OnetraX Kullanım Kılavuzu

1. What is OnetraX?

OnetraX is a fleet management system built for logistics companies running international and domestic freight. From a single screen you manage:

The app runs in the browser; no installation required. You can access it from a computer, tablet, or phone with the same account. All data is stored in the cloud, not on your device.

2. Getting Started

2.1 Creating a free trial account

1. Click "Early Access" on the homepage.
2. Fill in the form that opens:

3. Click "Create My Account".

Your account is ready within seconds and you're signed in automatically. An isolated workspace specific to your company is created — no other company can see your data.

2.2 Signing in

1. Enter your email and password on the sign-in screen.
2. Click Sign In.

After signing in, the page refreshes and all your company's data loads. While loading, a "Loading data…" notice appears at the bottom of the screen.

2.3 Switching language

At the top of the left menu, next to the logo, you'll find TR / EN buttons. The moment you click one, the entire interface switches to that language. Your preference is saved in the browser — the same language opens the next time you sign in.

2.4 Signing out

The user card at the bottom of the left menu has a 🚪 Sign Out button. Signing out clears all data from the screen.

3. Getting to Know the Interface

Left menu

GENERAL
  ├─ Dashboard            → Monthly summary and fleet status
  ├─ Vehicles             → Tractor management
  └─ Trailers             → Trailer / semi-trailer management

OPERATIONS
  ├─ Shipments / Loads    → Position and trip records
  ├─ Drivers              → Payroll and staff tracking
  └─ Documents            → Document archive

The small numbers (badges) next to the menu titles show how many records are in that category.

Mobile use

On phone or tablet, the menu is hidden. Tap the ☰ (hamburger) icon at the top left of the screen to open it. It closes when you tap anywhere outside the menu.

Tables automatically switch to a card view on mobile; long text is truncated and expands to full length when tapped.

Notifications

When you add or delete a record, or when an error occurs, a short notice appears at the bottom of the screen and disappears after a few seconds.

Confirmation dialogs

Delete actions show the question "This record will be permanently deleted. Are you sure?" This is designed to prevent accidental data loss — deleted records cannot be recovered.

4. Dashboard

This is the first screen you see after signing in. It shows a summary of the current month.

4.1 Top cards

Click the Vehicle and Trailer cards to jump straight to the related page.

4.2 Recent Shipments

Lists the most recently recorded trips with position number, vehicle, route, and status. The "All →" button takes you to the Shipments page.

4.3 Vehicle Status Breakdown

Shows a visual breakdown of the fleet's On the Road / At Depot / In Maintenance status.

4.4 This Month's Financial Summary

Shows total income and total expenses side by side.

How is net profit calculated?

Income  = Sale freight rates of shipments recorded this month
Expenses = Vehicle expense items
        + Trailer expense items
        + Driver salary payments made this month
Net Profit = Income − Expenses
Profit Margin = Net Profit ÷ Income × 100

5. Vehicles (Tractors)

5.1 Adding a new vehicle

Click "+ Add Tractor" at the top right and fill in the form:

Click Save and the vehicle is added to the list as a card.

5.2 Vehicle cards

Each vehicle gets its own card showing plate, model, driver, status badge, and dates. Dates are color-coded based on how soon they expire (see Section 11).

• Click a card → Opens the vehicle detail page (Shipment & Expense detail).
• ✕ in the bottom right of the card → Deletes the vehicle (confirmation required).

5.3 Vehicle detail page

Opens when you click a card. Three summary boxes sit at the top:

• Total Sale Freight — total shipment income for this vehicle
• Total Expenses — total expense items for this vehicle
• Net Profit — the difference (shown in red if negative)

Below are three tabs:

In the Shipments tab, use the Filter button to pick a date range, and Clear to remove the filter.

5.4 Editing vehicle information

Click Edit on the top bar of the detail page. Update the driver, linked trailer, visa, green card insurance, traffic insurance, inspection, and this month's mileage fields, then click Save.

6. Trailers

Trailer management works the same way as vehicle management.

6.1 Adding a new trailer

Click "+ Add Trailer":

6.2 Trailer detail page

Opens when you click a trailer card. Manage this trailer's expense items and documents here. Trailer expenses are also included in the monthly expense total on the Dashboard.

7. Shipments / Loads

This is the heart of your operation. Every trip is kept as a position record.

7.1 Adding a new shipment

Click "+ New Shipment".

Vehicle and crew

Load and route

Finance

Fuel and mileage

Fuel ratio formula:

Fuel Ratio (L/100km) = (Total Liters ÷ (Return Mileage − Departure Mileage)) × 100

If the result is above 35 L/100km it's shown in red — a warning for abnormal consumption.

Status and notes

When you click Save, the shipment is added to both the main table and the related vehicle's detail page.

7.2 Shipment table

All trips are listed in a single table:

Pos. No · Vehicle · Trailer · Shipper · Consignee · Route · Date & Duration · Load Type · Tonnage · Purchase · Sale · Mileage · Fuel · Notes · Status

• The Purchase and Sale columns are only visible to the Admin role.
• Long notes are truncated on mobile; tap to see the full text.
• Delete a shipment with the ✕ at the end of the row.

8. Expense Items

Expenses are tracked per vehicle or trailer. Go to the "Expense Items" tab on the relevant detail page and click "+ Add Expense".

A saved expense is instantly reflected in the vehicle's Total Expenses and Net Profit boxes, and in the Dashboard's monthly summary.

9. Drivers and Payroll

9.1 Adding a new driver

Click "Add Driver":

9.2 Driver detail page

Opens when you click a driver card. The top bar shows three pieces of information:

• Net Salary — the contracted monthly amount
• Linked Vehicle — which tractor they drive
• Paid This Month — total payments made in the current month

9.3 Recording a salary payment

Fill in the "Add Salary Payment" form on the detail page:

Click Save Payment. The record is added to the Payment History table below.

10. Documents

You can archive CMR, visa, insurance policy, waybill, customs paperwork, and every other file you have, organized by vehicle and trailer.

10.1 Documents page

Go to Documents in the left menu. Vehicle and trailer tabs are listed at the top — click the tab for whichever vehicle's documents you want to see. (Trailer tabs are set apart with a dashed border.)

10.2 Uploading a document

1. Click "Upload Document".
2. Select one or more files from your computer.
3. Choose the document type in the window that opens.

Accepted file types: PDF, JPG, JPEG, PNG, DOC, DOCX Size limit per file: 20 MB

A progress bar appears while uploading. Don't close the page on large files.

10.3 Document types

10.4 Searching and filtering documents

Three filters work together on the Documents page:

• Search by file name — filters instantly as you type
• Date range — pick a start and end date
• Type buttons — All / CMR / Visa / Insurance / Waybill / Customs / Inspection / Other

The Reset button clears all filters.

10.5 Document actions

Every document row has three buttons on the right:

The "Delete All" button deletes every document for that vehicle/trailer at once — use it carefully.

11. Visa and Insurance Alerts

OnetraX tracks documents that are about to expire for you. Alert panels sit at the top of the Vehicles and Trailers pages.

Color codes

This color coding applies both to the alert panels and to date rows on vehicle/trailer cards.

Dates tracked

• Vehicle Visa
• Green Card Insurance
• Traffic Insurance
• Inspection
• Trailer Visa

Alert panels

Click a panel's title to open the list of at-risk vehicles in that category. The list doesn't push the page down — it appears as a popover on top. If there are many records, the list scrolls and a "+N more" indicator appears at the bottom.

12. User Roles and Permissions

OnetraX recognizes two roles. Your role is shown under your name in the user card in the left menu.

Admin

Sees and can edit everything:

• All vehicle, trailer, driver, shipment, and document records
• Purchase freight, sale freight, net profit, profit margin
• Every financial card on the Dashboard

Employee

Runs day-to-day operations, doesn't see financial information:

• Sees and adds vehicle, trailer, driver, shipment, and document records
• Purchase / Sale freight columns are hidden
• This Month's Income, Net Profit, and Financial Summary cards are hidden

Company data isolation

Every company only accesses its own data. This separation is enforced server-side — it isn't technically possible to reach another company's records.

13. Trial Period and Plans

Every newly opened account starts with a 14-day free trial.

During the trial

An info banner appears at the very top of the screen:

The "View Plans →" button on the right side of the banner takes you to the pricing page.

What happens when the trial ends?

The app switches to read-only mode:

• ✅ All your data is preserved — nothing is deleted
• ✅ You can keep viewing existing records
• ❌ You can't add, edit, or delete new records

The moment you choose a plan, your account returns to full access instantly and all your data stays exactly where it was.

14. Troubleshooting

I can't sign in

My data isn't showing up

Refresh the page (F5 or pull down on mobile). There can be a brief wait while data loads right after signing in.

The record I added disappeared

A confirmation notice appears at the bottom of the screen when a save completes. If you didn't see it, the save may not have gone through — check your internet connection and try again.

A document won't upload

• The file may be larger than 20 MB — try compressing it
• The file type may not be supported (only PDF, JPG, PNG, DOC, DOCX)
• On a slow connection, uploads can take a while; wait for the progress bar to finish

A driver / trailer isn't showing up in the list

Dropdowns only show registered data. Create the record on the relevant page (Drivers or Trailers) first, then go back to the shipment form.

The fuel ratio isn't calculating

All three fields need to be filled in and consistent: - Departure Mileage must be entered - Return Mileage must be greater than Departure Mileage - Total Fuel must be greater than zero

I can't see the financial columns

You're on the Employee role. These columns are hidden by design for this role. Talk to your company admin if you need access.

15. Frequently Asked Questions

Where is my data stored? All data is kept in an encrypted cloud infrastructure, in an area isolated specifically for your company. Nothing is stored on your device — so even if your computer breaks, your records stay safe.

How many people can sign in to the same account? Multiple devices can sign in at the same time. Contact our support team if you'd like separate user accounts for your team members.

Can I recover a deleted record? No. Deletions are permanent, which is why confirmation is required every time. We recommend downloading documents before deleting important records.

Can I use it on my phone? Yes. The app is mobile-friendly — just open the same URL in your browser and sign in with the same account. You can add it as a shortcut to your home screen.

Can I change the currency? Right now all amounts are in Euros (€). Let our support team know if you need a different currency.

Can I set the position number myself? No. Numbers are generated automatically in #7-2026 format to prevent skipped numbers and conflicts.

If I delete a vehicle, are its shipments deleted too? When a vehicle is deleted, its linked records are removed as well. If you want to keep historical shipment data, consider setting the vehicle's status to At Depot instead of deleting it.

What happens if I lose my internet connection? OnetraX works online. You can't save records while disconnected; refresh the page once your connection is back and continue where you left off.

Support

For questions the guide doesn't answer, you can reach out to our support team.