Getting Started

Thank you for using our platform. Our goal is to improve communication in every part of over-the-road repair. We help you pull information directly from your vehicles, manage cases in one place, create professional estimates and invoices, and keep everyone current on repair status.

Set your account up in this order — each step depends on the one before it:

1. Create your Unit Types (Master Lists > Unit Types). These categorize your assets as Tractor, Truck, Trailer, and so on.
2. Create a master file for each of your Units (Master Lists > Units). A Unit Type is required to save a unit.
3. Optionally create Customers (Master Lists > Customers) if you want to link assets to the customers who own them.
4. With units loaded, you can start creating Cases under Cases.

Feature Guides

Step-by-step walkthroughs of each area of the platform.

• Case Management Searching and filtering cases, saved views, adding a case, and every tab on an open case — notifications, stances, fault codes, mileage, vendor search, inspections, invoices, bulletins, and files.
• Billing Workbench Building an estimate, approving and denying lines, syncing forward to the work order, mechanic time punches, non-billable work, and producing the invoice.
• Parts & Inventory The parts catalog and stock status, creating parts, tire specifications, recording inventory transactions, stock by location, and the inventory summary.
• Maintenance Schedules Building preventive maintenance schedules, assigning units in bulk, recalculating next due, working the due list, and recording a completed service.
• Inspections Starting and performing an inspection on a phone, photos and signatures, completing and reviewing, the PDF, and turning failed items into cases or work orders.
• Maintenance Board Publishing a case to the board, the board and map views, priority tiers, and accepting a job into the Billing Workbench.
• Units The unit list and filters, adding a unit with a VIN lookup, importing from Excel, and every tab on the unit record — metrics, mileage, case and work order history, inspections, maintenance, warranty, fault codes, files, and tires.
• Tire Management Account rotation patterns, defining a tire in the parts catalog with its size, ratings and tread limits, setting up a unit's axles, and installing, reading, rotating and removing tires by wheel position.

Account Types

RoadBays has three separate portals. When you create your account, choose the one that best fits your organization. If you have questions about switching your account type, reach out to support@roadbays.com.

Customer / Fleet Portal

The customer portal is for fleets and owner-operators, from one truck to 5,000 and up. It is built to improve communication across every part of over-the-road repair and to increase your productivity and efficiency.

Service Portal

The service portal lets individual mobile technicians, fleets of mobile technicians, and service centers manage repairs. You can communicate with any customer, approve repairs, and invoice that work. When the customer and the service provider are both on RoadBays, cases, telematics data, fault codes, documents, repairs, and invoices are shared between you.

Partner Portal

The partner portal lets an organization oversee and help manage over-the-road repairs on behalf of customers or service providers. The customer or service account must accept the partner's access by entering a key that links the partner to their account. Partner access is currently enabled by contacting support@roadbays.com.

Brands

The Brands master list is where you build your list of brands. These records are used throughout RoadBays, including on Stances, and let your team filter and sort data to make faster decisions.

Brand Types

Brand Types categorize your brands, so you can group them by the kind of product they cover.

Customers

The Customers master list is where you build your list of customers. Each customer can be assigned to an asset (unit), which helps your team filter and sort data when they are managing over-the-road incidents.

Company Shops

Enter any shops your organization runs. Once they are in RoadBays you can:

• Assign specific cases to your own shop.
• Run reporting based on those shops.
• See them in the Vendor Search tool, so your team can view company shops on a map and determine whether an outside vendor is needed.

Company Vendors

Company Vendors keeps track of your preferred vendors inside RoadBays. Once entered, they appear in the Vendor Search tool alongside your own shops and the wider RoadBays network.

Payment Types

Payment Types categorize the payments recorded on invoices. They appear in the Payments tab at the invoice level. Recording payments there lets your team reconcile invoices and catch over- or under-payment.

Repair Reasons

Repair Reasons categorize why a unit is in for service. They appear on the case and invoice screens, and are one of the filters on Case Search.

Stances

Stances let you specify the procedures and tasks your team should follow. They appear on the case screen so whoever is working a repair can see your standing policy without having to ask.

Stance Types

Stance Types categorize your stances.

Units

Units are your assets. They need to be loaded into RoadBays before you can open cases against them. A Unit Type is required to save a new unit, and a customer can be assigned to a unit if you want to link that asset to a customer.

See Getting Started for the order to set these up in.

Unit Types

Unit Types categorize your units.

Users

Specify which users have access to your account.

User Types

RoadBays currently has two user types, Agent and Driver. An Agent can view all cases. A Driver can only view cases assigned to them.

Permissions

Each master record has its own Add, Edit, and Remove permission. Check the permissions you want a user to have and they will be able to add, edit, or remove records of that type.

Vendor Search

Vendor Search is a mapping tool for finding service providers near an over-the-road incident. It shows your company shops, your company vendors, and vendors from the wider RoadBays network.

Likes

We are building a shared body of data so every organization can find reputable service providers. Like the providers you would use again — it feeds future features.

Comments

You can comment internally, where only your own organization sees it, or externally to the RoadBays community. Share what actually happened — turnaround time, whether they called back, whether the invoice matched the quote.

Maintenance Board

The Maintenance Board gives your vendors the ability to accept repairs, view case details, and communicate throughout the repair process.

Fleets can publish all of their maintenance needs to a board view or a map view — think of taking your DOT and red-tag trailers and putting them on a board — then share that board with service vendors to do the work. See the Maintenance Board guide for the full walkthrough. Where a telematics integration is connected, we pull the asset's latitude and longitude from the provider's API, show where that tractor or trailer is on a map, and give turn-by-turn directions. Letting fleets and service providers both see real-time location data goes straight at an industry-wide problem: dry runs.

Integrations

We continue to build out integrations that improve the repair process. Check our Marketplace to see whether we already connect to something you use.

Most of our integrations use OAuth 2.0, an industry-standard protocol for authorization into external products. Once connected, RoadBays is granted access to that product's API.

1. Click Connect on the integration you want in our Marketplace.
2. Complete the OAuth sign-in for that product.
3. Import the required data on the integration. This step is what turns on features such as fault codes and GPS locations — without it, the connection is live but no data flows.

Contact Us

Submit a question below, or email us directly at support@roadbays.com.