Run your first trip on TruckMate in about 30 minutes
Follow steps 1 to 8 in order. By the end, a driver will have run a live trip on their phone and your client will have signed the delivery note on the spot. Steps 9 and 10 are optional and can wait until next week.
Set up your account
Fill in your company profile
Everything here is printed on every delivery note, so fill it in before your first trip.
- Legal name in English and Arabic, as on your CR
- CR number (10 digits) and VAT number (15 digits, starts and ends with 3)
- Address, national address code, phone and email
The preview on the right shows exactly how your delivery note will look. Press Save Company Profile.
Open Company ProfileAdd your vehicles
In Vehicles, press + Add Vehicle and enter the plate, make, model, year and current odometer. Add the insurance and registration expiry dates: TruckMate warns you on the admin home 30 days before each one expires.
Add your drivers
In Drivers, press + Add Driver and enter the name, phone, licence number and licence expiry, and the plate of the truck they usually drive.
Create logins for your team
In Team, press + Add User, enter the person's email, set a temporary password and choose their role. Each role opens straight onto the screens that person needs:
| Role | What they do in TruckMate |
|---|---|
| Admin | Everything: setup, team, reports and all modules |
| Dispatcher | Assigns trips, issues delivery notes, manages clients, approves workshop tickets |
| Control Room | Watches all trucks live with speeding, route and stop alerts |
| Fleet Supervisor | Reports vehicle issues, follows every ticket, opens the control room |
| Driver | On the phone: accepts trips, shares location, collects signatures, reports faults |
| Workshop Staff | Job orders: diagnose, request parts, complete repairs |
| Inventory Staff | Parts catalogue, releases parts to job orders, material orders |
| HR | Staff records, leave, attendance and payroll preview |
| Employee | Clocks in and out at the project site, requests leave |
Send each person their email and temporary password privately (not in a group chat), and ask them to set their own password with Forgot password? on the sign-in page.
Open TeamAdd your clients and their sites
In Clients, press + New Client. Add the client's CR, VAT and address if you want them on the delivery note, plus a contact name and phone. Under Sites, save the places you deliver to (a plant gate, a warehouse) so dispatchers can pick them in one tap.
Run your first trip
Assign the trip
- Open Dispatcher and choose the client.
- Set From and To: search for a place or tap the map. Searched places are saved for next time.
- Enter the cargo, pick the driver and vehicle, and set the date and time.
- Tick Issue delivery note now. Choose Digital signature (the receiver signs on the driver's phone) or Hand signature (print it and the receiver signs and stamps the paper). Add quantity, unit and weight.
- Press Assign Trip. The driver gets the trip on their phone straight away.
The driver runs it on the phone
- On the phone, open truckmate.sa, sign in, and add it to the home screen (iPhone: Share, then Add to Home Screen. Android: menu, then Add to Home screen or Install app).
- When asked, allow location. On iPhone, also check Settings, Privacy, Location Services, Safari Websites is set to While Using.
- Tap Accept on the trip. The trip screen opens and tracking starts.
- At the drop-off, tap Arrived at Client, then open the delivery note and hand the phone to the receiver. They type their name and sign with a finger, then tap Confirm delivery & sign.
- Tap Complete Trip.
Watch it live and check the result
- Control Room shows every active truck on the map with live speed. Alerts appear for speeding over 80 km/h, more than 2 km off the planned route, and unplanned stops.
- Press Enable Alerts once on each computer or phone to get push notifications even when TruckMate is not open.
- After the trip, open it in Trip History to replay the route, see every alert and download the signed delivery note as a PDF.
- Reports export trips, distance, fuel cost, violations and delivery notes to Excel or PDF. Enter your fuel price and consumption to get fuel cost.
When you are ready (optional)
Workshop and parts
- A driver taps Report a Vehicle Issue on the phone (or a supervisor uses + Report Issue), with a photo if possible.
- The dispatcher or admin approves it in Maintenance, which creates a job order with a time slot and bay.
- The workshop diagnoses it and lists the parts needed. The store releases them from Inventory or orders them.
- The workshop completes the job with labour and parts cost. The supervisor follows each stage in Fleet Supervisor.
HR and attendance
- In HR, add each employee with their contract, salary, GOSI share, ID and passport expiry. Leave balances, expiring documents and a monthly payroll preview follow from that.
- In Projects, create a project (for example your head office or a client site), set its location on the map and a radius, then use Assign Staff.
- Assigned employees clock in and out on their phone. TruckMate only accepts a clock-in inside the radius and alerts management when someone tries from elsewhere.
A good daily routine
- Morning: check the alerts on the admin home (expiring licences, insurance, registrations) and assign the day's trips.
- During the day: keep the Control Room open on one screen and call drivers who trigger speeding or route alerts.
- End of day: make sure every trip is completed and every delivery note is signed. Unsigned notes show in Reports under Delivery Notes.
- Weekly: review the Leaderboard with drivers and clear open workshop tickets.
Common questions
A driver says "Your login is not linked to a driver yet"
The email on the driver record does not match the email they log in with. Open Drivers, edit the driver and correct the email.
The truck is not moving on the map
Check that the driver accepted the trip, that the trip screen is open on the phone, and that location is allowed for the browser. A weak signal delays updates; they catch up when signal returns.
Someone forgot their password
They press Forgot password? on the sign-in page and follow the link sent to their email.
The delivery note is missing our CR or VAT number
Fill in the Company profile (step 1). For the client's numbers, add them to the client in Clients. Notes issued after the change will show them.
Do we need GPS devices in the trucks?
No. The driver's phone is the tracker while the trip screen is open. TruckMate also runs alongside any tracking system you already have.
Can we use TruckMate in Arabic?
Yes. Every user can switch with the ع / EN button at the top of each screen. Delivery notes are always printed in both languages.
Get help
Message us any time on WhatsApp or email info@truckmate.sa.