Log Book — Overview & Workflow

Create a driver's daily heavy-vehicle log book, submit it for review, and turn an approved one into a Load.

Overview

The Log Book module in FIDENTRA OS is used to create and manage a driver's daily heavy-vehicle log book — from pre-trip vehicle checks through to post-trip checks, fatigue self-assessment and driver certification. Once submitted, an office administrator reviews the Log Book and either Approves or Rejects it. An Approved Log Book can then be used to create a Load record for that trip.

This guide walks through the module in the same order a user works through it: opening the Log Book list, creating a new Log Book, completing each of its Section, submitting it, and finally reviewing / approving it.

Where to find it

The Log Book module is opened from the left-hand navigation menu:

• My Place
• Asset
• Log Book this module
• Load Record
• Fatigue
• Maintenance Policy
• Job Request / Job Order
• Files, Learning, User, Setting

Overall Workflow

The diagram below summarises the complete Log Book lifecycle, from creation to submission, review, and (for approved Log Books) creating a Load. Click any step to jump to its page.

What is in this module guide

Log Book — Main List Screen

The landing screen of the module: status tabs, filters, search and the table of every Log Book.

This is the landing screen of the module. It lists every Log Book created in the system and lets you filter, search, and jump into creating a new one.

Status Tabs

Every Log Book sits in exactly one of four tabs, shown as a count next to the tab name:

Filters and Search Bar

Above the table is a row of filters used to narrow down the list:

Table Columns

Log Book — Creating a New Log Book

Pick a vehicle group and vehicle, then start the Log Book.

1

Click the blue “Create Log Book” button on the main list screen.

2

Click the “Vehicle Group” dropdown and pick the group the vehicle belongs to (e.g. Kenworth K200, Dog Trailer, Mack, Low Loader, etc.).

3

Select the specific “Vehicle” from that group. The “Start Log Book” button becomes active once both fields are set.

Section 1 — Driver / Vehicle

Who is driving, for which customer, and which vehicle / trailer combination is being used.

Captures who is driving, for which customer, and which vehicle / trailer combination is being used.

Driver & Trip Details

Vehicle & Trailer Configuration

Click “Next: Shift & Breaks” to continue.

Section 2 — Shift & Breaks

The driver's working hours and breaks, checked against fatigue-management rules.

Records the driver's working hours and breaks for fatigue-management compliance.

Shift Configuration

Adding Time Blocks

1

Click “+ Add Time Block Segment”.

2

Choose the Type, set Start and Finish times, add an optional note, then click “Add”.

Repeat this for every driving, break, and non-work period in the shift. Each entry appears in the “Logged Time Blocks” table on the right and on the 24-hour visual timeline (Driving = blue, Break = orange, Non-Work = grey).

Example: logged time blocks in the screenshot above

Shift Summary & Fatigue Rule Warning

As time blocks are added, FIDENTRA OS automatically calculates:

• Total Shift Duration
• Logged Work / Driving time
• Logged Rest Breaks

If the entries breach a fatigue rule (e.g. insufficient break time, insufficient rest in a 72-hour or 14-day window), a red “Fatigue Rule Warning” box lists exactly which rule(s) are not yet met. This is informational while editing, but a breach at submission time is what causes the Red Flag shown on the Log Book list.

Click “Next: Fitness for Work” to continue.

Section 3 — Fitness for Work

A self-assessment declaration the driver completes before starting duty.

A self-assessment declaration the driver completes before starting duty.

The driver answers Yes / No to nine compliance questions, covering rest hours, days off, fatigue, medication, alcohol/drugs, and correct sleeper-berth use. A progress indicator (e.g. “Answered 9 of 9”) confirms when the section is complete.

The nine questions

“Please answer all questions honestly before commencing duty.”

1. Have you had at least 7 continuous hours of stationary rest in the last 24 hours?
2. Have you had at least 24 hours off-duty in the last 7 days?
3. Have you had at least 2 nights of stationary rest in the last 14 days?
4. In the last 12 days, have you complied with all required rest conditions?
5. Are you free from fatigue and fit to commence this shift?
6. Have you had adequate sleep in the last 48 hours?
7. Are you taking any medication that may affect your ability to drive safely?
8. Have you consumed any alcohol or a drug that may impair your driving in the last 24 hours?
9. Have you used a sleeper berth, and if so, was it used correctly as required?

Click “Next: Pre-Start Check” to continue.

Section 4 — Pre-Start Check

A vehicle safety inspection completed before starting the trip.

A vehicle safety inspection completed before starting the trip.

Checklist items in the screenshot above

1. Check engine oil level
2. Check coolant level
3. Check tyre condition
4. Check brake system
5. Check lights and indicators

See also: Asset Details — Related Tabs shows the Pre-Start and Post-Trip checks for an asset.

Click “Next: Fault Report” to continue.

Section 5 — Fault Report

Formally log any vehicle or equipment fault found during the trip.

Used to formally log any vehicle or equipment fault found during the trip.

If this section is empty, no faults are recorded and it can be skipped.

Click “Next: Post-Trip Check” to continue.

Section 6 — Post-Trip Check

Mirrors the Pre-Start Check, completed once the trip is finished.

Mirrors the Pre-Start Check but completed once the trip is finished.

Checklist items in the screenshot above

1. Check vehicle for damage
2. Check fuel level
3. Check tyre condition
4. Check warning lights
5. Record any faults

Click “Next: Certification” to continue.

Section 7 — Certification

The driver certifies that everything entered is accurate, and signs on screen.

The final step, where the driver certifies that everything entered is accurate.

Declaration wording on screen

Log Book — Draft Preview & Detail View

Check a Draft before submitting, and open the full detail view of any Log Book.

Reviewing a Draft Before Submitting

Opening a Draft Log Book from the list (eye icon) shows a read-only preview of everything entered so far, including the shift summary, Fitness for Work answers, and certification status.

If the Certification step has not been completed, the preview shows “Declaration not confirmed / Not signed” and offers a “Continue editing draft” button to go back in and finish it.

Viewing Log Book Details

Clicking the eye (View) icon on any row opens the full detail view of that Log Book — useful for admins reviewing a Submitted entry, or for anyone checking a Log Book after the fact.

The header repeats the Log Book No., status badges (e.g. Red Flag, Draft / Submitted / Approved / Rejected), and key trip facts: Asset, Vehicle, Date, Inspection type, fit to drive, and Work Time. Below it, the Checklist and Driver / Vehicle details are shown read-only.

Scrolling down shows the Shift & Breaks summary (Start, Finish, Total Work Time) and the same 24-hour timeline used during data entry, plus a breakdown of every logged segment.

Log Book — Submitting and Reviewing

What an admin can do with a Submitted Log Book, and what happens to Approved and Rejected ones.

Once Certification is complete, the Log Book is submitted for review and moves to the Submitted tab.

From the Submitted tab, an admin can:

• View (eye icon) — open the full read-only detail.
• Edit (pencil icon) — open the Log Book for correction.
• Approve (green tick) — accept the Log Book; it moves to the Approved tab.
• Reject (red cross) — send it back; it moves to the Rejected tab with a Red Flag.

Approved Log Books

An Approved Log Book becomes read-only. From here it can be Printed, Downloaded, or used to “Create Load Plan Sheet” (see Creating a Load).

Rejected Log Books

A Rejected Log Book can be reopened with “Edit and resubmit”. The driver corrects the flagged information, re-confirms the declaration, re-signs, and completes Certification again — after which it returns to the Submitted tab for another review.

Log Book — Creating a Load & Asset Storage

Use an Approved Log Book to start a Load record, and find every Log Book stored against a vehicle.

Creating a Load from an Approved Log Book

Once a Log Book is Approved, the truck icon in its Actions column (see Figure LB-24 on Submit, Approve & Reject) opens the Load Record module, pre-linked to that Log Book's vehicle and trip.

The Load Record is completed over four steps:

1. Load Details — load date / type, driver, customer, source and destination, truck / prime mover and trailer configuration.
2. Axle & Mass Capture
3. Documents
4. Review & Confirm

This Load is created specifically against the Log Book it was launched from, keeping the trip, vehicle configuration and load information linked together.

Log Books Stored Against an Asset

Every Log Book is associated with the vehicle / Asset selected when it was created. To see all Log Books for a specific vehicle, go to Asset in the left-hand menu, open the vehicle, and view its Log Book history from there — instead of filtering the main Log Book list by asset.

See also: Asset Details — Related Tabs (Logbook History).

Log Book — Navigation Quick Reference

How to get to each screen and action in the module.

End of the Log Book training guide.

Files — Purpose & Overview

A central place to create, upload, organise, search, view, manage, delete and restore files.

Purpose and Scope

The Files module provides a central location to create, upload, organise, search, view, manage, delete and restore files. It supports common file categories such as Documents, Images, Spreadsheets, PDFs and Other file types.

Module Overview

The Files main page provides access to the user's file library and folder structure. The main areas are:

• All Files — displays all files available to the user.
• My Folder — displays folders created or available to the user.
• Trash — contains deleted files/folders that can be restored.
• Folder — opens a selected folder and displays its contents.
• File Types — allows files to be organised or viewed by type, such as Document, Image, Spreadsheet, PDF and Other.

What is on the main screen

Elements visible in the screenshot above:

Files — Search, Filter & Sorting

The controls on the main page that help you find a file quickly.

The Files main page includes a search bar, file-type filter, sorting controls and a file list. These controls help users locate files quickly.

The file list

When you open a folder that contains files, the list shows one row per file with five columns: Name, Type, Size, Modified On and Actions (the three-dot menu). The footer confirms how many files are shown.

Example from the screenshot in Working Inside a Folder

Footer text: “Showing 1 to 1 of 1 files”. See Working Inside a Folder.

Files — File Types, All Files & My Folder

How files are grouped by type, and the difference between All Files and My Folder.

File Type Organisation

Uploaded files are presented according to their file type. Typical categories include:

On screen, the FILE TYPES section of the left panel lists the types that currently contain files, each with a count — for example Documents (1) and Images (2).

My Folder and All Files

All Files is used to view the complete file collection available to the user. My Folder is used to navigate through the user's folder structure and view folders.

Files — Create / Upload Files

Add new content to the Files module.

Use the Create option on the Files module main page to add new content. Users can create or upload supported file content such as images, documents, spreadsheets and PDFs.

1. Open the Files module.
2. Click Create.
3. Select the required create/upload option.
4. Choose the file to upload or complete the required file details.
5. Confirm the action.
6. The file is stored in the appropriate file area/type and becomes available from the Files list.

In this screenshot, the buttons at the top right of the folder screen are New Folder, Camera and Upload. The uploaded file (a .docx in this example) appears in the file list, and its type is added to the FILE TYPES panel on the left.

Files — New Folder

Create a folder to keep related files together.

The New Folder option allows users to create a folder for organising files.

1. Click New Folder.
2. Enter the Folder Name.
3. Click Create.
4. The new folder appears in the folder/file area.
5. Use the three-dot menu beside the folder to access Edit Folder when available.

The dialog is titled New Folder. It has one field, Folder name, and two buttons: Cancel and Create.

Files — Working Inside a Folder

Open a folder and use the same tools on its contents.

Click a folder to open it. The folder name is displayed at the top of the page. The same search, type-filter and sorting controls are available inside the folder.

• Search by file name within the folder.
• Filter by Document, Image, Spreadsheet, PDF, Others or Everything.
• Sort by A to Z, Z to A, Newest, Oldest or Largest where supported.
• Create another folder using New Folder.
• Upload files directly into the current folder.
• Open a file to view or manage it.

What is on the folder screen

Files — Delete & Restore

Deleted items go to Trash first, and can be restored from there.

When a file or folder is deleted, it is moved to Trash rather than being permanently removed immediately.

1. Select the required file or folder.
2. Use the available Delete action from the item's action or more-options menu.
3. The deleted item is moved to Trash.
4. Open Trash to locate the deleted item.
5. Use Restore to return the item to its available file/folder location.

The Trash screen lists each deleted item. In this example the deleted folder Test is shown with a blue Restore link and a red bin icon on the right.

Files — End-to-End Workflow

The full journey from opening Files to deleting and restoring an item.

The ABC flow: A – Access Files → B – Create/Upload → C – Organise → D – Search/Filter → E – Manage → F – Delete/Restore. Click any step to open its page.

Files — Quick Reference

Find the right control for each goal.

Files — Training Checklist & Notes

What a trainee should be able to do, and how to treat the guide.

User Training Checklist

Training Notes

Files Module – Training Guide | Internal User Guide

Load Record — Overview & Workflow

Plan, command, wait and track every trip.

Module Purpose

The Load Record module is used to create and manage trip/load information. From a single workflow you can filter existing records, manage supporting Customers and Locations, create a new load, capture vehicle/trailer and axle-mass information, upload documents, certify the record, review the details, and save the final load for future tracking and management.

End-to-End Workflow

The eleven steps below cover a load from opening the module to managing it after it is saved. Click any step to jump to its page.

Load Records Main Page

Where existing loads are found, filtered and managed.

The Load Records page lists every created load and gives access to the actions required to create and manage them.

Click the screenshot to open it full size

Filters and Search

Page Actions

Stage 1 — Load Details & Vehicle Configuration

The basic trip information, then the truck and trailer combination.

Select Create New Load Record to open the Load creation panel. The workflow is completed through four stages:

1.1 Load Details

Enter or select the basic load information required for the trip.

• Date
• Load Type
• Driver assignment
• Operational information / checks
• Customer
• Loading Point
• Unloading Point

1.2 Vehicle & Trailer Configuration

Select the required truck, prime mover, trailer or other configured assets from the available dropdowns. Where a Road Train combination has been configured in Settings, that combination can be selected as a predefined configuration instead of picking each unit.

After selection, the chosen vehicle / trailer configuration can be previewed with the related asset image.

Click the screenshot to open it full size

Stage 2 — Axle & Mass Capture

Axle masses, bucket distribution and the load summary.

Click the screenshot to open it full size

Stage 3 — Documents, Terms & Certification

Attach evidence, accept the terms and sign the record.

1. Upload the relevant documents and photographs required for the load.
2. Review and agree to the Terms & Conditions.
3. Use the Sign option to provide the required signature.
4. Select Save to store the signature.
5. Complete the certification step so the record is marked Certified.
6. Select Submit and Next to proceed to Review & Confirm.

Click the screenshot to open it full size

Stage 4 — Review & Confirm

The last check before the Load Record is created.

Review all information entered during the previous stages. Confirm the load details, configuration, mass information, documents, terms, signature and certification before saving the load.

Click the screenshot to open it full size

Saved Load Record — Available Actions

What you can do with a load once it exists.

Click the screenshot to open it full size

Load Record List — Ongoing Management

How saved loads are tracked day to day.

All created load records are listed on the main Load Records page. Users can open a record to view its details and use the available actions.

Load information may also be generated or stored as part of related operational workflows, including loads associated with approved Logbook processes — see Create a Load & Asset Storage in the Log Book module.

Load Record — Quick Reference

Find the right control for each goal.

Load Record — User Checklist

What a trainee should be able to do unaided.

Load Record Module – Training Guide | Internal User Guide

Navigation Map

Where each screen and option sits inside the Job Order module.

Click the screenshot to open it full size

Filtering and Searching Job Orders

Use the controls above the list to locate the work you need.

1. From the main menu, click Job Order.
2. The Job Order page opens and shows the list of Job Orders.
3. Use one or more filters to narrow the list.

Click the screenshot to open it full size

Creating a New Job Order

Create the work record, assign responsibility, set the schedule and add To-Do tasks.

Click the screenshot to open it full size

1. Basic Details and Priority

2. Assignment and Scheduling

3. Add a To-Do Task

1. Type the task as a sentence in the Add Task box.
2. Click the + icon to add it to the To-Do list.
3. Repeat for additional tasks.

4. Save

1. Check the details, priority, assignee, scheduled date and tasks.
2. Click Create Job Order.
3. If the Job Order is assigned, it appears in the Assigned list.

Viewing, Editing and Cancelling

Open an existing Job Order and manage its setup.

Click the screenshot to open it full size

Row actions

• Eye icon — opens the Job Order directly.
• Three-dot menu — provides View Details, Edit Job Order and Cancel Job Order.

Editing a Job Order

Click Edit to update a Job Order after it is created. The edit screen also provides sections that are not part of the initial creation form.

After saving, instructions are visible under Instructions, services under Work List, and parts under Materials.

Cancelling

Select Cancel Job Order from the three-dot menu when the work is no longer required. The Job Order moves to the Cancelled status.

Job Order Detail Tabs

Each tab separates a different type of work information and activity.

Click the screenshot to open it full size

Tracking Work on a Job Order

Record instructions, work performed, materials, time, documents and history while the job is active.

Instructions

Use Add Task under To Do Task and the + icon to add questions or instructions. The added items are saved under Instructions when the Job Order is reviewed.

Click the screenshot to open it full size

Work List

Work List contains the services that have been added to the Job Order. Use this area to work through the required service/checklist items.

Click the screenshot to open it full size

Materials

To add materials, open Job Order → Edit → Parts, select the required parts, enter the details and save the changes. The parts are then shown under Materials.

Click the screenshot to open it full size

Work Time

Use Work Time to record how long work took on the Job Order. Enter the Start Work Time; the system records the work period based on the captured entries.

Click the screenshot to open it full size

Documents

Use Documents to attach relevant files. Documents added while working in Work List or Materials are also stored here.

Click the screenshot to open it full size

Work Log

Use Work Log to post updates about the work being carried out.

Click the screenshot to open it full size

Audit Log

Creation, edits, status changes and other actions are automatically recorded in Audit Log, providing the activity history of the Job Order.

Click the screenshot to open it full size

Changing the Status of a Job Order

Use Change Status to move the Job Order through its lifecycle.

After a status is selected, the Job Order automatically appears in the corresponding list such as In Progress, Completed or Cancelled.

Maintenance Policy and Forecast Link

How service pricing flows into the Job Order and then into Forecast.

• When a service is priced under Maintenance Policy, it is stored against the relevant Job Order.
• When that service on the Job Order is marked Complete, it is automatically moved into Forecast.

Signing Off a Completed Job Order

Finalise a Job Order after all work has been completed.

1. Go to Settings > Company Profile.
2. Scroll to the final section, Job Order Sign Off.
3. Click the comment area and tick the checkbox used for the sign-off configuration.
4. Return to the completed Job Order and click Sign Off.
5. Confirm the sign-off and provide the signature where prompted.
6. After successful sign-off, the Job Order record is finalised.

Click the screenshot to open it full size

Quick Reference Summary

The Job Order process from opening the module to final sign-off.

Job Order at a glance

Job Request — Overview

Raise a request for work on an asset, and track the decision.

The Job Request module is used to raise a request for work to be carried out on an asset (equipment or machine). Once a request is submitted it is reviewed and either approved — which automatically creates a Job Order — or declined.

The Four Tabs

A '+' Request Job Order button sits in the bottom-right corner of every tab and opens the new request form.

Columns in Every Tab

Click the screenshot to open it full size

Accessing the Job Request Module

How to get to the module and what you see when you arrive.

1. Open the application and go to the Main Menu.
2. Tap or click Job Request from the menu list.
3. The Job Request screen opens, showing four tabs at the top: All, Open, Approved, Declined.
4. A '+' (plus) icon is available in the bottom-right corner, labelled Request Job Order — this is used to raise a new request.

Creating a New Job Request

From the plus button to a submitted request.

1. From the Job Request screen, click the '+' icon (Request Job Order) in the bottom-right corner.
2. The New Job Request form opens.
3. Select the Request Type — for example, Asset.
4. Choose the specific Asset from the dropdown list.
5. Enter a Title for the request.
6. Enter a Description explaining the issue or work needed.
7. Select the Priority: Low, Medium or High.
8. Optionally use Attach Document to upload existing photos or files, or Take Photo to capture a new photo directly.
9. Click Submit Request at the bottom of the form.
10. The screen returns to the main Job Request page. The new request is now visible in the All tab and the Open tab.

Click the screenshot to open it full size

Workflow — Creating & Submitting

Fields & Validation

What each field expects, and what stops a submission.

Reviewing, Approving & Declining

The decision point — and the moment a Job Order is born.

1. Go to the Open tab — this lists every request awaiting a decision.
2. On the request row, click the three-dot icon (⋮) labelled More Action.
3. Select View to open the full request details.
4. Review the Asset, Priority and Description shown.
5. Choose Approve if the work should go ahead, or Reject if it should not.
6. If approved, the status changes to Approved, the request moves to the Approved tab, and a Job Order is created automatically.
7. If declined, the status changes to Declined and the request moves to the Declined tab.

Click the screenshot to open it full size

Workflow — Approval Decision

From Approved Request to Job Order

Where the request stops and the actual work begins.

1. Open the Approved tab. Each row shows the Request name, Status (Approved) and Date.
2. Click Actions on the request row, then click View.
3. The detail screen shows the Asset, Priority, Description and other details of the request.
4. Click View Job Order at the bottom of the screen.
5. The Job Order page opens, showing Details, Instructions, Worklist, Material, Work Time, Document and Work Log.
6. From here you can edit details, add a Work Log entry, and make changes as the job progresses.
7. When the work is finished, mark the Job Order Complete and Sign Off — or mark it Cancel if the job is not going ahead.

Click the screenshot to open it full size

Job Order Page — What Each Section Means

Workflow — Approved Request to Completion

Complete End-to-End Navigation Flow

Every step from raising the request to final sign-off, on one screen.

This combines the raising, decision and job-order stages into a single big-picture map. Click any step to open its page.

Quick Reference — Tabs & Statuses

Which actions are available from where.

Key Points to Remember

• A new request always lands in both the All and Open tabs first.
• Only requests in the Open tab can be Approved or Declined.
• Approving a request automatically generates a Job Order — this is the link between Job Request and Job Order.
• The Job Order page is where the actual work is tracked, edited and finally marked Complete (with Sign Off) or cancelled.
• Attach Document / Take Photo can be used both when raising the original request and while working on the Job Order.

Job Request Module – Training Guide | Internal User Guide

Settings — Purpose & Overview

The central configuration area for company details, operational rules, compliance requirements, checklists, vehicle configuration, fatigue-management schemes, user roles and system preferences.

Main Settings Screen

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Settings Groups & Subgroups

Company Profile

Stores and manages the transport company's core business, contact, compliance and operational information, used throughout the application.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose

Company Profile is used to store and manage the transport company’s core business, contact, compliance and operational information. This information is used throughout the Fidentra application.

Navigation

Login → Settings → Company Profile → Identity → Enter Details → Save

Step-by-Step

Structure

SETTINGS
│
└── Company Profile
   │
   ├── Identity — Upload Logo, Legal Entity Name, Trading Name, ABN, Industry
   ├── Contact — Primary Phone, Primary Email, Primary Website
   ├── Registration Address — Street Address, Address Line 2, Suburb, State, Postcode
   ├── Compliance — Fatigue Management, NHVAS Accreditation No., NHVAS Modules, Record Retention Years, Insurance Policy No., Insurance Expiry, Accreditation Expiry
   ├── Operations — Time Zone, Distance Management, Week Started
   ├── Logbook — Driver Certification Declaration
   ├── Logbook Flags — Email Recipients
   ├── Fault Report — Email Recipients
   ├── Load Bridge — Email Recipients
   ├── Job Types — Job Order, Completion Declaration, Labour Sign-off
   └── Account — Storage, Allowance, Company ID

Customer

Create, manage and track the clients of the transport company; linked to Job Orders, Invoicing and Load assignments.

Purpose

The Customer section is used to create, manage and track the clients of the transport company. Customer records are used to link details in Job Orders, Invoicing and Load assignments.

Navigation

Settings → Customer → Add Customer → Enter Customer Details → Save

Step-by-Step

Structure

Editing: Open Customer → select record → Edit → change details → Save.

Deleting: Open the customer’s three-dot menu → Delete → confirm. Confirm the customer is not linked to any active Job Orders, Invoices or ongoing business processes first.

Searching: Use the Search field at the top of the page.

Pagination: Large customer lists are divided into pages.

3. Product Types

Maintain the product-type reference list used throughout operational workflows.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose. Product Types maintain the reusable list of commodities/materials that are hauled or handled — this is what a Log Book, Load Record or dispatch transaction records as the cargo, not a spare-part or consumable. The supplied Product Types screen provides a searchable list with row-level edit and delete actions.

Navigation

Settings → Product Types

Main screen

Typical bulk-haulage product types

4. Departments

Create organisational departments used when assigning users and assets.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose. Departments provide the organisational grouping used when assigning users/employees and assets to business areas.

Navigation and workflow

Confirmed Create fields

Department examples supplied in the demo data

5. Contractors

Maintain external contractor and service-provider names.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose. Contractors maintain the contractor names used by the application when a record needs to identify an external contractor or service provider.

Navigation and workflow

Confirmed Create fields

Example contractor names supplied

6. Locations

Maintain depots, loading/unloading points, terminals and operational sites.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose. Locations maintain operational sites used for loading, unloading, depots and customer/site destinations. The supplied list screen shows Name, Type and Address, with search, type filtering, edit and delete actions.

Navigation

Settings → Locations

Main screen and fields

Location types and examples from the supplied data

Operational use

• Select configured Locations in operational workflows such as Log Book and Load Record where loading/unloading or site information is required.
• Use the Type filter to narrow the list to the appropriate operational purpose.
• Keep names and addresses consistent so the same site is not created more than once under slightly different names.

Checklist Templates

Create reusable checklists for vehicle and operational inspections such as Pre-Start, Post-Trip and Service checks.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose

Checklist Templates are used to create reusable checklists for vehicle and operational inspections such as Pre-Start, Post-Trip and Service checks.

Navigation

Settings → Checklist Templates → New Template → Enter Template Details → Add Checklist Items → Select Item Type → Activate Template → Save

Step-by-Step

Structure

Editing: Open the template → Edit → modify name, category or items → remove unwanted items with the Remove icon → Save.

Deleting an item: Select the Remove/Delete icon beside the item.

Deleting a template: Three-dot menu → Delete Template → confirm.

Searching: Use the Search field. Filtering: Use All Types / Pre-Start / Post-Trip / Service. Pagination: large lists are divided into pages.

Vehicle Configuration

Define vehicle/asset types and their associated axle groups and vehicle images.

Navigation Workflow

Purpose

Vehicle Configuration is used to define vehicle/asset types and their associated axle groups and vehicle images. Examples: Prime Mover, Rigid Truck, Semi-Trailer, Car Dolly, Dog Trailer, UTE, Excavator, Forklift, Loader.

Navigation

Settings → Vehicle Configuration → Add Vehicle Type → Vehicle / Asset Group → Add Axle Group → Axle Group Name + Image → Save

Step-by-Step

Structure

Prime Mover
│
├── Axle Group 1
│  └── Vehicle Image
├── Axle Group 2
│  └── Vehicle Image
└── Axle Group 3
   └── Vehicle Image

Editing an Axle Group: open the configuration → select the image/configuration → three-dot menu → Edit → change name/image → Save.

Renaming: three-dot menu → Rename → enter new name → Save.

Deleting: delete a configuration or image only when no longer required by the business.

Road Train Combinations

Define approved vehicle combinations using trucks, dollies and trailers configured in the system.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose

Road Train Combinations are used to define approved vehicle combinations using trucks, dollies and trailers configured in the system.

Navigation

Settings → Road Train Combinations → Add Combination → Combination Name → Add Trailer → Select Assets → Select Combination Image → Save

Step-by-Step

Fitness for Work Questions

Capture driver fitness information before work activities.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose

Fitness for Work Questions are used to capture driver fitness information before work activities.

Navigation

Settings → Fitness for Work Questions → Add Question → Enter Question → Define Answer → Save

Step-by-Step

Fatigue Rules

Configured fatigue-management requirements used to monitor work, rest and break requirements and support fatigue breach notifications.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose

Fatigue Rules define the company’s configured fatigue-management requirements.

Navigation

Settings → Fatigue Rules → New Scheme (+) → Enter Fatigue Rules → Configure Work / Rest Requirements → Configure Cycle Rules → Save

Step-by-Step

11.1 Breaks from Driving

Defines the required break arrangement during driving/work periods.

Driving / Work Period → Required Break → Break Duration → Continue Work

Example: a company may require a 20-minute break after a defined work period, subject to its applicable fatigue-management rules. If the requirement is not met, the system can identify a fatigue-related breach and trigger the configured notification/email workflow.

11.2 Work and Rest Cycle

Defines the relationship between minimum continuous rest, maximum time between qualifying rest periods, work periods and required rest periods.

Work → Required Rest → Work → Required Rest → Continue Cycle

11.3 72-Hour Rest Requirement

Training note: these values should be entered per the company’s approved fatigue scheme and not changed without authorisation.

11.4 14-Day Cycle

14-Day Period → Monitor Work Time → Check Required Rest → Check Advisory Threshold → Identify Potential Breach

11.5 28-Day Cycle

28-Day Assessment → 14-Day Sub-Window → Check Work Time → Check Qualifying Rest → Continue Monitoring

11.6 Shift Change Rest

Any Pattern Change — assessed whenever the worker’s shift pattern changes. Different Shift Type Only — assessed only when the worker changes to a different shift type.

Current Shift → Shift Pattern Changes → Check Consecutive Days → Check Required Rest → Apply Fatigue Rule → Continue / Breach

Roles

Control user access and permissions within the Fidentra application.

Roles Workflow

Purpose

Roles are used to control user access and permissions within the Fidentra application.

Navigation

Settings → Roles → View Existing Roles → Add New Role / Edit Role / Delete Role

Step-by-Step

Sync Status

Monitor whether application data has successfully synchronised: pending, failed, conflicts, or not yet synchronised.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose

Sync Status allows users to monitor whether application data has successfully synchronised.

Navigation

Settings → Sync Status → Review Synchronisation (Pending / Failed / Conflict / Completed) → Sync Now or Sync Everything

Step-by-Step

Structure

Appearance

Select the visual theme used by the application.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose

The Appearance section allows users to select the visual theme used by the application.

Navigation

Settings → Appearance → Select Theme (System Default / Light Mode / Dark Mode)

Step-by-Step

Terms & Conditions

Access the terms applicable to the Fidentra application.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose

The Terms and Conditions section provides access to the terms applicable to the Fidentra application.

Navigation

Settings → Terms & Conditions → View Terms → Read Application Terms

Step-by-Step

Storage

Contains Timesheets, Logbook and Pending Sync Items data areas.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose

The Storage area groups Timesheets, Logbook and Pending Sync Items.

Structure

Status: Pending. Field-level details for Storage (Timesheets, Logbook, Pending Sync Items) have not yet been provided. This section will be completed once configuration details are confirmed.

About

Displays App Name and Version.

Click the screenshot to enlarge it. Enhanced for clearer, brighter text.

Purpose

The About area displays the application name and version.

Structure

Status: Pending. Field-level details for About (App Name, Version) have not yet been provided. This section will be completed once configuration details are confirmed.

Setting — Groups & Subgroups Reference

Every Setting section (Main Group), its subsections (Subgroup), and the specific fields or data captured in each.