Company access and driver tracking: an operator’s checklist
A shared transport application needs two kinds of clarity: everyone must know which company they are working in, and a tracking update must clearly show when the driver’s location was actually received.
Start with the correct company
After mobile OTP login, open Account from the dashboard. The list contains companies owned by the signed-in account and companies that have given that mobile number access. Select the company you intend to work in and check its name before creating or editing a record.
A shared workspace is not a copy of your own company’s books. Records entered while a shared company is selected belong to that company. If a company is missing, check that you signed in with the mobile number registered by its administrator. Creating another company does not restore access to an existing company.
Choose access according to responsibility
Company administrators can assign staff access through Role Manager. Read access lets a person inspect the assigned module; edit access allows the permitted record actions. Customer and driver portals are different from an administrator’s complete workspace and should not expose other customers’ finance or the whole company backup.
Where one company has assigned more than one role to the same mobile number, review the role shown in Account. Use the role appropriate to the work. Giving access to a company does not automatically mean that every person should be able to edit every module.
Use the unique shipment identity
Trip and Bilty numbers can be configured by each company and may repeat across companies. The unique Consignment ID identifies the shipment used by tracking. When sharing a driver tracking link, generate it from the intended Trip or Bilty instead of typing a local number from memory.
Driver consent and GPS are separate steps
The driver verifies the link with OTP and agrees to share location. The phone must also allow location access for the browser and have location services available. Installing the app or entering an OTP alone does not grant GPS permission.
If the tracking page reports a permission or GPS error, resolve that message and retry. Keep the driver’s tracking page open while sharing. A browser page may stop receiving GPS updates when the screen is locked or the browser is suspended, so it should not be described as guaranteed background tracking.
Read the update time before acting
The tracking view shows the latest received point, place and update time. While the driver page is active and GPS permission is available, updates are requested on a 30-second pulse. A displayed location is only as current as the received update; refreshing the administrator’s screen cannot produce a new GPS point from an inactive driver phone.
A location from two days ago must be treated as an old update, not evidence that the truck is currently at that place. Contact the driver when the update is stale, check connectivity and permissions, and confirm a new timestamp before using the location for dispatch decisions.
A short handover checklist
- Confirm company, role, vehicle and Consignment ID.
- Send the link to the driver assigned to that shipment.
- Confirm OTP, consent and GPS permission on the driver’s phone.
- Verify a fresh place and timestamp in the administrator’s view.
- Record delivery evidence in the shipment’s POD section.
Driver locations and customer records are business data. Share them only with authorised people and use the application’s access controls rather than circulating account passwords.