Quick Start Guide
Get oriented with Motrix Cloud in 5 minutes. This guide walks you through the key features using the live demo.
1. Log In
Access to Motrix Cloud is invitation-only. Your administrator creates your account and provides your login credentials. Public self-registration is disabled by design.
Navigate to the demo
Open demo.motrix.io in your browser. Motrix works on any modern browser — desktop or mobile.
Enter your credentials
Use the email address and password provided by your administrator. If you have not received credentials, contact your Motrix administrator or reach out to questions@motrix.io.
You're in
After login you land on the Dashboard. If your account belongs to more than one company, Motrix prompts you to select the active company first.
2. Understand the Dashboard
The Dashboard is your command center. Every number is live — calculated from your actual fleet data, not sample content.
Fleet Health Score
The large score at the top of the dashboard is a composite 0–100 index that rolls up four signals: maintenance compliance, fuel efficiency, vehicle uptime, and cost control. The score is color-coded so you can read fleet status at a glance.
| Score Range | Color | Meaning |
|---|---|---|
| 80–100 | Green | Excellent — fleet is well-maintained and cost-efficient |
| 60–79 | Blue | Good — minor issues warrant attention |
| 40–59 | Yellow | Fair — multiple maintenance or cost issues present |
| 0–39 | Red | Poor — immediate action required |
Key Metrics
Six metric cards sit below the health score, each showing a live fleet KPI:
- Active Vehicles — Count of vehicles currently in service
- 30-Day Costs — Total maintenance and fuel spend over the past 30 days
- Fleet Utilization — Percentage of fleet hours in active use versus available hours
- Cost Per Mile — Rolling average across all vehicles, including fuel and maintenance
- Downtime — Hours lost to out-of-service vehicles this month
- Avg Repair Time — Mean hours from work order open to completed
Click any metric card to drill into that section. The Active Vehicles card navigates to the vehicle list, the Costs card opens the cost report, and so on.
Critical Alerts
The Alerts panel below the metrics surfaces the issues that need immediate action. A red indicator means one or more vehicles require attention — expired licenses, overdue maintenance, failed inspections, or expiring warranties. A green indicator means all clear. Click any alert row to navigate directly to the affected record.
Upcoming Services
The service widget lists vehicles approaching their next scheduled maintenance interval, sorted by urgency. Each row is color-coded: red for overdue, orange for critical (within days or miles), and yellow for due soon. This section mirrors the full Service Planner — it's a quick summary, not a replacement.
3. Browse Your Fleet
Navigate to Fleet > Vehicles using the Fleet dropdown in the top navigation bar.
The vehicle list displays every unit in your fleet with key details visible at a glance: unit number, make and model, year, current mileage, status badge (Active, In Maintenance, Out of Service, or Retired), and the primary assigned driver. Use the search bar to filter by any field, or sort any column by clicking its header.
Vehicle Detail Page
Click any vehicle row to open its full detail page. This is the single source of truth for that unit. You'll find:
- Identity & Specs — VIN, license plate, GVWR, seating capacity, fuel type, and engine information
- OEM Warranty Banner — A color-coded banner at the top of the page shows warranty status at a glance: green means the OEM warranty is active, yellow means it expires within 90 days, and red means it has expired. The exact expiration date and remaining mileage are shown alongside the banner
- Extended Warranty — If an extended warranty is on file, it is tracked separately with the same color-coded expiration logic
- Component Warranty Tracking — Major components (engine, transmission, wheelchair lift, A/C, etc.) each have their own warranty record with expiration dates
- Insurance & Compliance — Insurance policy number, carrier, and expiration date. Tabs for registration renewal and inspection sticker tracking
- Maintenance History — Full chronological list of every service record logged against that vehicle
- Fuel History — Every fuel purchase with date, gallons, cost, and computed MPG
- Inspection Reports — All DVIR submissions for that vehicle with pass/fail status
- Documents — Uploaded files (PDFs, photos) attached to this vehicle
4. Check the Service Planner
Navigate to Service > Service Planner. This is the operational maintenance view — it shows every vehicle that has an upcoming or overdue service interval, so nothing falls through the cracks.
Summary Cards
Four cards at the top of the Service Planner give you an instant status count:
- Overdue (red) — Services that have already passed their due date or mileage threshold
- Critical (orange) — Services due within the critical window (default: within 10 days or 500 miles)
- Due Soon (yellow) — Services approaching within the upcoming window
- Total Items — All service items currently tracked across the fleet
Service Rows
Each row represents one service interval for one vehicle. The left border color matches urgency: red for overdue, orange for critical, yellow for due soon. Each row shows the vehicle unit number, service type, last performed date and mileage, and the projected next due date and mileage.
Three actions are available on every row:
- View Details — Opens the maintenance record or service template detail
- Edit — Update the service interval or record new completion data
- Create Work Order — Instantly generates a work order pre-populated with the service details and vehicle info
Alert thresholds are configurable per company. Defaults are 10 days and 500 miles for critical, and 30 days and 1,000 miles for due soon. Administrators can adjust these thresholds under User Menu > Alert Settings.
5. File a DVIR Inspection
The Driver Vehicle Inspection Report (DVIR) workflow is the core DOT compliance feature in Motrix. Filed inspections are permanent and immutable — they cannot be edited or deleted after submission, which is required for DOT recordkeeping compliance.
Inspections can be filed by Admin, Operator, and Driver roles. Drivers see a simplified navigation with Inspections as the primary action.
Filing an Inspection
Start a new inspection
Navigate to Service > Inspections (or click the standalone Inspections link if you have the Driver role). Click + New Inspection.
Select vehicle, driver, and template
Choose the vehicle being inspected, the driver conducting the inspection, and the inspection template. Templates define the checklist items — typical options include DOT Pre-Trip and DOT Post-Trip. Administrators can create custom templates under Service > Service Templates.
Work through the checklist
Each checklist item is answered as Pass (green) or Defect (red). Common items include brakes, lights, tires, mirrors, wheelchair lift, fire extinguisher, and emergency exits. Tap or click the appropriate status for each item.
Document any defects
When you mark an item as Defect, a notes field and photo capture panel appear. Add a written description of the defect. On mobile, the Take Photo button opens your device's rear camera directly — no app required. You can attach up to 5 photos per defect item. Photos are compressed automatically to minimize data usage. On desktop, you can upload photos from your device instead.
Sign and submit
At the bottom of the checklist, type your full name as your certification signature. Review all items, then click Submit Inspection. The report is saved immediately and cannot be modified after submission.
What Happens After Filing
When an inspection is submitted with one or more defects, Motrix automatically marks the vehicle as Out of Service and creates a work order. All defect notes and photos are copied directly to the work order so the mechanic sees exactly what the driver documented.
If all items pass, the vehicle inspection is recorded as satisfactory and no work order is generated. The inspection remains on record and is visible on the vehicle detail page.
Filed inspections cannot be edited or deleted after submission — this is required for DOT compliance. Review all defects and confirm all photos are attached before clicking Submit. If you make an error, contact your administrator who can note the correction in the associated work order.
6. Review Work Orders
Navigate to Service > Work Orders to see all open and historical service tickets for your fleet.
Auto-Created from Failed DVIRs
When a DVIR inspection is filed with defects, Motrix automatically creates a work order. The work order is pre-populated with the vehicle information, all defect line items, and any photos the driver attached during inspection. The priority is set to High automatically. No manual data entry is needed to get a repair ticket started.
Defect photos from the DVIR are automatically copied to the work order so mechanics see exactly what the driver reported — including close-up photos of damaged components, warning lights, or fluid leaks.
Work Order Lifecycle
Each work order moves through three statuses:
- Open — Repair is pending assignment or awaiting parts
- In Progress — A technician is actively working on the vehicle
- Completed — Repair is finished; vehicle cleared to return to service
Cost Tracking
Work orders track the full cost of a repair. As the job progresses, you can log labor hours, parts costs, and the vendor or technician responsible for the work. Completed work order costs roll up into fleet-wide cost reporting and cost-per-mile calculations visible on the Dashboard.
Manual Work Orders
Not all work orders come from failed DVIRs. Operators and administrators can create work orders manually from the Work Orders list or directly from the Service Planner. Manual work orders follow the same lifecycle and cost tracking as auto-generated ones.
7. Quick Log
The green (+) button in the top-right corner of the navigation bar opens the Quick Log panel. This is a shortcut for the two most common data-entry tasks: logging a fuel purchase and logging a maintenance record.
Quick Log is available to Admin and Operator roles. Driver and Viewer accounts do not see the Quick Log button.
Fuel Tab
Select the vehicle, enter the date, gallons purchased, cost per gallon, and odometer reading. Motrix automatically calculates and records the MPG for that fill-up. You can also note the fuel station and any relevant remarks.
Maintenance Tab
Select the vehicle, service type, date performed, current odometer, cost, and any notes. The record is saved immediately and updates the Service Planner's next-due calculations based on the configured interval for that service type.
Quick Log is designed for field use — add a fuel ticket or log a road-call repair without navigating away from whatever screen you were on.
What's Next?
You've seen the core of Motrix Cloud. Here's where to go from here depending on your role:
For Administrators and Fleet Managers
The Admin Guide covers everything needed to configure and manage Motrix for your organization: setting up your company profile, inviting users and assigning roles, creating inspection templates, configuring maintenance intervals, setting alert thresholds, and managing vendor lists.
For Drivers
The Driver Guide covers the mobile inspection workflow in detail: how to file Pre-Trip and Post-Trip DVIRs, capture and attach defect photos, and interpret your inspection history.
Full Feature Reference
The Documentation Home links to guides covering every module: vehicle lifecycle management, fuel analytics, budget tracking, vendor performance reporting, cost analysis, QuickBooks export, and FTA audit preparation.
Questions?
Contact your Motrix administrator if you have questions about your account, role access, or company data. For product questions or demo support, reach us at questions@motrix.io.