Company Portal — Dispatch, Fleet, Compliance & Reports Dashboard

💻 Dashboard Overview

What You See When You Log In

The Company Portal puts every department on the same page. When you log in, you see the modules that matter to your role — and nothing you don’t need.

🗺

Live Dispatch Map

Every truck on one map. Real-time positions pulled from ERETH ELD devices with automatic refresh every 30 seconds. Color-coded driver status overlays show who is driving, on break, in sleeper, or off duty. Tap any truck to see last known location, current load details, and estimated time to next stop. Geo-fence alerts notify dispatchers when a driver enters or exits a delivery zone. The map works on desktop, tablet, and mobile — so you can check on your fleet from anywhere.

📋

Load Pipeline

Every active and upcoming load in a single view. Filter by status (booked, dispatched, in-transit, delivered, invoiced), assigned driver, equipment type, or broker name. Each load card shows origin and destination, scheduled pickup and delivery times, rate, and current status. Drag-and-drop to reassign drivers. Click into any load for the full detail page: rate confirmation, BOL, POD uploads, accessorial charges, and communication history. Bulk actions let you update status, send notifications, or export to CSV for multiple loads at once.

👥

Driver Status Board

All drivers displayed with their current HOS remaining drive time, location, active load assignment, and next available date. Drivers are grouped by status: currently driving, available, on home time, or under a violation flag. Click any driver to view their full profile: license info, medical card expiration, endorsements, equipment preferences, preferred lanes, and historical on-time performance. The status board updates automatically from ELD data, so dispatchers never have to ask “where are you” again.

🚚

Fleet Health Panel

Vehicle status at a glance. Each truck shows its current mileage, last service date, next scheduled maintenance, and any active fault codes reported by the ELD. Inspection due dates for annual DOT inspections, quarterly PM services, and tire rotations are all tracked with automated reminders sent to the maintenance manager and the assigned driver. Vehicles are color-coded: green means road-ready, yellow means service due within 500 miles, red means grounded for repair. Click any vehicle for full maintenance history and cost tracking.

📁

Document Center

Rate confirmations, bills of lading, proof of delivery photos, lumper receipts, and driver qualification files — all organized and searchable. Documents are automatically categorized by load number, driver, or document type. Upload directly from your phone camera or scan. The search bar finds any document by load number, date range, driver name, or broker. Expiring documents (medical cards, insurance certificates, annual inspections) trigger automated alerts 30, 14, and 7 days before expiration. Bulk download and print options make audit preparation simple.

📊

Financial Overview

Revenue by week, cost per load, broker performance, and lane profitability — all calculated automatically from load data. See your top-performing lanes by revenue per mile, identify brokers with the best average rates, and spot trends in fuel costs and accessorial charges. The dashboard tracks gross revenue, total expenses (fuel, insurance, maintenance, tolls, driver pay), and net margin per truck and per driver. Export financial summaries to CSV or PDF for your accountant. Monthly trend charts show whether your operation is growing, stable, or needs attention.

Unified data: Every panel in the Company Portal pulls from the same underlying database. When a driver logs a status change on the ELD, the dispatch map, driver board, and load pipeline update simultaneously. No duplicate entry, no stale data, no version conflicts.

🔒 Permissions

Role-Based Access

Not everyone needs to see everything. The Company Portal uses role-based access control to show each user exactly what they need — and nothing more.

👑

Owner / Admin

Full access to every module and every setting. The owner role is the master key.

Dispatch map, load pipeline, driver board
Fleet health, maintenance, vehicle management
Document center with all driver DQ files
Financial overview, revenue reports, cost analysis
Payroll configuration, driver settlements
User management, role assignments, audit log
System settings, API keys, integrations
Recruiter module, application pipeline
Compliance dashboard, FMCSA status

📡

Dispatcher

Everything needed to move freight and manage drivers, without financial or admin clutter.

Live dispatch map with full truck visibility
Load pipeline: create, edit, assign, update status
Driver status board with HOS and availability
Document uploads: rate cons, BOLs, PODs
Communication tools: in-app messaging, notes
Fleet status (read-only, no maintenance editing)

Cannot see: Payroll, settlements, user management, system settings, recruiter pipeline, financial reports

📜

Recruiter

Focused on finding and qualifying new drivers. No access to operational or financial data.

Driver applications and lead pipeline
DQ file management and document collection
Onboarding workflow with step tracking
Background check and MVR status tracking
Communication with applicants via portal messaging
Recruiter-specific reports: applications by source, conversion rate

Cannot see: Active load details, dispatch map, financial data, driver settlements, fleet maintenance, system settings

🙋

Driver

Self-service access to personal loads, documents, and messages. Nothing from other drivers or the company financials.

Own assigned loads with pickup/delivery details
Document upload: POD photos, receipts, lumper slips
Personal DQ file status: medical card, license, endorsements
HOS summary from connected ELD
Messages from dispatch and management
Pay statements and settlement history (own only)

Cannot see: Other drivers’ data, company financials, fleet maintenance, recruiter pipeline, user management, system settings

Why it matters: Role isolation is not just about convenience — it is a compliance requirement. When FMCSA audits your operation, you need to demonstrate that driver personal information is not exposed to unauthorized users, that financial data is restricted, and that only qualified personnel can modify compliance documents. Our RBAC system provides that proof automatically through the audit log.

🚀 Workflow

Dispatch Workflow

From rate confirmation to proof of delivery, every step is tracked in the portal. Here is how a typical load flows through the system.

Rate Confirmation Received

A broker sends you a rate confirmation. You upload it to the portal or it arrives via integrated email parsing. The system extracts the key fields automatically: origin, destination, pickup date, delivery date, rate, and special instructions. A new load record is created in the pipeline with status “Booked.” If any required field is missing or unclear, the system flags it for manual review before the load can be dispatched.

Driver Assignment

The dispatcher opens the load and checks the driver status board for available drivers near the pickup location. The system suggests the best match based on proximity, HOS availability, equipment type, and driver lane preferences. The dispatcher assigns the driver with one click. The driver receives an instant notification on their mobile device with the load details, pickup address, and any special instructions. Status changes to “Dispatched.”

Pickup and BOL

The driver arrives at the shipper and confirms pickup through the mobile app. They photograph the bill of lading and upload it directly to the load record. The BOL image is instantly available in the document center for the dispatcher and back office. Load status changes to “In Transit.” The dispatch map now shows the truck moving along the route with an estimated arrival time at the delivery location.

In-Transit Tracking

While the truck is moving, the ELD feeds real-time position data to the dispatch map. The dispatcher can see exactly where the truck is, how much drive time remains on the driver’s HOS clock, and whether the delivery is on schedule. If the driver encounters a delay — traffic, weather, or a breakdown — they can send a status update through the app. The dispatcher can proactively notify the receiver and adjust expectations. All communications are logged on the load record.

Delivery and POD

The driver arrives at the consignee and confirms delivery. They photograph the signed proof of delivery and upload it to the load. The POD is immediately available to billing staff. Load status changes to “Delivered.” If the delivery involved lumper fees or accessorial charges, the driver photographs those receipts too. Everything is attached to the same load record, organized and ready for invoicing.

Invoice and Settlement

With all documents attached — rate confirmation, BOL, POD, and any accessorials — the back office generates an invoice to the broker. The system tracks payment status: invoiced, payment pending, paid. On the driver side, the load is factored into the next settlement period. Driver pay is calculated based on the configured pay structure (per mile, percentage, or flat rate). Settlements are visible to the driver in their portal. The financial overview updates in real time as loads move through the pipeline.

End-to-end visibility: Every step in this workflow generates a timestamped record. If a broker claims they never received a POD, you can pull the upload timestamp and the image in seconds. If a driver says they were not notified about a load, you can show the notification log. The portal is your single source of truth.

⚖ Comparison

Portal vs. Spreadsheets

Most small carriers start with Excel, Google Sheets, or a whiteboard. Here is what changes when you switch to the Company Portal.

Capability	Company Portal	Spreadsheets
Real-time truck location	✓ Live map with ELD integration	✗ Call driver, update manually
Load status updates	✓ Automatic from driver app	✗ Manual cell edits
Document storage	✓ Organized by load, searchable	✗ Scattered across email and folders
HOS visibility	✓ Direct from ELD, always current	✗ Ask driver, hope for accuracy
Multi-user access	✓ Role-based, concurrent, logged	✗ File conflicts, no audit trail
Financial reports	✓ Auto-calculated from load data	✗ Manual formulas, error-prone
Driver communication	✓ In-app messaging, logged	✗ Text messages, no record
Compliance tracking	✓ Automated alerts before expiry	✗ Manual calendar reminders
Audit readiness	✓ Everything logged, timestamped	✗ Reconstruct from memory

The hidden cost of spreadsheets: Most carriers do not realize how much time they lose to spreadsheet management until they stop. Dispatchers spend 2-3 hours per day copying data between sheets, calling drivers for updates, and searching for documents. The Company Portal eliminates that overhead entirely. Those hours go back to moving freight.

🔨 Operations

Day-to-Day Operations

The portal is designed for the real workflow of a carrier — not a theoretical one. Here is how different departments use it throughout the day.

🌅

Morning Check-In

Dispatchers open the portal at the start of the day and immediately see which drivers are available, which loads are scheduled for pickup, and which deliveries are expected. The driver status board shows who has enough HOS to take a new load and who needs to wait. Overnight deliveries that were confirmed appear with PODs already attached. The dispatch map shows the current position of every truck in the fleet.

🕑

Midday Adjustments

As the day progresses, loads are picked up and deliveries happen. The pipeline updates in real time. If a driver is running late, the dispatcher sees it on the map before the driver calls. If a new load comes in that needs coverage, the dispatcher filters available drivers by proximity and HOS. Reassignments happen with drag-and-drop. Every change is logged with a timestamp and the user who made it.

🌓

End of Day Review

Before logging off, the dispatcher reviews the next day’s schedule. Loads that need drivers are flagged. Pending pickups are confirmed. The back office reviews completed loads and queues invoices for any that have all documents attached. The financial overview shows the day’s revenue. Safety staff check for any HOS violations that need follow-up. Everyone works from the same data, updated in real time.

💰

Weekly Settlement

At the end of each pay period, the system generates driver settlements based on completed loads. Each settlement shows the loads covered, miles driven, rate per mile or percentage, deductions (fuel advances, insurance, ELD lease), and net pay. Drivers review their settlements in the driver portal. Disputes are handled through the messaging system with full load records as backup. No more spreadsheet errors, no more manual calculations.

📋

Monthly Compliance

The compliance dashboard flags any driver whose medical card, CDL, or annual inspection is expiring within 30 days. Insurance certificates are tracked with renewal dates. Drug and alcohol testing records are maintained in the DQ file section. When FMCSA or a state DOT requests records during an audit, you pull them from the document center in minutes instead of digging through filing cabinets or email archives.

📈

Quarterly Analysis

Every quarter, owners and managers review the financial trends: revenue per truck, cost per mile, best and worst performing lanes, broker payment speed, and fleet utilization. The portal generates these reports automatically from load data. No manual aggregation needed. Compare quarter-over-quarter to see if changes in strategy are working. Identify which drivers are the most productive and which lanes are worth pursuing.

🔗 Integrations

Connected Systems

The Company Portal does not operate in isolation. It connects to every other module in the VAU0 platform and to external systems your operation depends on.

📡

ERETH ELD Integration

Real-time driver location, HOS data, vehicle diagnostics, and fault codes feed directly into the portal. No manual sync. The dispatch map, driver status board, and fleet health panel all pull from the same ELD data stream. When a driver starts or stops driving, the portal reflects it within seconds.

🚚

Carrier TMS

Loads created in the TMS appear in the Company Portal automatically. Status changes flow both ways. When a dispatcher updates a load in the portal, it updates in the TMS. When the TMS receives a new booking via API from a broker, it appears in the portal pipeline immediately.

🙋

Driver Portal

The driver-facing mobile experience is the other side of the Company Portal. What dispatchers see in the Company Portal, drivers interact with through the Driver Portal. Load assignments, document uploads, messages, and settlements flow between the two in real time. One action by the driver updates the dispatcher’s view instantly.

📜

Recruiter Module

When a new driver completes onboarding through the recruiter pipeline, their profile is automatically created in the Company Portal. DQ files collected during recruitment are already attached. The driver appears on the status board as “available” the moment onboarding is marked complete. No manual data entry to transition from applicant to active driver.

📱 Mobile

Access From Anywhere

The Company Portal is fully responsive. Every feature works on desktop, tablet, and mobile browsers. No app download required.

💻

Desktop Experience

The full experience on a large screen. See the dispatch map, load pipeline, and driver board side by side. Best for dispatchers and back office staff who work from a fixed location all day. All panels are resizable and can be pinned or collapsed based on your workflow preferences.

📱

Mobile Experience

Optimized for on-the-go access. Owners and managers can check fleet status, review financials, and approve settlements from their phone. The mobile layout prioritizes the information you need most: current fleet position, load status, and unread messages. Touch-friendly controls for quick actions like approving a load or responding to a driver message.

🔓

Secure Sessions

Every session is encrypted with TLS 1.3. Sessions time out after 30 minutes of inactivity by default (configurable). If you access the portal from a new device, you receive a verification notification. Admins can see all active sessions and force logout remotely if needed. Your data is protected regardless of which device you use.

🔔

Notifications

Browser push notifications keep you informed even when the portal tab is in the background. Configurable alerts for: new load assignments, driver status changes, document uploads, compliance expirations, and financial milestones. Choose which notifications you want and which channels to receive them on (browser, email, or both).

🏢 Company Portal