# FleetLume Enterprise Operations v11

FleetLume v11 connects load acquisition, dispatch, tracking, driver execution, compliance, communications, customer visibility, and billing into one auditable workflow.

## Daily operating flow

1. Capture a load through manual entry, CSV import, customer request, recurring lane, or the authenticated acquisition API.
2. Review miles, deadhead, fuel, toll, driver, and operating costs in the rate assistant.
3. Promote the item to negotiation and book the accepted opportunity.
4. Validate the proposed driver, truck, and trailer before assignment.
5. Dispatch from the visual Command Center and monitor the trip on the unified map.
6. Detect route, ETA, HOS, GPS, border, reefer, document, and equipment exceptions.
7. Communicate with the driver and operations team in a load-linked conversation.
8. Collect POD/BOL, inspections, receipts, and accessorial support.
9. Approve charges, create the invoice, and share a secure customer tracking link.
10. Retain assignment, security, exception, workflow, and audit history.

## Visual Command Center

The Command Center provides:

- Drag-and-drop load status lanes
- Unassigned, assigned, active, delayed, delivered, and exception visibility
- Driver and equipment capacity cards
- Pre-assignment validation for availability, overlapping work, HOS risk, mandatory documents, unresolved defects, and equipment compatibility
- Assignment and reassignment history with reason and user attribution
- Quick status progression and direct links to tracking, exceptions, and communication

Safety or compliance blocks require an authorized override; the reason is retained in the audit history.

## Unified fleet map and geofences

The fleet map combines:

- Current trucks and active loads
- Planned route and stops
- Actual tracking history
- Border crossings
- Pickup, delivery, yard, fuel, border, and custom geofences
- Provider status from Motive, Samsara, Geotab, generic GPS, or driver-browser tracking

Geofence automation can create entry/exit events, notify selected roles, and automatically move a load to arrived-at-pickup or arrived-at-delivery. Traffic-aware routing requires a configured third-party routing provider; the included platform uses stored route plans and incoming telemetry.

## Exception Center

The unified Exception Center handles:

- Off-route and sustained route deviation
- Predicted or confirmed late pickup/delivery
- Missed border appointment or excessive border dwell
- Unexpected stop, stale GPS, or offline equipment
- HOS insufficiency and potential violation
- Reefer temperature or fuel risk
- Breakdown, accident, weather, inspection, parking, shipper, and receiver hurdles
- Missing/expiring compliance documents
- Critical vehicle defects

Each exception includes severity, ownership, recommended action, acknowledgement, escalation, resolution notes, and a full timeline. Duplicate suppression prevents repeated alerts for the same unresolved condition.

## Driver mobile workspace

`/driver/app` is a simplified, installable web application for drivers. It includes:

- Current trip and next stop
- Navigation access
- HOS summary
- Arrival, departure, pickup, delivery, and hurdle actions
- Camera document upload
- Pre-trip, post-trip, trailer, reefer, accident, and roadside-inspection forms
- Signature capture
- Voice notes
- Messages
- Connected equipment access
- Offline action queue that synchronizes when connectivity returns
- Driver language and display preferences

Browser GPS depends on device permission and generally requires the web app to remain active. Continuous background location on every mobile operating system requires a native application or an approved telematics/ELD provider.

## Inspections and defects

Digital inspection workflows support:

- Pre-trip and post-trip inspections
- Truck, trailer, and reefer checks
- Roadside inspection and accident reports
- Item-level pass/fail results
- Photos, notes, driver signature, and location
- Defect creation and repair lifecycle
- Automatic equipment-unavailable status for critical defects
- Authorized repair confirmation and return to service

## HOS and compliance

The existing HOS workspace is integrated into assignment validation and exception monitoring. It includes operating clocks, logs, certifications, edits, inspection views, and history. FleetLume remains an operational logbook and decision-support platform; it is not represented as a certified U.S. or Canadian ELD.

Document rules can be defined by entity type, marked as mandatory for dispatch, configured to require expiry, and assigned reminder intervals such as 60, 30, 14, 7, and 1 day. Autopilot sends reminders and can block unsafe or non-compliant assignments.

## Acquisition and rate negotiation

The Acquisition & Rate Desk supports:

- Manual opportunity entry
- CSV import
- Customer portal requests
- Authenticated JSON intake
- Recurring lane templates
- Promotion into the existing opportunity/negotiation flow
- Fuel, toll, driver, operating, deadhead, margin, and rate-per-mile calculations
- Recommended rate and low-margin visibility

The rate assistant is advisory. Final rate acceptance remains a human decision.

### Acquisition API

Create an API key with `acquisition.write`, then send JSON to:

```text
POST /api/v1/acquisition
Authorization: Bearer fl_your_generated_key
Content-Type: application/json
```

Example payload:

```json
{
  "external_reference": "BROKER-2048",
  "customer_name": "Example Customer",
  "pickup_location": "Toronto, ON",
  "delivery_location": "Chicago, IL",
  "pickup_datetime": "2026-07-20 08:00:00",
  "delivery_datetime": "2026-07-21 16:00:00",
  "equipment_type": "Reefer",
  "miles": 520,
  "offered_rate": 2200
}
```

Direct integrations with named load boards or mailbox providers require their credentials, API approval, and provider-specific field mapping.

## Workflow automation

The workflow builder provides safe triggers and actions for common operations, including:

- Load booked
- Assignment completed
- Geofence entered/exited
- Exception created or escalated
- Delivery completed
- POD received
- Invoice generated or overdue
- Document approaching expiry
- Maintenance threshold reached

Actions can create tasks, send notifications, request documents, open communication, or queue email/SMS messages. High-impact commitments, rate acceptance, accounting posting, payments, HOS certification, and compliance clearance remain approval-controlled.

All runs record status, output, failure details, and timestamps.

## Communication Center

Communication threads can be linked to a load, driver, carrier, customer, truck, or exception. The module supports:

- In-app conversations
- Participants and read state
- Attachments, voice notes, and location metadata
- Optional email queue
- Optional SMS webhook queue
- Message history connected to the operational record

Email uses the configured server mail transport. SMS requires a compatible webhook endpoint or provider adapter.

## Billing and customer visibility

Load pages now include:

- Detention, lumper, layover, TONU, border, fuel surcharge, and other accessorials
- Supporting document references
- Approval/rejection workflow
- Draft invoice generation from freight plus approved accessorials
- Invoice status controls
- Expiring, revocable customer tracking links

The public shipment page can show current status, ETA, stops, events, approved shipment documents, and invoice information according to the link permissions. Customers can also submit a shipment request without receiving internal system access.

Provider-specific accounting integrations such as QuickBooks require a separate OAuth connector. FleetLume v11 creates and manages the internal invoice workflow and integration-ready records.

## Security and administration

v11 adds:

- Granular per-user permissions
- Time-based two-factor authentication and one-use recovery codes
- Personal account-security page for every signed-in user
- Login history
- Active session review and revocation
- Hashed API keys with permissions, expiration, and last-use tracking
- Encrypted secrets
- Hash-chained audit ledger
- Guided company onboarding
- Dashboard and driver preferences

Use HTTPS in production and set a strong, deployment-specific `TELEMATICS_ENCRYPTION_KEY`.

## Guided onboarding

The Guided Setup workspace verifies:

1. Company profile
2. Team invitations and permissions
3. Drivers
4. Trucks and trailers
5. Telematics connection
6. Compliance rules
7. Notifications and Autopilot
8. Customers and brokers
9. First load
10. Test dispatch assignment

## Scheduler

Run the unified scheduler every minute:

```cron
* * * * * /usr/bin/php /absolute/path/to/fleetlume/operations_autopilot.php >> /absolute/path/to/fleetlume/storage/operations-autopilot.log 2>&1
```

The scheduler coordinates telematics, route/border monitoring, geofences, compliance, document reminders, recurring lanes, workflow rules, communication delivery, invoice reminders, maintenance, and safe AI automations.

## Production readiness checklist

- Back up the database and `storage/uploads`
- Run the installer upgrade
- Confirm the encryption key
- Enable HTTPS
- Configure the scheduler
- Connect and test each telematics provider
- Configure route/geofence coordinates
- Review document requirements
- Configure email and optional SMS delivery
- Enable 2FA for privileged accounts
- Test one complete load from acquisition to invoice on staging
- Verify mobile permissions and offline synchronization
- Review HOS and legal requirements for each operating jurisdiction