Help & Documentation

Quick Start Core Workflows Role Guides Core Solutions FAQs Support

Mastering TCMS

Understand the flow of your operations. From trip requests to payroll generation, see how everything connects.

Apr 2026

Quick Start

1

Setup Business

Configure your company profile, logo, and branches in Admin settings.

2

Add Resources

Add Vehicles and Employees. Create login accounts for your staff.

3

Start Ops

Assign trips, mark attendance, and tracking expenses immediately.

Core Workflows

The Trip Lifecycle

1. Request/Create

Manager creates a trip request with start/end points.

2. Assign

Driver & Vehicle are assigned to the trip.

3. In Progress

Driver starts trip. Status updates to 'Live'.

4. Complete

Trip ends. Metrics (Km, Time) are logged.

The Payroll Loop

Daily Inputs

Attendance & Overtime logged daily.

Deductions

Advances & Penalties recorded.

Processing

System calculates Net Pay automatically.

Payslip

PDF generated & emailed to staff.

Role Guides

Manager Responsibilities

You focus on day-to-day operations and team management.

Trip Dispatch: Ensure all vehicles are assigned and running on time.
Approvals: Review leave requests and driver expense claims daily.
Fleet Health: Monitor vehicle maintenance schedules and document expiry.

Driver Responsibilities

Your focus is on safe execution and accurate logging.

Attendance: Check-in when you start your shift. Check-out when done.
My Trips: View your assigned trips. Note start/end km readings.
Expenses: Upload fuel receipts immediately for reimbursement.

Need Specialized Access? Custom Roles are Available.

TCMS is not limited to just Managers and Drivers. The system supports Unlimited Custom Roles. Administrators can define unique roles with specific permissions to match your organizational structure.

HR Executive: Access only to Employee & Payroll modules.

Accountant: Access only to Expenses & Budgeting.

Fleet Supervisor: Access only to Vehicles & Maintenance.

Core Solutions

Cost Control

By tracking every expense against a specific vehicle or trip, you identify leakage immediately. "Unassigned" expenses are flagged.

Compliance

Never miss a renewal. Automated alerts for Insurance, Fitness, and Driver Licenses ensure you stay legal.

Efficiency

Automated payroll calculation saves hours of manual work and eliminates calculation errors.

Frequently Asked Questions

General & Account

If you've forgotten your password, go to the login page and click "Forgot Password?". Enter your registered email address, and we'll send you a secure link to create a new one. For security reasons, this link expires in 30 minutes.

Yes! TCMS is fully responsive and works great on mobile browsers. Additionally, you can Install as App using the browser menu (Add to Home Screen) for a native-like experience on both Android and iOS devices.

Administration

Navigate to HR & Payroll > Employees and click the "+ Add Employee" button. You'll need to fill in basic details like Name, Email, and Joining Date. Once created, an automatic email invitation will be sent to the user to set up their account.

Absolutely. Go to Admin > Roles. You can modify existing roles (like Manager or Driver) or create entirely new custom roles (e.g., "Accountant" with access only to the Finance module).

Payroll is calculated automatically based on the 'Salary Structure' assigned to an employee.

Gross Pay - (Absent Days x Daily Rate) - (Advances) - (Penalties) + (Bonuses) = Net Pay

You can review the generated payslip draft before finalizing and emailing it to the employee.

Fleet & Drivers

Mileage is tracked via Trip Logs. Drivers enter the Odometer Start reading when beginning a trip and Odometer End reading when finishing. The system validates these entries against the vehicle's last known reading to prevent errors.

Drivers can report issues instantly via the Maintenance module. This flags the vehicle as "Under Repair" in the dashboard, preventing it from being assigned to new trips until a manager marks the repair as complete.

Still have questions?

Our expert team is here to help you optimize your fleet operations.

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