Fleet and Live Tracking
Keep your truck list current, connect Samsara, and read the live map of where your trucks are.
Two related screens. Fleet (under Settings → Dispatch) is the list of trucks and trailers you own and dispatch. Live Tracking shows where they are right now; it needs Samsara connected and the Live Tracking add-on.
Fleet
Settings → Dispatch → Fleet opens Fleet Management — "Add and dispatch your own trucks and trailers. Samsara is optional."
Click Add Vehicle to open the Add Truck or Trailer form. Enter the Vehicle Number / Name, Type and Status, plus the license plate, year, make, model, VIN and mileage, then click Add Vehicle to save it. Give it a name your dispatchers actually say out loud — the name is what appears in a Daily Board route's Route trucks picker, so "26ft Box #3" beats a plate number.
Every vehicle is listed in the Fleet Roster with its type, plate, tracking and status. The status is one of:
- Available
- In Use — on active moves
- Maintenance — in the shop
- Out of Service
Out of Service is the status that stops dispatch. A truck marked Out of Service can't be put on a Daily Board route; the board refuses it. A truck in Maintenance can still be picked for a route, so when a truck can't run, mark it Out of Service: open it with the pencil, set the status and click Update Vehicle. Set it back to Available once it is fixed.
The trash icon removes a vehicle for good, and only an administrator can use it. Keep it for a vehicle entered by mistake or twice. For a truck you have sold, Out of Service is usually the better ending.
Carriers that run your freight are not part of your fleet: they are kept in Settings → Carriers.
Connecting Samsara
Settings → Integrations → Samsara opens Samsara Fleet Integration. Under API Configuration, enter your Samsara API Token, click Test Connection, then click Save Token. A saved token is never shown again; to check or replace it, type it in again and test it.
To bring your Samsara vehicles in, click Re-Sync Fleet from Samsara on that page, or Re-Sync Samsara on the Fleet page (the button appears once Samsara is connected). Each Samsara vehicle becomes a truck in your Fleet Roster, linked to its Samsara Vehicle ID with tracking on; a truck already linked is updated instead of added again. A re-sync copies each linked truck's name and details from Samsara and sets its status back to Available, so check any Out of Service truck after a sync.
For a truck you added by hand, open it and fill in its Samsara Vehicle ID under Optional Samsara Link, with Use Samsara tracking for this vehicle switched on. A sync then updates that truck instead of adding a second one, and the app keeps its last known location. Without Samsara, a truck is a manual vehicle and can still be dispatched.
Live Tracking
Live Tracking in the sidebar opens Live Fleet Tracking. It reads your vehicles straight from Samsara, under their Samsara names, and refreshes itself every 30 seconds (Auto-Refresh); Refresh reloads it now.
Across the top are Total Fleet, Trucks Out, Moving, Stopped / Parked, On-Duty Drivers and Driving Now. The map, All Fleet — Live Map, shows every truck with GPS. Click a truck in the list to focus the map on it, and All Trucks to go back.
The list beside the map has three tabs:
- Out — trucks with the engine on or moving.
- Stopped — parked trucks that have GPS.
- Drivers — drivers who are driving, on duty or in the sleeper berth, from their Samsara hours-of-service log, each tagged Driving, On Duty or Sleeper. Off-duty drivers aren't listed.
Search trucks or addresses finds one vehicle instead of scanning the map. Live Tracking shows trucks and drivers, not moves; to see which job a truck is on, look at its route on the Daily Board.
The empty states are information, not errors: No trucks out, No parked trucks and No active drivers mean nothing is happening right now.
If tracking will not load
- "Samsara is not connected for this company" means no Samsara API Token is saved yet. Click Open settings and add it.
- "Tracking unavailable", or "Loading from Samsara..." that never finishes, usually means the saved token no longer works. Go to Settings → Integrations → Samsara, enter the token again and click Test Connection; save a new token if it fails.
- "Location not available" on one truck means that vehicle isn't reporting — usually its gateway has lost power or signal, not a fault in the platform.
- Live Tracking missing from the sidebar means it isn't enabled for your company, or an administrator has the Block Live Tracking restriction on for you. Live Tracking is an Enterprise add-on; contact us rather than looking for a setting.