Onboarding

Switching to Truck SMS without the disruption

Most operators worry about two things: losing records in the move, and their team being pulled off the road to learn a new system. This page sets out how we handle both, step by step, so you know what to expect before you commit.

How onboarding works

1. 1.Discovery call

   A short call to go through your gap check results, your fleet, your accreditation and what you need Truck SMS to do first. We agree the scope with you before anything is set up.

2. 2.Set up your company

   Your company details, depots and sites, vehicles and vehicle combinations, and staff with their roles. We do this with you from your existing lists, so you don't have to start from a blank screen.

3. 3.Bring across your records

   Your procedures, training, credentials, past risk assessments and incidents move across as described below. Your existing records stay where they are until you're happy with the copy in Truck SMS.

4. 4.Train your team

   Each procedure has a short, assessed training module, and the app has its own guided tutorials. Your people learn on their phone or in the office, one module at a time, rather than sitting through a long course.

5. 5.Go live and re-check

   Daily inspections, risk assessments and training records start running in Truck SMS. After a few weeks, run the gap check again to see the gaps close.

Timing depends on how much history you bring across and how many vehicles and people are involved. We'll give you an estimate on the discovery call.

How your records move across

Here is what happens to each type of record. Where we say "with you", we work through your existing files together. You don't need to reformat anything first.

What we need from you

A rough list is enough to start. Send what you have, in whatever format it's in, and we'll sort out the rest with you.

• Your vehicle list: registration, type, and the combinations you run
• Your staff list, with roles and who drives what
• Your current safety documents, procedures and forms, in any format
• Training and licence records, as a spreadsheet, a register or photos
• Any open incidents, corrective actions or audit findings
• Your accreditation details, including any NHVAS modules you hold

Keep your current system until you're ready

You don't have to switch off your current system on day one. Many operators run both for a short time, so the team can compare and get comfortable before the old system is retired. Nothing you already keep needs to be deleted to make the move.

Support along the way

• Guided tutorials and an onboarding tour inside the app, so people can learn as they go.
• A Help Centre with articles, and a support ticket system for questions as they come up.
• Direct help from the Truck SMS team during onboarding, to work through your records and set-up with you.

Your data

Your records are yours. How we store and handle them, including where they are hosted, is set out in our Privacy & Data Storage Notice.