This manual walks you through everything you need to run daily last-mile operations with Fleetune: one-time setup, dispatching routes, monitoring the day live, and reviewing history. It is organized as a series of scenarios in the order a new team actually uses the product. Each scenario states its goal, who performs it, what must be ready beforehand, and the exact steps to follow in the console (us.fleetune.com) or the Fleetune Driver app.
Screens shown in this manual may differ slightly from the live product as features evolve. For current plan pricing, see the pricing section at us.fleetune.com.
Part 1First-Time Setup
Before you dispatch your first route, set up three things: your account preferences, a Plan Config (depot + optional delivery zones), and your drivers. This part takes 15–30 minutes for a typical fleet.
Scenario 1Set Your Operation Timezone and Display Preferences
Distance units (miles/kilometers) and time format (1h 4m vs 64min) can be changed at any time from the Display popover on the Plan screen — they only affect how values are displayed, never how routes are calculated.
Scenario 2Create a Plan Config and Set Your Depot
A Plan Config bundles a depot and (optionally) delivery zones under one name, such as "North Dallas Metro". Standard dispatch can use just the depot; Zonal dispatch requires zones (Scenario 3).
The depot is the starting point used by both fixed (Standard) and zone-based (Zonal) dispatch when "Start from depot" is on. You can edit it later with Edit depot location.
You can also supply depots per-dispatch by adding a "Depots" sheet to your stops workbook (see Scenario 6). A depot set in the Plan Config is the default.
Scenario 3Draw Delivery Zones and Assign Zone Drivers (for Zonal Dispatch)
Upload a past stops file with Load stops file to overlay real delivery points on the map while you draw — zone borders are much easier to place when you can see where your actual demand is.
Stops that fall outside every zone are reported as unassigned during Zonal dispatch, and you decide whether to accept or discard the result (Scenario 8).
Scenario 4Register Drivers
- Full name and Phone — the phone number is the driver's app login identity, so it must be the driver's real mobile number.
- Type (Sprinter, Box truck, Cargo van, Pickup) and Unit #.
- Capacity (packages) — the load ceiling used when routes are built.
- Max stops (optional) — per-driver cap; the dispatch default applies if empty.
- Garage address (optional) — where this driver's routes can end when "End at: Garage" is selected.
Truck-class vehicles can carry height/width/length/weight dimensions, which are used for truck-legal routing when the dispatch vehicle option is set accordingly.
Scenario 5Driver App Onboarding (Driver's Phone)
- Allow location, then Allow all the time — dispatch needs live location while you drive.
- Allow camera — required for proof-of-delivery photos.
- Exclude Fleetune from battery saving — prevents the phone from silently stopping location updates mid-route.
In Settings → Driving, drivers can turn on Auto-arrival so the delivery confirmation opens automatically when they get near the stop (default radius 300 ft), and Auto-navigate after PoD to jump straight to navigation for the next stop after submitting proof.
If a driver can't sign in, the most common cause is a phone number mismatch — verify the number saved on the Drivers page matches the driver's device exactly.
Part 2Dispatching Routes
The Plan screen is where a day's work is created: import stops, choose options, create routes, and push them to drivers. The screen guides you through 4 steps: 1 Import stops → 2 Options → 3 Create routes → 4 Push to drivers.
Scenario 6Import Stops
- File — drag and drop an Excel/CSV file, or click to browse. Click Download template first if you don't have a file in the right shape yet.
- Paste — paste a Google Sheets URL. The sheet must be shared publicly as viewer.
- Manual — type an address, packages, recipient and optional route name, then click + Add stop. Repeat per stop.
Column | Meaning |
Stop # | Optional fixed visiting order within a route |
Address | Delivery address (required) |
Packages / Pkgs / Qty | Package count (default 1) |
Service time / Working minutes | Time spent at the stop |
Recipient / Customer | Recipient name |
Phone | Recipient phone |
Window start / Window end | Delivery time window |
Note 1–3 | Free-text notes shown to the driver |
Arrival notify | Send the recipient an arrival notification |
POD photo / POD signature | Require photo / signature proof at this stop |
Reference / PO / Order | Your order reference |
Route | Groups stops under a named route (pre-grouping) |
The same workbook can include a "Drivers" sheet and a "Depots" sheet (depot type: Delivery, Pickup, or Both) — one upload can carry the whole day's plan.
A stop must geocode to coordinates to be dispatched. "Import at least 1 stop with coordinates" on the dispatch button means no rows geocoded successfully.
Scenario 7Run a Standard Dispatch
- Route: Fastest or Avoid tolls.
- Vehicle: Driver's vehicle, Car, or Custom truck (with dimensions).
- End at: Auto, Depot, or Garage (uses each driver's garage address).
- Schedule anchor: Depart at a fixed start time, or Arrive by a deadline (routes are planned backward).
- Max stops / driver (empty = Unlimited).
If you schedule "Depart at" in the past, Fleetune warns you ("Still in the past…") — pick a future time or confirm Dispatch anyway.
Creating routes does not notify drivers yet. Nothing reaches the driver app until you Apply (Scenario 9).
Scenario 8Run a Zonal Dispatch
- Accept — keep the zone routes and leave those stops unassigned (you can reassign them by hand afterward), or
- Cancel — discard the whole dispatch result.
Zonal keeps drivers in familiar territory day after day — best when your recipients and geography are stable. Use Standard when the stop mix changes daily.
Scenario 9Review Results, Adjust, and Apply (Push to Drivers)
- Drag stops to reorder within a route ("Drag to reorder").
- Reassign to another driver or Remove from route (move to unassigned) from a stop's menu.
- Assign to Route for unassigned stops.
- creates the live missions, and
- sends each assigned driver a push notification ("New route assigned — You have a new route. Open the app to start.").
After applying, small changes don't require a re-dispatch: reorder, reassign and cancel are all available on live routes (Scenario 14).
Part 3Running the Day — Live Operations
Scenario 10Monitor Drivers and Missions in Live
A driver showing Offline usually means the app lost location permission or the phone's battery saver killed background updates — re-check the permission steps in Scenario 5.
Scenario 11Track Stops Across All Routes (Stops Screen)
- Delivered — completed; "Delivered late" (amber) marks an SLA miss.
- Upcoming — not yet attempted; "Running late / Late" (red) flags at-risk stops in real time.
- Failed — attempted, could not deliver (reason recorded).
- Skipped — passed over by the driver or dispatcher (reason recorded).
"Hide completed deliveries" keeps the list focused on what still needs attention; the Dashboard's "Needs attention" panel (Scenario 16) is the cross-day version of the same idea.
Scenario 12Share a Tracking Link with a Recipient
The tracking page only ever shows that recipient's own stop and coarse delivery states (upcoming / delivered / failed / skipped) — internal operational detail is never exposed. Links expire after the delivery is closed out.
Scenario 13Driver App — Running a Route
1. Receive — the phone gets the push "New route assigned". Open the app: the route card on the Transport tab shows stops, distance and estimated time. Tap View route.
2. Start — on the Map tab, review the NEXT STOP card and the All stops list, then tap Start driving.
3. Navigate — tap Navigate to open the stop in your chosen navigation app (Google Maps / Apple Maps / Waze). Drive.
4. Arrive — tap Mark arrived (or let Auto-arrival open the confirmation automatically near the address).
5. Prove — the Proof of Delivery sheet offers PHOTO (capture one or more delivery photos) and/or SIGNATURE (recipient signs on screen; "Signature waived" / "Signature refused by recipient" are recorded options). Add an optional note and tap Submit.
6. Complete — tap Mark Delivered. If several packages share one address, "DELIVERIES AT THIS LOCATION" groups them and All delivered here closes them in one action. The app advances to the next stop (and auto-opens navigation if the driver enabled it).
7. Exceptions:
- Mark failed — choose a reason: Not home, Refused delivery, Damaged / spoiled, Wrong address, Could not access, Other.
- Skip a stop — in Edit route → Reorder, use Skip stop with a reason (Return later, Business closed, Could not access, Other). Reopen later with Reopen stop.
- Add a stop — Edit route → Add stop: type the address or drop a pin, set packages and proof requirements, Add to list. The route and ETA recalculate.
- Reorder — drag stops in Edit route → Reorder; distance and ETA update.
8. Finish — after the last stop the route shows Route complete / End of route (returning to Depot or Garage if the route was planned that way). The route moves to the Completed tab.
Offline is handled automatically — stop actions and photos queue on the device and sync when coverage returns. Location sharing can be paused ("Pause location sharing") and auto-resumes after 30 minutes.
If dispatch cancels or re-dispatches the route mid-day, the driver sees "Route canceled — This route was canceled by dispatch…" or "Route updated — …Select your new route." Delivered stops are always kept in history.
Scenario 14Mid-Day Changes: Reassign, Edit Live Routes, Cancel
Reassign an entire route (driver called in sick, truck broke down):
Edit stops on live routes:
Cancel a route or a whole dispatch:
Canceling is a record-keeping action, not a delete — History keeps the full picture for reporting, and the canceled route remains visible with a Canceled badge.
Part 4Reviewing Work — History and Dashboard
Scenario 15Review Dispatch History and Actual Driven Tracks
A dispatch that was created but never applied can be published from History later — Publish routes creates the live missions and notifies drivers, exactly like Apply on the Plan screen.
Scenario 16Read the Dashboard
Part 5Billing — Prepaid Passes, Stops, and Add-Ons
Scenario 17Buy a Pass and Understand What's Included
Fleetune is sold as a prepaid pass. You pay once, up front, and there is no recurring charge — nothing renews automatically. A pass grants two things at the moment of purchase: a vehicle count and a pool of stops, both usable until the pass expires. The price and the stop pool depend only on how many vehicles you buy; the duration you pick simply decides when the pass expires.
Plan | Per vehicle | Stops / vehicle (granted in one lump) |
Starter | $39.00 | 500 |
Pro | $69.00 | 800 |
An Enterprise plan is available for larger fleets at negotiated pricing — contact Fleetune for a quote.
Buying again while a pass is still valid stacks: the new stops are added to your pool, and the expiry date moves out by the full duration you picked — your remaining days are never thrown away. Vehicle counts are cumulative and cannot be reduced, because a pass is paid in full up front.
If you run out of stops before the pass expires, buy a stop add-on on the same page — it adds stops without changing the expiry date.
When a pass expires, any unused stops are forfeited and have no cash value, drivers are suspended, and the account becomes read-only until a new pass is purchased. Purchasing again restores access. For exact current rates, see the pricing section at us.fleetune.com.
Scenario 18Review Usage and Transactions
A failed apply never records usage — every entry you see in Transactions maps to a completed operation.
Appendix AStatus Glossary
Term | Where | Meaning |
Upcoming | Stops, Tracking | Not yet attempted |
Delivered | Everywhere | Completed; "Delivered late" = after its ETA (SLA miss) |
Failed | Everywhere | Attempted, could not deliver; reason recorded |
Skipped | Everywhere | Passed over (driver or dispatcher); reason recorded; unfinished stops of a canceled route are recorded as skipped |
En route / At stop | Missions | Driver rolling / dwelling at a stop |
Behind / Blocked / At risk | Missions, Dashboard | Schedule slipping / stuck / predicted to miss |
Planned / Completed / Canceled | Missions | Route lifecycle |
Online / {n} min ago / Offline / No schedule | Live | Driver location freshness |
Unassigned | Plan, Stops | Stop not attached to any route |
Appendix BTroubleshooting Quick Reference
Symptom | Check |
Driver can't sign in to the app | Phone number on Drivers page matches the device; use Resend code |
Driver shows Offline while driving | Location permission "Allow all the time"; battery-saver exclusion; location sharing not paused |
Dispatch button disabled | Tooltip explains the reason: no geocoded stops, no drivers selected, zone without driver, or unassigned named routes |
Stops failed to import | Open "Parse errors detected", fix the listed rows, re-upload; check the template column names |
Recipient link shows "expired" | Links close after the delivery is finalized; copy a fresh link while the route is live |
Routes don't reach the driver | Apply (or Publish routes in History) actually run? Driver signed in with notifications allowed? |
Appendix CSupport
Questions or issues: contact us from the website's Contact form, or email support. Legal documents — Terms of Service, Privacy Policy, Refund Policy — are available in the site footer at us.fleetune.com.
Ready to run your first dispatch?
Prepaid passes start at $39 per vehicle, with 500 stops granted up front — minimum 3 vehicles, no auto-renew.
Start Free Trial