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Quick Start Guide

This guide will walk you through setting up your AutoLog account and performing common tasks. By the end, you’ll know how to navigate the system, create your first vehicle entry, and understand the core workflows.
Estimated Time: 10-15 minutes to complete this guide and start managing your fleet effectively.

Prerequisites

Before you begin:
  • You should have received login credentials from your system administrator
  • A modern web browser (Chrome, Firefox, Safari, or Edge recommended)
  • Optional: Mobile device with QR code scanner for vehicle registration

Step 1: Logging In

1

Navigate to Login Page

Open your browser and navigate to your AutoLog instance URL (e.g., https://autolog.yourcompany.com).
2

Enter Credentials

// Login form accepts username and password
{
  username: "your-username",
  password: "your-password"
}
Enter your username and password provided by your administrator.
3

Two-Factor Authentication (if enabled)

If your account has 2FA enabled, you’ll see a second screen:

Enter 6-Digit Code

Open your authenticator app (Google Authenticator, Authy, etc.) and enter the 6-digit code

Verify & Login

Click “Verify” to complete authentication and access the system
4

Automatic Redirect

Upon successful login, you’ll be redirected based on your role:
  • Admin/Supervisor: Dashboard (Home) page with KPIs and analytics
  • Employee: Vehicle Registration Panel for checking in/out vehicles
First-Time Login: If this is your first login, you’ll be prompted to change your password. Choose a strong password with at least 8 characters, including uppercase, lowercase, and numbers.

Step 2: Understanding the Dashboard

The dashboard is your command center for monitoring fleet activity.

Dashboard Layout

// The dashboard displays real-time KPIs
const kpis = [
  {
    title: "Active Vehicles",
    value: "8 / 25", // 8 vehicles currently in use out of 25 total
    icon: DirectionsCarIcon,
    color: "primary"
  },
  {
    title: "Today's Activity",
    value: 14, // 14 vehicle movements today
    icon: CheckCircleRoundedIcon,
    color: "success"
  },
  {
    title: "Total Employees",
    value: 42,
    icon: PersonIcon,
    color: "neutral"
  },
  {
    title: "Pending Maintenance",
    value: 0,
    icon: PendingActionsRoundedIcon,
    color: "warning"
  }
]

Key Dashboard Elements

KPI Cards

Four metric cards at the top show:
  • Active vehicles vs total fleet
  • Today’s registration count
  • Employee count
  • Maintenance alerts

Top Performers

Two bar charts display:
  • Employees with most trips
  • Most frequently used vehicles

Detailed Tables

Bottom section shows:
  • Mileage by employee (kilometers)
  • Fuel consumption by vehicle (with progress bars)

Refresh Button

Click the refresh icon in the top-right to reload all dashboard data
Real-Time Data: All dashboard metrics update in real-time as employees register vehicle usage throughout the day.

Step 3: Navigating the Interface

The left sidebar provides access to all modules: Core Modules
  • Home (/admin/home): Live clock and welcome screen
  • Dashboard (/admin/dashboard): Analytics and KPIs
  • Vehicles (/admin/vehiculos): Fleet management
  • Vehicle Panel (/admin/panel-vehiculos): Registration interface
Inventory & Clients
  • Inventory → Warehouses (/admin/inventario/bodegas): Warehouse management
  • Inventory → Assets (/admin/inventario/activos): Asset tracking
  • Clients (/admin/clientes): Client management
  • Sites (/admin/sites): Client locations
Administration
  • Users (/admin/usuarios): User management
  • Countries & Cities (/admin/countries, /admin/cities): Location setup
  • Parking Locations (/admin/parkings): Vehicle parking spots
  • Reports (/admin/reports): Advanced reporting
Personal
  • My Account (/admin/mi-cuenta): Profile settings
  • Settings (/admin/configuraciones): System preferences
  • Help (/admin/help): Documentation and support

Global Search (Cmd+K)

Power User Tip: Press Cmd+K (Mac) or Ctrl+K (Windows) anywhere in the application to open global search. Search across vehicles, assets, clients, and more without navigating through menus.

Step 4: Creating Your First Vehicle

Let’s add a vehicle to your fleet.
1

Navigate to Vehicles

Click Vehicles in the left sidebar to open the vehicle management page.You’ll see:
  • Search bar to filter existing vehicles
  • “Show Inactive” toggle to include inactive vehicles
  • Add Vehicle button (if you have create permissions)
2

Click Add Vehicle

Click the Add Vehicle button in the top-right toolbar. This opens the vehicle creation modal.
3

Fill Vehicle Details

Complete the form with vehicle information:
// Required fields
const vehicleData = {
  placa: "ABC-1234",        // License plate (unique)
  marca: "Toyota",          // Make
  modelo: "Hilux",          // Model
  anio: 2023,               // Year
  estado: "Disponible",     // Status: Disponible, En Uso, En Mantenimiento
  id_ubicacion_actual: 5    // Current parking location
}

// Optional fields
const optionalData = {
  vin: "1HGBH41JXMN109186",  // VIN number
  color: "White",             // Color
  capacidad_tanque: 80,       // Fuel tank capacity (liters)
  kilometraje_actual: 45000   // Current odometer reading
}
Field Descriptions:
  • License Plate: Unique identifier (e.g., “ABC-1234”)
  • Make/Model: Vehicle manufacturer and model
  • Year: Manufacturing year
  • Status: Current availability (defaults to “Disponible”)
  • Location: Select from configured parking locations
4

Save the Vehicle

Click Save to create the vehicle. You’ll see a success message:
“Vehículo agregado correctamente” (Vehicle added successfully)
The vehicle now appears in the vehicles table.
5

Generate QR Code (Optional)

To enable mobile registration:
  1. Find your new vehicle in the table
  2. Click the QR Code icon in the actions column
  3. A modal appears showing the QR code
  4. Click Download PNG to save the QR code
  5. Print and attach to the vehicle’s dashboard
// QR code links to registration form
const qrLink = `https://yourinstance.com/admin/panel-vehiculos/register?vehiculo=${vehicleId}`
License Plate Validation: License plates must be unique across your fleet. The system will prevent duplicate entries.

Step 5: Registering Vehicle Usage

Now that you have a vehicle, let’s register a trip.

Option A: Manual Registration

1

Navigate to Vehicle Panel

Click Vehicle Panel (/admin/panel-vehiculos) in the sidebar.
2

Select Vehicle

Choose the vehicle from the dropdown list. Only vehicles with status “Disponible” (Available) will appear.
3

Fill Departure Information

const departureData = {
  id_empleado: 42,              // Employee ID (auto-filled if logged in)
  nombre_empleado: "Juan Pérez", // Employee name
  fecha_salida: new Date(),     // Departure timestamp
  kilometraje_salida: 45000,    // Odometer at departure
  combustible_salida: 75,       // Fuel level % at departure
  destino: "Client Site Visit",  // Trip purpose/destination
  observaciones: "Visiting Acme Corp office" // Optional notes
}
4

Submit Check-Out

Click Register Departure. The vehicle status changes to “En Uso” (In Use) and appears in dashboard KPIs.
5

Register Return (Later)

When the employee returns:
  1. Navigate back to Vehicle Panel
  2. System detects pending return for this vehicle
  3. Fill return information:
    • Return timestamp (auto-filled)
    • Final odometer reading
    • Final fuel level
    • Return notes
  4. Click Register Return
const returnData = {
  fecha_regreso: new Date(),    // Return timestamp
  kilometraje_regreso: 45078,   // Odometer at return
  combustible_regreso: 60,      // Fuel level % at return
  observaciones_regreso: "Completed visit successfully"
}

// System calculates:
const distance = returnData.kilometraje_regreso - departureData.kilometraje_salida; // 78 km
const fuelUsed = departureData.combustible_salida - returnData.combustible_regreso; // 15%

Option B: QR Code Registration

1

Scan QR Code

Employee scans the QR code on the vehicle dashboard using their mobile device camera.
2

Auto-Filled Form

Registration form opens with vehicle pre-selected. Employee only needs to:
  • Confirm their identity
  • Enter odometer and fuel readings
  • Add destination/purpose
3

Submit from Mobile

Tap Register to complete check-out. Works offline-first with sync when connection available.
Smart Conflict Detection: If an employee scans a QR code for a vehicle already in use, AutoLog detects this and shows who currently has it, with options to notify them or cancel.

Step 6: Viewing Reports

Let’s check the analytics generated from your vehicle registration.
1

Return to Dashboard

Click Dashboard in the sidebar to view updated metrics.
2

Check Activity KPI

The “Today’s Activity” card now shows at least 1 movement (your registration).
3

View Employee Rankings

Scroll to the “Top Employees” chart. Your employee appears with 1 trip recorded.
4

Check Mileage Table

In the “Mileage by Employee” table, you’ll see:
  • Employee name
  • Total kilometers: 78 km (or your recorded distance)
5

Review Fuel Consumption

The “Fuel Consumption” table shows:
  • Vehicle (make/model/plate)
  • Fuel usage percentage with color-coded progress bar

Export Report

To generate a report:
1

Navigate to Reports

Click Reports in the sidebar.
2

Select Report Type

Choose from:
  • Employee activity report
  • Vehicle utilization report
  • Fuel consumption report
  • Mileage report
3

Set Date Range

Use date pickers to select reporting period (e.g., “This Month”).
4

Generate & Export

Click Generate Report, then choose export format:
  • Excel: Full data with charts
  • PDF: Formatted document
  • CSV: Raw data for analysis

Step 7: Managing Assets (Optional)

If you also manage equipment and assets beyond vehicles:
1

Navigate to Assets

Click Inventory → Assets (/admin/inventario/activos).
2

View Asset List

You’ll see a searchable, filterable table of all assets:
  • Asset code and name
  • Type (Laptop, Desktop, Monitor, etc.)
  • Model and serial number
  • Status (Active, Repair, Backup, Retired)
  • Current location (Client, Warehouse, Employee)
3

Search & Filter

Use powerful filters:
  • Text search by code, name, model, or serial
  • Filter by status (multi-select)
  • Filter by type (multi-select)
  • Filter by location type (Clients, Warehouses, Employees)
4

Asset Actions

For each asset, you can:
  • Edit: Update asset details
  • Move: Transfer to different location
  • History: View complete movement history
  • QR Code: Generate public info QR code
// Example: Moving an asset
const movement = {
  id_activo: 123,
  tipo_origen: "Bodega",
  id_origen: 5,
  tipo_destino: "Cliente",
  id_destino: 42,
  id_site: 7,
  fecha_movimiento: new Date(),
  realizado_por: currentUser.id,
  notas: "Deploying laptop to new client site"
}
Asset Movement History: Every asset maintains a complete audit trail of all movements, including who moved it, when, why, and from/to where.

Step 8: Customizing Settings

Personalize AutoLog to match your preferences.
1

Open Settings

Click Settings (/admin/configuraciones) or your profile icon → Settings.
2

Language & Region

Navigate to Language & Region tab:
  • Select Language: English or Spanish
  • Set Timezone: Auto-detect or manual
  • Choose Date Format: MM/DD/YYYY or DD/MM/YYYY
// Language changes apply immediately
const settings = {
  language: "en", // or "es"
  timezone: "America/Tegucigalpa",
  dateFormat: "DD/MM/YYYY"
}
3

Appearance

Navigate to Appearance tab:
  • Theme: Light, Dark, or Auto (follows system)
  • Primary Color: Choose your brand color
  • Font: Select from available fonts
  • Live Preview: See changes before saving
4

Security Settings

Navigate to Security tab:
  • Enable 2FA: Toggle on and scan QR with authenticator app
  • View Sessions: See all active login sessions
  • Login Alerts: Configure email notifications for new logins
  • Change Password: Update your password regularly
Enable 2FA: We strongly recommend enabling Two-Factor Authentication, especially for Admin and Supervisor accounts.
5

Notification Preferences

Navigate to Notifications tab:
  • Configure email alerts for:
    • Vehicle registrations
    • Asset movements
    • System updates
    • Maintenance reminders
  • Set in-app notification preferences
  • Subscribe to notification groups

Keyboard Shortcuts Reference

Become a power user with these keyboard shortcuts:

Navigation

  • Cmd/Ctrl + K: Global search
  • /: Focus page search
  • Cmd/Ctrl + Shift + F: Focus global search

Actions

  • Cmd/Ctrl + Shift + N: Create new (context-aware)
  • Cmd/Ctrl + Shift + E: Export current view
  • Cmd/Ctrl + Shift + I: Import data
  • Cmd/Ctrl + Shift + L: Open filters

Lists & Tables

  • Arrow Keys: Navigate rows
  • Enter: Open selected item
  • Escape: Close modals/drawers

Help

  • ?: Show shortcuts for current page
  • Cmd/Ctrl + /: Open help center

Common Workflows

Daily Fleet Manager Workflow

1

Morning: Check Dashboard

Review overnight activity, available vehicles, and any maintenance alerts.
2

Throughout Day: Monitor Usage

Track vehicle check-outs and check-ins in real-time via dashboard KPIs.
3

Handle Issues

Respond to vehicle conflicts, maintenance needs, or employee questions.
4

End of Day: Generate Reports

Export daily activity report for records and review fuel consumption.

Asset Manager Workflow

1

Receive Asset Request

Client or employee requests equipment.
2

Check Inventory

Search assets by type and status to find available items.
3

Move Asset

Transfer asset from warehouse to client/employee with notes.
4

Generate QR Code

Create and send QR code to recipient for easy asset identification.
5

Track Movement

Movement automatically logged with timestamp and user.

Troubleshooting

Can’t Log In

Solution: Verify your credentials are correct. If you’ve forgotten your password, click “Forgot Password” on the login screen to request a reset link. Contact your administrator if issues persist.

Don’t See “Add Vehicle” Button

Cause: You don’t have the crear_vehiculo permission. Contact your system administrator to request permission if you need to create vehicles.

Dashboard Shows “No Data”

Solution: This is normal for new installations. As you add vehicles and register usage, the dashboard will populate with analytics. Data updates in real-time.

QR Code Not Working

1

Check URL

Ensure the QR code links to your correct AutoLog instance URL.
2

Test Link

Click “Test Registration Link” in the QR modal to verify it opens correctly.
3

Regenerate

If issues persist, click the QR icon again to regenerate a fresh code.

Next Steps

Now that you’ve completed the quick start:

Explore Features

Dive deep into all AutoLog capabilities

Set Up Users

Add team members and configure permissions

Configure Locations

Set up countries, cities, and parking locations

Import Data

Bulk import existing vehicles and assets

Generate Reports

Create detailed analytics and exports

Enable 2FA

Secure your account with two-factor authentication

Getting Help

If you need assistance:
  • Help Center: Click the Help icon in the sidebar to access FAQs, tutorials, and documentation
  • Keyboard Shortcuts: Press ? on any page to see available shortcuts
  • Support Contact: Reach out to your system administrator or AutoLog support team
  • Changelog: Check Help → Changelog to see recent updates and new features

Congratulations! You’re now ready to use AutoLog effectively. Start by adding your fleet vehicles, and the system will provide valuable insights as usage data accumulates.

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