintenance history, fuel logs, documents, and compliance items.

To add a vehicle: Click "Add Vehicle", enter the registration (required), make, model, year, type, fuel capacity, odometer, VIN, and optional rate per km. Set the status to active, maintenance, or inactive.

The Drivers page is your driver registry. Each driver record holds personal details, license information, employment category, and expiry dates for medicals and training.

To add a driver: Click "Add Driver" and fill in:

• Full name (required), first/last name, nickname
• Contact — email, phone, WhatsApp number
• License — number, class (HC, MC, HR, etc.), conditions, issue/expiry dates, state
• Employment — type (Full Time, Part Time, Casual, Contract), category (Company, Subcontractor, Owner-Driver)
• Compliance — medical expiry, training expiry dates

Jobs are transport tasks: pickup from an origin, deliver to a destination, for a customer. Each job tracks status, assigned driver and vehicle, distance, and rate.

To create a job:

1. Go to Jobs and click "Add Job"
2. Enter a reference and customer name
3. Fill in the origin and destination addresses (structured fields)
4. Set pickup and delivery dates
5. Assign a driver and vehicle from the dropdowns
6. Enter distance (km) and rate
7. Save — the job appears on the assigned driver's dashboard

Work Orders are broader operational tasks with structured origin/destination addresses, priority levels (low, medium, high, urgent), and due dates. The Allocations dashboard gives a kanban-style overview by status.

Work order statuses flow: open → assigned → in_progress → completed (or cancelled).

The Fuel Logs page tracks all fuel purchases across the fleet. Each log captures the vehicle, driver, date, litres, cost, odometer, fuel type, and station.

Drivers can also create their own fuel logs — these are scoped to their own records via the owner email field.

The Maintenance page manages job cards for vehicle servicing and repairs. Each record links to a vehicle, captures the service type, description, cost, and open/close dates.

Faults are tracked against maintenance records — categorize by area (engine, brakes, tyres, etc.), part, severity, and status.

The Compliance page tracks regulatory items for vehicles and drivers — registrations, inspections, permits, licenses, and medicals. Each item has an expiry date and status (compliant, expiring, expired).

Declarations are pre-start and pre-trip vehicle checks submitted by drivers. The Declarations page shows all submissions with their check type, status (pass, fail, flag), and any defects reported.

Drivers complete these from their own interface — see the Driver Guide for details.

The Leave page tracks all driver leave requests. Pending requests appear on the Dashboard with one-click Approve/Reject buttons.

Leave types: annual, sick, unpaid, parental, other. Sick leave requires a medical certificate upload. The annual leave allowance is configured in Settings.

The Training page logs driver courses and certifications. Each record captures the driver, course name, provider, start and expiry dates, and status (current, expiring, expired).

Training records with upcoming expiry dates feed into the Dashboard's schedule cards and compliance alerts.

The Reports page provides five analytical views of your operations:

• Financial — revenue vs expenses, expense breakdown by category, net profit
• Fuel — cost trends by month, efficiency (L/100km) per vehicle, idle time anomaly flags
• Maintenance — cost by vehicle, service type breakdown, cost trends, upcoming services
• Workload — jobs by status, jobs per driver, work order distribution
• Compliance — compliance status overview, declaration pass rates, training and document status

The Users page (admin only) lets you manage who has access to SmartTMS. You can view all users, their roles, and invite new users.

To invite a user: Enter their email and select a role (admin or user). They'll receive an email invitation to set their password and access the app.

The Settings page (admin only) is where you customize SmartTMS for your operation:

• Branding — app name, tagline, logo upload, primary and accent colors
• Company info — company name, contact email, phone, address
• Configuration — annual leave days limit
• UI Theme — choose from Slate, Forest, Sunset, or Indigo; toggle dark mode
• WhatsApp Alerts — enable alerts, set reminder days, choose alert types, set admin number
• Rate Config — set base fee, rate multiplier, and fuel surcharge per km