The Super Admin role in Detrack is assigned to sub-users who require advanced administrative access, closely resembling that of the owner account, but without billing privileges.
As a Super Admin, you can access and manage key job and organization settings, oversee user management, and view important job logs. This guide will help you navigate your responsibilities effectively and maintain smooth operational control across the platform.
Note: Super Admin Role cannot be assigned to any group. The role will have access to all groups without any restrictions.
Table of Contents
Log in to Detrack
Monitor Jobs Progress
Import your Jobs into Detrack
Assign Jobs to Drivers
Transfer Jobs Between Drivers
Set Up Vehicle Safety Checklists
Plan optimized routes for your drivers
View Reports & Analytics
Export Job Data and PODs
Adding Sub-User
View Activity Logs (i.e, Jobs, Notifications)
Set Up Recurring Jobs
How to Customize and Map Detrack Job Fields To Match Your Internal Naming Conventions
How To Customize POD Submission Option
How To Set Up Customer Notifications
Log in to Detrack
You have to log in to the Detrack Dashboard to be able to monitor jobs and view reports.
Enter your email and password to log in.
(Note: If you are on the Detrack website, you can click on Login at the top right of the navigation bar)
Monitor Job Progress
You can monitor the statuses of your jobs to stay updated on the progress of your drivers.
Click Jobs from the main menu.
Click Calendar to view jobs for the present day.
To view jobs for a specific day, click on the date and select the desired day.
Use the status tab to filter jobs based on categories such as "Delivered," "Failed," or "Pending."
Import your jobs into Detrack
You can import jobs into Detrack or create jobs manually in Detrack. If you are importing an Excel/CSV file, you can do so for either a single day or across multiple days
Importing jobs for a single day
Click Import Deliveries on the Jobs > Today’s Job page. You can select your desired date using the date selection filter.
Click Browse to select your desired job file.
Once you have selected your job file, click Import to upload your jobs into Detrack.
Importing Jobs across Multiple Days:
Click Jobs > Import Jobs.
Click Browse to select your desired job file.
Once you have selected your job file, click Import to upload your jobs into Detrack
Assign Jobs to Drivers
You can assign jobs to your drivers in a few simple steps:
Assign Jobs via the Jobs Table:
Select the jobs to assign/unassign.
Click Actions.
Click Assign/Unassign Vehicles.
Choose the driver from the dropdown option
Click Save
Assign Jobs via an Excel/CSV file:
Include the driver's name under the Assign to column in the job file.
Assign a route/run/trip to a driver.
Input a sequence number to arrange the job order in the driver’s phone.
Save the Excel file and Import the file into Detrack.
Transfer Jobs Between Drivers
You can use the Transfer Job feature to reallocate tasks between drivers based on availability and efficiency.
Click on Jobs > Vehicles
Click Transfer Jobs.
Select the vehicles involved in the transfer.
Select the jobs to be transferred and the vehicle by using the arrow buttons (>, >> , <, <<) to move jobs between drivers.
Set Up Vehicle Safety Checklists
Managers can set up safety checklists to ensure that all vehicles meet required safety standards before they go on their routes.
Navigate to Vehicle Check > Manage Checklists
Click on Add Checklist to create a new checklist.
Configure the settings for your checklist (eg. Name, Assigned Driver, Mandatory conditions)
Click into your newly created checklist and start configuring checklist items such as tire pressure, fuel levels, brakes. Click on Add checklist items
Drivers can then view and submit vehicle checks via the driver app
You can then monitor submissions in real time once driver submits a vehicle check
Plan Optimized Routes for your Drivers
You can plan optimized routes for your drivers to reduce fuel costs and boost productivity.
Navigate to Routes in the dashboard.
Create a depot to define the start point for your route
Configure options such as time windows, service time, depots and any other preferences.
Click Optimize Routes to generate the most efficient route for drivers.
Review the optimized routes and make adjustments if necessary before assigning them to drivers.
For detailed steps on creating a single route for a driver, you can read the guide here
For detailed steps on creating multiple routes for multiple drivers, you can read the guide here
View and Export Reports
We provide Reports and Analytics to help you monitor and optimize your delivery operations. Detrack has the following types of reports:
Daily Summary Reports - to help you with monitoring your daily operations
Job Summary - to analyze delivery performance based on job statuses over a 30-day period.
Driver Mileage - to deep dive into the mileage of each driver
Failed Reasons Reports - To identify top reasons for failed deliveries
To monitor your driver’s job progress or performance, you can have a snapshot via Jobs > Vehicles.
Export Job Data and PODs
Detrack allows you to export job data in Excel, CSV, or PDF formats for record-keeping and analysis.
Exporting Excel/CSV Reports
Click Jobs > Search Jobs.
Input the Date Range fields, then click Search.
Click Export and select Excel or CSV to download the report.
Exporting POD Reports (PDF Format)
Click Export.
Select one of the following options:
PDF (all PODs for today) – A single PDF file with multiple page, with each page containing a POD.
PDF (selected PODs only) – A folder containing individual PDF files, with each file representing one Proof of Delivery.
Adding Sub-User
To add sub-users, Click on the Users tab.
Click on Add User.
In the ensuing pop-up, enter in their Name, Email, and Role assigned.
View Logs
As a Super Admin, you have access to view detailed activity logs, allowing you to monitor key actions across the platform. This visibility helps ensure transparency, traceability, and better operational oversight.
To view the logs, you can navigate to Logs and select activity logs:
The logs will include:
Recurring Jobs
Job Transfers
Text / SMS
File Import / Export
Deleted Jobs
Set Up Recurring Jobs
The Recurring Jobs feature in Detrack enables you to automate job creation based on a predefined schedule—eliminating the need to manually create or import jobs each day.
To navigate, you can navigate to Today’s job
Select one or more jobs > Actions > Create recurring schedule
A pop-up will appear, prompting you to fill in the necessary details
For detailed steps to create recurring jobs, you can read the guide here
Super admin sub-users should also have access to the main settings. Feel free to visit our Detrack Help Center to read other necessary articles that will help you to set up the account.
How to Customize and Map Detrack Job Fields To Match Your Internal Naming Conventions
You can customize how your job fields appears in Detrack by mapping Detrack fields to your own preferred internal naming conventions. Field mapping enables you to rename Detrack field names to match your internal terms. For example, if Detrack uses Address but your organization calls it Delivery Address.
To access the setting, you can navigate to Settings > Job > Fields:
Under the Customized Header column, there should be fields for your to customize the name of the available fields. For Example, you can rename Detrack’s default header of:
D.O No in Detrack to Delivery Order Number
Date in Detrack to Delivery Date
Address in Detrack to Delivery Address
Detrack has over 100 fields that can be utilized to cater to your workflow. Feel free to enable, disable, or customize the available fields. Make sure to check our field description to ensure that it can help your business grow. You may check Detrack Fields For Job
How To Customize POD Submission Option
This setting allows you to have different requirements for their Proof of Delivery (POD). Detrack allows you to have the option to make certain items compulsory for your POD needs.
You can navigate to Settings > Delivery / Collection > POD:
Here are some examples of what you can configure when your drivers make a POD submission:
Signature is required – Drivers will have to capture a signature before submitting for completion if this option is enabled.
Name is required – Enabling this will make it compulsory for drivers to enter the recipient’s name.
Photo is required – Some jobs require photos to be taken for their POD. Enabling this option will enforce the driver to take a photo before submitting the POD.
Signature or Photo is required – Enabling this option will enforce the drivers to either take a photo or take the recipient’s signature before submitting the POD.
Note for captured photo is required – Enabling this will make it compulsory for drivers to add a note for a photo if photo is taken for submission.
Allow drivers to select photos from photo gallery – Enabling this will allow drivers to access and add photos from their phone’s photo gallery for POD submission.
How To Set Up Customer Notifications
You can set up Email and Text/SMS notifications in Detrack to keep your end customers and internal users updated throughout the delivery journey. Notifications are automatically sent based on changes in job events (eg. Pre-job, Heading to, Completed)
To access Email settings, you can navigate to Settings > Notification > Notification Settings:
Notifications are sent to customer baked on various events have taken place such as:
Info-received – New job is added.
Scheduled – Tracking status changed to scheduled. Job is assigned to a driver with a future delivery / collection date.
Pre-job – Pre delivery / collection reminder that can be sent up to 5 days before job date.
Heading-to – Driver tap 'Heading to' on driver's app.
Arrived – Driver tap 'Arrived At Location' on driver's app.
Completed – Job is completed successfully.
Partially-completed – Job is partially completed.
Failed – Job has failed to deliver / collect due to some reason.
Set Up Email Notification
Under the Email Settings, you can set up your email signature, sender name and customer reply-to email:
To set up the email triggers and rules, you may navigate to:
The Notification Settings and click Add Notification.
The Trigger tab, you can select the various trigger parameters for determining when and how you would like to send out a notification.
Click on Email tab and switch on the Send Email toggle to send notifications to end recipients.
Input the email addresses of your internal users who want to receive a copy of the email under the Additional Recipients.
You can customize the Email subject and Email body, as well as add in additional job details with variable tags.
You can visit our help page to see the detailed steps and information on how to set up email notification here.
Set Up SMS Notification
Under the Text / SMS Settings, you can set up your SMS provider credentials:
Note: You will need to subscribe to a third party SMS provider to set up the SMS notification.
To set up the SMS triggers and rules, you may navigate to:
the Notification Settings and click Add Notification
the Trigger tab, you can select the various trigger parameters for determining when and how you would like to send out a notification.
Under the Text / SMS tab, you can select the Send Text / SMS to field and from
Input the phone numbers of your internal users who want to receive a copy of the SMS under the Additional Recipients
You can customize the SMS body, as well as add in additional job details with variable tags. Make sure that it is not more than 160 characters. If the SMS body exceeds the limit, the SMS will be split and sent multiple messages.
You can set the time window for the SMS to be sent by adding Notification Start Time and End Time
You can visit our help page to see the detailed steps on how to set up SMS notification here
You can also see the SMS providers available in Detrack here
If you have any questions or need further assistance, don’t hesitate to contact our support team through live chat or send us an email to support@detrack.com.