The Dashboard is your home screen — the first thing you see every time you log in. It gives you a live snapshot of your entire fleet at a glance.

What you'll see

• Active Units — How many trucks and trailers are in your fleet
• Active Users — How many team members have accounts
• Work Orders — Open repair jobs and total tasks in queue
• DVIR Issues (30 Days) — Inspections that flagged a problem in the last month. Watch this number — if it's climbing, trucks need attention.
• DVIR Activity Chart — Daily bar chart. Blue = clean inspections. Green = inspections with issues.
• Local Weather — Current conditions and a 7-day forecast for planning outdoor work
• Fleet Units & Users — Quick-look tables linking to your full fleet and team

Dashboard — KPI cards, DVIR activity chart, weather, and fleet summary

These screens store your business information. You'll set them up once and only revisit when something changes.

2a. Company Information

Stores your business details — name, tax ID, phone number, and billing address.

1. Go to Company > Information in the left sidebar
2. Fill in your DBA (Doing Business As) if your public-facing name differs from your legal name
3. Enter your EIN / Tax ID in format XX-XXXXXXX
4. Add your Phone Number and full Billing Address
5. Click the green Save Changes button

2b. Company Documents

A digital filing cabinet for your important paperwork — EIN letters, insurance certificates, operating authority docs.

1. Click Company > Documents
2. Click the blue Upload Document button
3. Choose your file, select a document type, and optionally set an expiration date
4. Click Upload

2c. Billing & Subscription

Shows your plan status, payment card on file, trial countdown, and when your first charge will occur.

This is where you add every truck, trailer, and piece of equipment your company owns or operates. Each vehicle in the system is called a unit.

How to Add a Unit

1. Go to Units > Unit Management
2. Click the blue + Add Unit button
3. Fill in the fields below and click + Create Unit

Unit Management — your fleet at a glance

Add Unit form — enter details or use VIN Decode to auto-fill

Add your drivers, mechanics, and office staff so they can log in and use Truck Genie.

How to Invite a User

1. Go to Users > User Management
2. Click the blue Invite User button
3. Enter their email, first name, and last name
4. Assign a Security Role (see below)
5. Click Send Invitation — they'll get an email with a link to set their password

Security Roles

Invite User — enter details and assign a security role

This is where you set up your maintenance schedules — how often each type of service should happen for each truck type. Think of it as your fleet's maintenance playbook.

How It Works

Truck Genie comes pre-loaded with recommended service items for each unit type. A typical truck (e.g., Tri-Axle Dump) includes 14 items such as:

• Engine Oil Replacement — every 15,000 miles / 500 hours / 1 year
• Engine Air Filter — every 30,000 miles / 1,000 hours
• Transmission Fluid — every 100,000 miles / 3 years
• Grease Unit — every 5,000 miles / 125 hours
• State Inspection — every 1 year

How to Review & Customize

1. Go to Preventive Maintenance > Company Defaults
2. Select a Unit Type from the dropdown
3. Review the table — each row shows the maintenance item, mileage interval, hour interval, and time interval
4. Toggle items Active / Inactive and adjust any interval to match your policy or OEM specs
5. Click Save Changes — all units of that type will inherit these schedules

PM Company Defaults — set intervals by unit type, all trucks of that type inherit them

A DVIR (Driver Vehicle Inspection Report) is a federal requirement. Drivers must inspect their vehicle before and after every trip and report problems. Truck Genie replaces the paper form with a quick digital checklist.

How to Submit a DVIR

1. Go to DVIR > Create New
2. Select your truck from the Power Unit dropdown (required)
3. Enter the Current Mileage and Current Hours (strongly recommended — feeds PM tracking)
4. Walk through the Inspection Checklist: Engine Compartment (7 items), Exterior (20 items), Interior (14 items)
5. Each item starts as No Issue. If you find a problem, toggle the switch and add details
6. Click Submit DVIR

DVIR Create — select truck, enter mileage, and walk the 41-item inspection checklist

Reviewing Past Inspections

Go to DVIR > History. Filter by date range, unit, driver, or result (All / Clean / Issues). Click any row to see the full inspection detail.

DVIR History — filter and review past inspections across your fleet

Work Orders are how you track every repair job from start to finish — a repair ticket attached to a specific truck.

Two Ways Work Orders Are Created

• Automatically — When a driver submits a DVIR with issues, the system creates one for you (most common)
• Manually — You can create one for any repair, even without an inspection

How to Create a Work Order Manually

1. Click + New Work Order in Work Orders > Overview
2. Search and select the Unit that needs work
3. Optionally enter current Miles and Hours
4. Under Work Item #1, set Priority, Issue Type, and Assigned To
5. Write a clear issue description (up to 4,000 characters)
6. Click + Add Work Item to add more repairs to the same order
7. Click Save Work Order

Active vs. History

The Active tab shows all open orders. The History tab shows completed work — your maintenance record and what the DOT wants to see during an audit.

Work Orders — active repairs grouped by truck with assignment and status tracking

This is the screen your mechanics live in. It shows them exactly what they need to fix — only their assigned items, nothing else.

How Mechanics Use It

1. Log in and go to Mechanic > My Work
2. See all assigned items grouped by work order
3. Click an item to update its status: Not Started → In Progress → Complete
4. Add notes as work progresses

My Work Queue — what your mechanics see: only their assigned items

Update your personal profile — name, preferred name, and how the app addresses you on screen.

Click Save Changes when done.