ROADCASE / GETTING STARTED / COMPANY DIRECTOR
Getting started with RoadCase.
The path from your first sign-in to the first green scan on the dock. Written for the company director. Tick each step as you finish it. Your progress stays on this device.
RoadCase getting started guide. Questions: support@roadcase.tools. Open the guide at roadcase.tools/getting-started.
Sign in and secure your account
Your first sign-in and one-tap access on each device.
0/3Sign in with an emailed code+
Open the sign-in page and type the email address your RoadCase contact invited. Press GET CODE.
RoadCase does not send an invitation email. The 6 digit code is sent when you ask for it.
There are no passwords and no PINs. If no code arrives, wait a few minutes and try once more, then write to support.
Turn on Face ID or Touch ID+
After your first code sign-in the app offers Face ID or Touch ID. Accept it, and the next sign-in is one tap.
This works on app.roadcase.tools. Each phone and laptop is set up separately.
Every device asks you to sign in again every 12 hours. The emailed code always works as the fallback.
Use your company link if you were sent one+
Your RoadCase contact may have sent a company link that starts with app.roadcase.tools/join.
Opening it saves your company name on that device and takes you to sign-in. Signing in does not depend on it.
Keep the link private. If it is lost, ask support for a new one.
Set up your company
Departments, truck types, case types, destinations, your first show and your crew. Done on a laptop in Admin.
0/6Add your departments, with initials+
Go to Settings, then Departments. Add each department with 1 to 3 letters of initials and a label color.
The initials become the start of every case id, for example CRP-001. A department with no initials cannot receive imported cases.
Choose initials that differ from each other. RoadCase does not check them for you.
Add truck types+
Go to Settings, then Truck Types. Give each type a name and an ID prefix of letters only, such as TRK.
Optionally enter the standard internal dimensions and payload. Each truck you register copies them.
The prefix is fixed once trucks use it.
Add case types and destinations+
Go to Settings, then Case Types. Each type can carry default dimensions, declared value and country of origin.
Then open Destinations and add where cases go, with an optional short abbreviation and label color.
Every case needs a case type and a destination, so add these before creating or importing cases.
Create your first show+
Only the company director can create a show. Go to Settings, then Shows, and press CREATE FIRST SHOW.
Enter a show name and a show code of 2 to 16 letters, digits or hyphens. The code cannot be changed later.
Trucks, cases and imports all work inside the active show, so this step comes before them.
Set the production name and logo+
Tap the show in Settings, then Shows. Enter the production name and upload a logo.
These print on every case label, manifest and truck sign.
This change needs a sign-in from the last 5 minutes. If the app asks you to sign in again, do so and repeat the change.
Add your crew+
Go to Settings, then Users and Access. Add each person with a name, email address and role.
Every person who signs in and can do more than view uses one seat, and that includes scanners. View-only people are counted separately.
If the app says the seat limit is reached, write to support. Only RoadCase can raise it.
First truck, first cases
Register a truck, then load real cases and items so the dock has a plan to scan against.
0/4Register your trucks+
Go to Trucks and choose REGISTER TRUCK, or BULK REGISTER for up to 30 at a time.
Pick a truck type and the next free id is filled in for you.
The truck appears in the list with zero cases expected.
Create or import cases+
For a few cases, use CREATE CASE on the Cases page. For many, open Import, pick the department and download its CASES TEMPLATE (EXCEL).
A case needs a name, a case type, a destination and its length, width and height. Weight and value can follow.
After upload, review the rows and press COMMIT ALL. Rows marked NEEDS INFO stay behind until you fix them.
Import items after the cases+
On the Import page download the ITEMS TEMPLATE (EXCEL) for the same department.
Its Allocated Case column lists only cases that already exist, which is why cases come first.
An item needs a description, a case, a quantity, a value per unit and a country of origin.
Assign cases to their planned truck+
The plan is what the dock scans against. Assign each case to the truck it should travel on.
Cases with no truck are listed under the unallocated filter on the Cases page.
The dashboard shows cases, items and truck counts so you can check the totals against your own list.
Labels and paper
Case labels, truck signs and contents sheets. Printed live from the app.
0/4Print case labels+
Open Print, choose a case and open its label. Labels are 4 by 5.5 inches.
Print at 100 percent scale with background graphics turned on, or the department color bar will not print.
Print from Chrome or Safari, not from inside a chat app browser. Put one label on each case.
Print a sign for each truck+
Open Print, choose a truck and open its truck sign. It prints as landscape pages with the truck id in large type.
The sign carries no QR code. Crew read the id off it and open that truck in the app.
Tape one sign at each truck door.
Print contents sheets and the draft manifest+
Each case has a contents sheet. The dock version hides values and origin and can go on the case. The customs version shows them and stays with paperwork.
Each truck has a draft manifest. Empty source fields print as MISSING so you can see what still needs filling.
Keep printed manifests and truck signs on site. They are your fallback if a device or connection fails.
Optional: fit NFC door tags+
A tag lets a crew member tap a phone on the door to open that truck. Use an on-metal tag, because standard stickers do not read on steel.
Program each tag with app.roadcase.tools/open/ followed by the truck id, and test the address in a browser first.
Without a tag, crew open the truck from the LOAD TRUCK list in two taps.
First scan on the dock
Install the app on a phone, open a session on a truck and scan the first case.
0/5Install the app on each phone+
On iPhone, open app.roadcase.tools in Safari. Tap Share, then Add to Home Screen, then Add. Open RoadCase from the home screen icon from then on.
iPhone blocks scan sessions in a browser tab, because iOS clears tab storage after 7 days. The app shows INSTALL REQUIRED until it is installed.
On Android, use Chrome and accept the install prompt. Allow the camera when asked.
Sign in on the phone+
Tap SIGN IN and use Face ID or Touch ID. On a new phone, enter your email and the 6 digit code, then accept the Face ID offer.
Sign in where there is signal. The session then carries the whole shift offline.
One phone, one person. Do not sign in on someone else's phone or hand yours over.
Open a session on a truck+
Tap the phone on the truck's door tag, or tap LOAD TRUCK and pick the truck.
The header stays pinned and shows the truck id with confirmed against expected counts.
If the id does not match the door, stop and tell your production manager.
Scan the first case+
Point the camera at a case label. There are no taps between scans.
Green with a tick means loaded. Grey means already in this truck. Red means the case is planned for a different truck, and you choose a reason to load it here or set it aside. Amber means an unknown code.
Keep scanning if signal drops. The queue holds every scan.
Confirm the scan reached the system+
On the phone, open the STATUS tab. A queue of 0 means every scan has synced. Keep the app open and online until it reads 0.
In Admin, open Events. Your scan appears there, and the case now shows on the truck.
When confirmed equals expected, a production manager or director marks the truck LOADED from the truck page.
STUCK
Email support with the step number.
Write to support@roadcase.tools with your company name, the step you are on, and what the screen showed. Do not send codes or credentials. Venue network problems are covered on the support page.