LaneTally Fleet Page Explained (Video + Steps)

1. See the big picture first (0:00)

Which of your trucks is free right now, and which driver is on which load? And are each driver's CDL and medical card still good, before a roadside inspection finds out? LaneTally keeps your loads, chat, freight invoices, driver pay and the books in one place. After this video you can read every truck square, start a load from a free truck, and keep each driver's papers up to date. The free demo needs no sign-up and no card and uses fake data.

2. Find Fleet and the Trucks card (0:43)

Fleet is in the left menu, right under Chat. The carrier picker at the top decides whose trucks you see. Under the title is what the page is for: each truck and how its load is going. The Trucks card has one square for each driver and truck.

3. Read one truck square (0:58)

• Top line: the driver's name, the truck number, and On duty or Off duty. A driver with no truck shows No truck yet.
• The load: the load number, its status (for example On the road) and the route from the pickup city to the delivery city.
• Next stop: where the truck is going now. It moves forward each time the driver marks a stop done.
• Open load opens the load. Driver opens the driver file.

4. Off-duty drivers and free trucks (1:30)

A driver who is off duty has a grayed-out square. If the load is booked but not started, the square shows the pickup city and the appointment, and below it until when the driver is off duty. While a driver is off duty, no stop updates come in. A truck with no load says No load, available and has New load instead of Open load. Trucks with a load come first, then the free trucks. A driver who is switched off or archived is not on this page, and a carrier with no drivers yet shows No drivers yet.

5. All carriers, teams, Show all and search (2:04)

Pick All carriers and each square also shows its carrier. Two drivers who drive as a team show the same truck on both squares. A driver can be on duty with no stop update yet. On a computer the first six squares show; Show all opens the rest and a search box appears. Type a driver name or a truck number and only the matching squares stay, or it says nothing matches. Show fewer goes back to six and clears the search.

6. Open load and New load from a free truck (2:42)

Open load opens the same load popup as on the Loads page (every part of it is in the Loads video). New load on a free truck opens the New load form with the carrier, the driver, and the truck and trailer already picked. The X closes it without saving.

7. Open the driver file (3:19)

The Driver button opens the driver file. At the top are the carrier, the CDL number, state and class, and the endorsements. CDL expires and Medical card expires show the days left: green is more than 30 days, yellow is 30 days or less, and red means it has expired. Then come the hire date, the team if the driver drives in one, the duty status (on or off duty) and the emergency contact. The Roadside check notice lists what is not ready for an inspection, such as the truck registration. The driver sees this on the phone too.

8. Check, edit and delete a paper (4:02)

Under Paperwork is every paper on file. Each row shows what it is, the file name and when it was added, the date it expires and the days left, in the same colors.

• Download saves the file to your computer. Download all saves every file of this driver when there are two or more.
• When the driver sends a paper from the phone, it says Sent by, please check and you get a note in the bell. Check the paper and its date, then press Looks right.
• Edit changes what the paper is, the expiry date, or replaces the file (leave the file empty to keep the old one). Save changes saves it.
• Delete removes the paper and asks first.

9. Add a missing paper (5:14)

The yellow Missing notice lists the papers the carrier must keep for every driver that are not on file yet: the CDL, the medical card, the driving record, and the drug test or Clearinghouse check. While a driver is off duty, nothing is shared or recorded. Press Add, pick what the paper is (CDL, medical card, W-9, driving record, drug test or Clearinghouse check, employment application, road test or other), and type the Expires on date for papers that run out (the CDL, the medical card, and the yearly driving record and Clearinghouse check). Then choose the file, a PDF or a photo up to 15 MB, by pressing the box or dropping the file on it. Add with no file tells you and saves nothing. The file then opens with the new paper, the paper leaves the Missing notice, and the date at the top changes. If the driver already has that kind of paper, Add tells you to edit the one on file instead. These dates also show on the Renewals page. On a computer, the dash at the top of a form minimizes it so you can look at another page and come back.

10. Tax info (W-9) and tax papers (7:00)

Below the paperwork, Tax info comes from the driver's W-9. A yellow notice says what is missing: the carrier needs it to make the driver's 1099-NEC. Add tax info asks for the legal name (line 1 of the W-9), a business name only if it is different, the tax classification, the street address, city, state and ZIP, the tax ID type (SSN for a person, EIN for a business) and the tax ID number. With fewer than 9 digits it stops you. With all 9, only the last 4 digits ever show, on screen and on the yearly pay summary; your accountant keeps the full number. Edit tax info changes it later.

Below that are Tax papers from your accountant. Add the real W-2 or 1099 your accountant made, and the driver sees that exact file in My pay. LaneTally does not make tax forms. Add paper asks for the tax year, the form (W-2, 1099-NEC, 1099-MISC or other), the file and an optional note; with no file it tells you to choose one first. Each tax paper shows its year and form. View opens it, Download saves it, Replace puts in a new file, and Remove asks first: the driver will not see it any more, and a record that it was removed is kept. The tag Sample (demo) marks the example paper that comes with the demo.

11. Edit driver details, switch off, archive or delete (9:34)

At the bottom of the file is a reminder: a driver never sees another driver's file, or any money. Edit driver details opens the name, carrier and phone, the truck and trailer, the CDL (number, state, class and endorsements; only you and the carrier see the whole number, others see the last 4), the CDL and medical card dates (LaneTally warns you 30 days before), the hire date, the emergency contact, and the email for the invitation. Nothing is sent until you press Send invitation. A driver belongs to one carrier and sees only the loads booked for him, never the rate or the fee.

• Switch off is for a short break: the driver leaves the Fleet page until you switch him on.
• Archive is for a driver who left: the file and history are kept, read-only, for at least 3 years.
• Delete driver removes the driver for good. It asks first, and a driver with loads or pay history cannot be deleted.

12. What the carrier owner sees (10:59)

The carrier owner has a Fleet page too. He sees only his own trucks, with the same squares and the same Open load and Driver buttons. A free truck has no New load button on that screen.

13. Use Fleet on a phone (11:18)

On a phone, Fleet is in the bottom bar. The squares stack in one column with the same parts and buttons, and the first four show. With All carriers picked, Show all opens the rest, with the search box. Tap Driver and the driver file opens full width: scroll down through it, and the X closes it.