ZeitRide Admin mobile app

ZeitRide Admin is the mobile companion to the web portal for owners, administrators, and dispatchers. It puts your fleet, the live map, and the day's trips in your pocket so you can check on the operation and assign a driver without being at a desk. It is free with every ZeitRide plan.

It is built phone-first for iPhone and Android phones and also installs on iPad. The driver app is a separate app — see Which app do I install? below.

Installing the app

• iPhone / iPad — ZeitRide Admin on the App Store
• Android — ZeitRide Admin on Google Play

There is nothing to configure after installing: open the app and sign in.

Signing in

The Admin sign in screen asks for three things:

1. Company ID — your company's 6-character code. It's shown in the web portal's top bar (the company pill) and on Settings → Company.
2. Email or username — whichever you use for the web portal; both work.
3. Password — the same password you use on the web.

These are the same credentials as the web portal. There is no separate sign-up and no self-registration: your account is created by your company administrator on your employee record (see Inviting your team). If you can sign in to the portal, you can sign in to the app.

You stay signed in between launches. The app re-checks your access each time it opens or comes to the foreground, so a role change made in the portal shows up without signing out and back in.

If you can't sign in

• "Company ID must be 6 characters" — the code is letters and digits only; check it against the company pill in the portal's top bar.
• "Invalid credentials" or similar — try the other identifier (email instead of username, or the reverse) and confirm the password matches the web. Your admin can reset it and email you new sign-in instructions from your Access tab. Note that the app does not have a forgot-password link.
• "Can't reach ZeitRide" — the phone has no internet connection, or a firewall is blocking it. Try again on Wi-Fi or cellular.
• "This account no longer has access to the ZeitRide Admin app" — your login was deactivated, or your account's role no longer allows the app. Contact your company admin.
• "Your session expired" — just sign in again; nothing is lost.
• Still stuck? Tap Need access? Contact support on the sign-in screen.

The screens

The app opens on Fleet. From its header you reach Trips (calendar icon, on the left), the Live map (map icon), and Account (person icon). Which of these you see depends on your permissions — see What you can see.

Fleet

A list of every vehicle in your company — the same fleet as Vehicles in the portal. Each card shows:

• the vehicle's name and status pill (Active, Maintenance, Inactive)
• the driver it's attributed to, or No driver assigned
• the driver app's presence: App online (the driver's app has checked in within the last few minutes) or App offline, plus how long ago the vehicle was last active
• a camera chip when a dash cam is assigned (Camera on · Engine on / Camera online / Camera offline)
• compliance and maintenance chips when something is expiring, expired, due soon, or overdue

Vehicles with an online driver sort to the top, then the most recently active. Use the search box to find a vehicle by name, plate, or driver, and the filter chips to narrow to All, Online, Needs attention (vehicles in Maintenance or Inactive status, or with a compliance or maintenance item that needs action), or Camera. Pull down to refresh; the list also refreshes itself every minute while it's on screen.

Tap a card to open the vehicle.

Vehicle

The vehicle screen has four tabs:

• Overview — vehicle ID, status, the attributed driver and whether their app is online, the last reported location and where that location came from (the driver app or the vehicle's dash cam).
• Telematics — if your company has the ZeitRide dash cam connected: engine on/off, engine hours, camera position, when the camera was last seen, and alerts such as Unplugged or SD card removed. From here, company admins can open Camera settings to turn each camera and its video/audio recording on or off, set the recording profile, in-cab audio alerts, display units, and which safety events the camera detects, warns about, and saves clips for. Changes reach the camera within a few minutes. If the company has cameras provisioned but telematics is off, an admin turns it on from Settings → Integrations → ZeitRide Dashcam in the portal.
• Compliance — registrations, inspections, insurance and other dated records with their expiry status. Add compliance record creates one (record type, issue and expiration dates, reminder days, notes); tap an existing record's edit icon to change it.
• Maintenance — service history and what's due. Add maintenance logs a visit (type, service date, next due date, mileage and engine hours, vendor, cost, notes).

Documents attached to compliance or maintenance records are managed from the web portal; the app shows that an attachment exists but doesn't upload one.

Live map

Every vehicle that is reporting a location, plotted on one map. Positions refresh every 30 seconds. The Show whole fleet button zooms back out to fit all vehicles.

Tap a vehicle marker to open its card at the bottom of the map: the vehicle and plate, the driver (or Unassigned), when the position was last Updated, its Speed, and the Source of the location (the driver app or the vehicle's camera). Markers for vehicles whose last position is old are shown as stale rather than hidden.

If you grant location permission, the map also shows your own position so you can orient the fleet around you. See Permissions.

Trips

The day's schedule, one card per trip leg, showing the member, the pickup time (or Will call), the status pill (Scheduled, En route, Picked up, Completed, Cancelled, No show) and the assigned driver or an Unassigned marker. The screen opens on today; use the arrows or the date control to move to another day. Filter to Unassigned, Assigned, or All and search by member name. The list refreshes every 30 seconds and also updates live as drivers complete stops.

If your role allows creating trips, a + button in the header opens New trip.

Trip

Tap a trip to see the whole record: the member, the leg (outbound or return for a round trip), pickup and appointment times, funding source, level of service, the pickup and drop-off addresses with any unit numbers, the service details (mobility, service type, attendants, extra passengers, oxygen, infectious disease, multiloading allowed or exclusive ride, member phone), and the trip notes.

What you can do from here, when your role includes dispatch and the trip isn't already completed or cancelled:

• Assign driver on an unassigned trip, or Reassign on an assigned one — opens the driver picker below.
• Driver's day — the assigned driver's full list of stops for that date, in order, so you can see what else they have before moving the trip.
• Unassign driver — removes the driver from this leg for this date. You'll be asked to confirm.

Assignment changes made here show up on the portal's Dispatch board immediately, and vice versa.

Assign / Reassign driver

The picker lists available drivers, best fit first — the same suggestions the portal's Dispatch board makes, using the driver's schedule and the stops before and after this pickup. Each row shows the driver, their vehicle, where the trip would sit in their day ("First stop of the day", or after one stop and before the next), and a capacity check. A row is dimmed with a warning when the vehicle can't take the member's mobility type or the trip would conflict with an exclusive ride, so you can see the trade-off before you confirm.

Pick a driver, tap Assign to <driver>, and confirm. If no driver fits, the screen says so — check driver schedules and breaks on the Dispatch board in the portal.

New trip

Creates a regular trip with the same form as the portal's Create Trip, including your company's configured fields: pick the member (their mobility, seat type, service type and other needs pre-fill from their profile), choose One-time on a date or Recurring (weekly) on the days you select, fill in the pickup and drop-off addresses and times (or mark the leg Will call), add a Return trip if the member needs one, and tap Save trip. The app warns you about a possible duplicate if the member already has a matching trip that day. Broker trips still arrive through your broker connection in the portal — the app is for trips your office books directly.

Account

Your name, role and Company ID; whether the ZeitRide dash cam is connected for your company; Camera notifications (company admins choose which camera events send an email and to whom); Contact support; and links to the privacy policy, terms, and account deletion. Sign out is at the bottom.

What you can see depends on your role

Company administrators see everything. Other staff see what their portal role permits — the same permissions as the sidebar modules in the web portal:

If a button or screen you expected is missing, it's permissions, not a bug — see Roles and permissions.

What the app doesn't do

The app is for watching the operation and handling the assignment that can't wait. Everything else lives in the web portal:

• adding or editing vehicles, members, and employees (the app reads them; new vehicles appear here once added in the portal)
• editing an existing trip's times, addresses or member, cancelling trips, and anything on the Trip List
• billing, claims, invoices, and finance
• reports, forms, inspections, payroll, and timekeeping actions
• company settings, integrations, and user access
• uploading documents to compliance or maintenance records

Open zeitride.com on a laptop for those — see Navigating the portal.

Permissions

• Location — asked for when you first open the Live map. It is used only to draw your own position on the map so you can see the fleet relative to where you are. Your location is never sent to ZeitRide or to anyone else, and the app works fully if you decline; you'll simply not see your own blue dot.
• Notifications — the app doesn't send push notifications and doesn't ask for notification permission. Camera event alerts (under Account → Camera notifications) are sent by email.

The app needs an internet connection; it doesn't work offline.

Troubleshooting

• The map is blank or shows no vehicles — first check the phone's internet connection. Then check that the company actually has vehicles reporting a location: a vehicle only appears on the map once a driver signed in to the driver app has shared a position from it, or its dash cam has reported one. A fleet with no clocked-in drivers and no cameras has nothing to plot, and the map says No vehicles are reporting a location right now.
• "Couldn't refresh vehicle locations. Showing the last known positions." — a temporary connection problem; the map keeps the last positions and retries on the next refresh.
• Nothing loads, or you're signed out as soon as you sign in — either the company account is inactive or suspended, or your role no longer includes the permissions the app needs. Your company admin can check your Access tab; if the company itself is suspended, contact ZeitRide support.
• "No vehicles yet" — vehicles are added in the portal under Vehicles → Manage; they appear in the app on the next refresh.
• Fleet shows "App offline" for a driver who is on the road — presence is based on the driver app checking in within the last few minutes. The driver may have no signal, or isn't signed in to the driver app. Shift status (clocked in, on break) is on the portal's Dispatch board.
• A button is missing (Assign, New trip, Live map) — see What you can see depends on your role.
• The app says it needs the latest ZeitRide update — a feature on the camera settings or notifications screens needs a newer app version; update from the App Store or Google Play.

Which app do I install?

A driver's login does not work in the Admin app, and an office login does not work in the Driver app. If someone does both jobs, their admin issues them a login of each kind. For the driver side, see Driver app overview.