Detrack Onboarding QuickStart Guide
This guide walks you through everything you need to go live with Detrack — from setting up your account on day one to running daily delivery operations and unlocking advanced features in you first 14 days
You can get the complete PDF version with step-by-step screenshots, field mapping references and a printable settings checklist: 👉 Download the guide
Day 1 — Account setup essentials
Step 1: Register your drivers and vehicles
Every driver needs the Detrack app installed before jobs can be assigned to them.
Search "Detrack Proof of Delivery POD" on the App Store or Google Play Store and have your drivers install it on their phones
Have drivers scan your Detrack QR code to link their app to your account. (Alternatively you can also get them to send their Detrack ID over to you)
Once this is done, you can start assigning jobs to them from the jobs table page
Drivers can then view and complete jobs with a POD submission
Step 2: Complete the one-time settings checklist
Configure these settings before importing any jobs. Getting these right upfront saves time later.
Date format — Settings > Job > Options
Autogenerate D.O. number — Settings > Job > Options
Mapping of Job fields — Settings > Job > Fields
Enable auto-rescheduling of failed jobs — Settings > Job > Reschedule
Geocoding country — Settings > Job > Options
Delivery POD settings — Settings > Delivery > POD
Failed reasons — Settings > Delivery > Reasons
PDF / POD layout — Settings > PDF
Shipping labels — Settings > Shipping Label
Allow drivers to see future jobs - Settings > Job > Options
(By default drivers only see jobs for the current date)
Note: If you handle collections as well as deliveries, confirm whether you need Courier Mode for multi-pickup workflows — your support team can enable this.
Week 1 — Daily workflow fundamentals
Choose your job import method
There are four ways to get jobs into Detrack:
Manual entry — create jobs one by one directly in the dashboard as they come in.
Excel / CSV import — download the template from the dashboard, map your columns to Detrack fields, and import in bulk.
Native integrations — Detrack has pre-built integrations with a number of platforms such as Quickbooks,Xero,Shopify and more
API integration — for ERP systems like SAP or NetSuite, your IT team can connect via the Detrack API.
Your daily operational routine
Four recurring tasks form the backbone of every delivery day:
Morning — Import jobs: upload your job list into the system.
Morning — Assign to drivers: drag and drop jobs onto drivers, or use Route Optimisation (Advanced plan).
During the day — Monitor progress: track drivers on the live dashboard, search by D.O. number, name, or address, and download POD photos from any completed job.
End of day — Export report: download your daily delivery summary including completion status, timestamps, and all POD data.
Driver milestones and final delivery statuses
Driver milestones, in sequence: Job Assigned → Heading to Location → Arrived at Location → POD Complete
When these milestones are enforced, customer notifications will then be sent out accordingly
Final delivery statuses:
Completed — delivery successful, POD photo and/or signature captured.
Partially completed — some items delivered, some not; driver can note which.
Failed — delivery unsuccessful; re-attend options available and staff can be auto-notified.
Configuring popular features of Detrack
Customer notifications
Keep customers and staff informed automatically. All notification settings are found under Settings > Notification.
Out for delivery — alerts customers when their job is assigned to a driver. Requires the "Heading to Location" milestone to be enabled.
Delivery completed / failed — automatically emails customers with POD confirmation or a failure notice.
Pre-delivery notification — schedules a same-day heads-up so customers know to expect their driver.
Staff alerts — notifies your team (not the customer) when a delivery fails so action can be taken immediately.
SMS notifications — requires a third-party provider such as Twilio or Vonage. Sign up directly, then enter your credentials in Settings > Notifications > SMS Settings.
For the full guide you can refer to these links:
For Email notifications - https://help.detrack.com/en/articles/10660487-how-to-set-up-email-notifications
For SMS notifications - https://help.detrack.com/en/articles/10694877-how-to-set-up-text-sms-notifications
Route optimisation
Navigate to the Routes page
Set up your depot location(s).
Group jobs by region or time window.
Click Optimise to auto-sequence stops.
Review and assign the run to drivers.
For the full guide you can refer to: https://help.detrack.com/en/articles/9393876-multi-driver-route-optimization-vrp-quick-guide
Vehicle checks/inspections
Navigate to the Vehicle checks page
Set up your checklist template.
Enforce pre-start or end-of-day checks.
Have your drivers complete the
Enable email alerts for submissions.
Review submitted checks
For the full guide, you can refer to: https://help.detrack.com/en/articles/9711240-setting-up-your-vehicle-inspection-checklist
You can get the complete PDF version with step-by-step screenshots, field mapping references and a printable settings checklist: 👉 Download the guide