Getting started

A step-by-step guide for a new organization, from sign-up to the first report. Menus and buttons are named exactly as you will see them.

Register your organization

Organization name, contact person, email, the administrator’s phone (your login) and a password. The first 30 days are free, with every module, and no card is needed.

depot17.app → “Register your organization”

Add your cities

Cities group vehicles, drivers and reports. Add at least one before adding vehicles or drivers. A city administrator later sees only their own city.

Settings → Organisation and details → Cities

Add vehicles and drivers

One at a time with “+ Add vehicle” and “+ Add driver” (a driver needs a phone number and a password to sign in). Or all at once: “⬇ Template”, fill in the “Vehicles” and “Drivers” sheets and press “⬆ Import from Excel”. You see a check first, and nothing is saved until you confirm. Driver type: “Fixed” drives only the vehicles assigned to them, “City” any vehicle of their city, “Flexible” any vehicle.

Transport → Vehicles and Transport → Drivers

The driver signs in to the app

On the phone the driver opens depot17.app/login, chooses “I'm a driver” and enters their phone and password. Add the app to the home screen: on Android from the browser menu (“Install” or “Add to Home screen”), on iPhone in Safari via “Share” → “Add to Home Screen”. There is nothing to download from an app store.

depot17.app/login → “I'm a driver”

The first trip

In the app: “+ New trip”, the vehicle, the odometer, the route and “Start trip”. A refuel on the way goes in with “Fuel stop”; at the end the driver presses “Finish this trip” and enters the final odometer. Without a signal everything is kept on the phone and sent as soon as there is a network.

Driver app → “+ New trip”

Fuel prices from the statement

The driver records litres; the money comes from the fuel-card statement. Upload the WOG or OKKO file and each line finds its refuel by vehicle, date and litres. Cards named after people in the statement are bound once to a vehicle or a driver. Prices can also be entered by hand.

Transport → Fuel costs → Statement import

Reports

The “Vehicle trip report”, the “📒 Vehicle waybill register” for the accountant, “Fleet Running Costs” and, if you work with projects, the “🗂 Project report” for donors. Everything comes as PDF and Excel, and monthly reports can arrive by email.

Reports and mail → Reports

When you need more

Projects and donors

Settings → Modules → Projects. Link vehicles to projects and the driver picks the project when starting a trip; the project report splits kilometres, fuel and money between projects.

Trip tasks

Settings → Modules → “Trip tasks”. The dispatcher creates a task under Transport → Tasks: vehicle, date, route, purpose, project. The driver gets it on the phone and starts the trip straight from the task.

Administrators

Settings → People and access → Administrators. A super administrator runs the whole organization; a city administrator works with their own city.

Contracts, assets and stock

Separate sections of the menu: a contracts register with reminders, assets with handover acts, and stock counted by quantity.

We will help with the first steps

Write to hello@depot17.app and we will set it up together with you online. To see how it looks with data first, open the demo, no sign-up needed.