Support

Tech Support

All Tech Support questions will be answered within 24 hours.
(Ususally before midnight EST.)
All other questions will be answered within 24 hours.

For questions about using Breakdown Trakker, email us at
Email Breakdown Trakker

For questions concerning sales or billing, email us at
Email Breakdown Trakker

Remote Desktop Support is also available. With our remote desktop software, we can quickly view, diagnose, and fix your computer without pre-installing software.
Like most similar systems, it uses your web browser to connect and is very secure.

Breakdown Trakker Help

About Breakdown Trakker

Breakdown Trakker is designed to make tracking breakdown status and expenses easy and efficient.

Breakdown Trakker is very simple to use. No training required.

There are helpful tooltips that will popup on a lot of the text boxes that you will be using. These will give you short instuctions for areas where it is not obvious what you need to do. Most of the areas are very self-explainatory, as you will see when you use Breakdown Trakker.

If you have not done so already, login using one of the Demo accounts. Start a new breakdown to see how quickly you can enter all the info. Then, go through all the steps of tracking the breakdown.

Add a new breakdown.
Find and select a vendor for that breakdown.
Update the breakdown as the status changes.
When the breakdown is complete, rate the vendor and close the breakdown.

You will see how having all your drivers with phone numbers, tractors, and trailers pre-entered make it much easier when you are in a hurry to get that driver rolling again.

And if you have a new driver or piece of equipment or vendor, you can add them on the fly right on the update page.

Initial Setup

First, you need to enter all your driver's names and phone numbers, and your equipment. Both the drivers name and their cell phone number will be showing when you are working a breakdown.

"Drivers" > "Add Driver"

Second, enter all of your tractor's info.
You can use letters, numbers, and common charactors for the tractor number.
Example: LH-201

"Tractors" > "Add Tractor"

Third, enter all of your trailer's info.
You can use letters, numbers, and common charactors for the trailer number.
Example: FB-530023

"Trailers" > "Add Trailer"

Now that you have your drivers and equipment entered, you won't have to type them in again when you are managing a breakdown. On the "New Breakdown" page, you can just type the first few letters of a driver's name, or the first few charactors of a tractor or trailer number, and a list will appear of the ones that start with that letter or number. Type another letter or number and the list gets shorter.

You can also add drivers, tractors, and trailers on the fly. Look to the right on the New Breakdown area for the links to add dirvers or equipment without leaving the New Breakdown page. After your data entry is confirmed, you can add the new driver or equipment to the breakdown in the usual way. They will now show up in the list when you type the first few letters.

NOTE: If you have a bunch of drivers, tractor, and trailers, you can send us an Excel speadsheet with all the info. We can put it into your data for you, so you don't have to spend a lot of time typing before you can start using Breakdown Trakker. Send us an email that includes your Company ID and User Name, and the Excel file to Email Breakdown Trakker.

New Breakdown

"Breakdowns" > "New Breakdown"

This starts a new breakdown. The unique Breakdown ID number is entered for you. As are the intitial date and time that you start a new breakdown.

You need to put your name in as the Entry Person, if you have other people that work breakdowns. That way everyone knows who took the intitial call.

Select the breakdown category. Catagorizing breakdowns will help you in the overal management of your breakdowns. it is especially usefull when you are looking at your breakdown reports.

Type the first few charactors for your Tractor, Trailer, and Driver. You will be able to select from a short dropdown list the ones involved in the current breakdown.

You can also add tractors, trailers, and drivers on the fly. Look to the right for the links to add dirvers or equipment without leaving the New Breakdown page. After your data entry is confirmed, you can add the new driver or equipment the usual way. They will now show up in the drop down list when you type the first few letters.

Type in the trip number, or equivalent, for the load(s).

Type in the Hub reading or the miles. (If you want to track milage.) This is in case your equipment needs to be towed or moved, you will have a starting milage on record.

Type in the location of your equipment.
Road, milemarker, nearest city, state.

Type in a short discription of the reason the equipment is broke down.

In the big text area, you have room to type in the complete story of that breakdown. That is the area you can keep notes on what the vendor says. What the driver says. And keep a running log of the status of the breakdown. Also the notes are timestamped each time you update the status.

You can also cut and paste anything the vendor sends you by email or any online transaction info. Such as money transfers.

This area is available to you every time you update the breakdown.

Update Breakdown


"Breakdowns" > "Update Breakdown"

The first thing you see will be a list of your current active breakdowns, with initial date, equipment info, and driver name.

Click the "GO" button for the breakdown you are currently working.

You can also select your vendor here. Or you can add a new vendor. Scroll to the bottom of the page.

You may have the EFS number to enter. Or the vendor's Invoice number. Or the vendors invoice amount.

Enter the new info, and add your status notes to the large text box.

Always start your status notes by entering your name. This is helpful if multible people are working breakdowns.

After you are done with entering your updates, click on the "Update Breakdown Information" button below that area.

You may have to update the the status of a breakdown several times as you work that breakdown.

You can also copy from a website transaction (such as EFS) and paste into the large text area. You could do this with email too.

Also you need to be sure you enter the cost of the breakdown in the Invoice Amount text box. This is very important for reports that show costs.

Select Vendor


If you are already on the Update Breakdown screen, look at the bottom of the page.
If not, go to "Breakdowns" > "Update Breakdown"

Now you will see your initial breakdown info and a search box to find a vendor at the bottom of the page. Select the state and type a few letters of the city and select the city if it is listed.

If the nearest city is not listed, go ahead and click "Find Vendor". This will list all the vendors in your selected state that you or other Breakdown Trakker users have used before. Click the "GO" button for a vendor you might like use.

The vendor's info including a phone number and a contact name should be shown. (It is very important to enter all the info for a vendor when you add them.)

After calling them and making arrangements to use their services, click the "Use -vendor name- for Breakdown # " button.

Now you will see the "Success" screen. Click on the "Continue to Current Breakdown # ".

Now, on the Update Breakdown screen, you can enter the Projected Finish Time and the PO number, if you issued one to the vendor.

Notice at the top of the breakdown information, the Last Update time. That is saved as part of the update, each time when you click the "Update Breakdown Information" button at the bottom.

Also, any status updates you enter are saved with a time and date stamp.

Close Breakdown


"Breakdowns" > "Close Breakdown"

The first thing you see will be a list of your current active breakdowns. Find the breakdown you just got rolling, by truck or tractor or trailer number or by the driver name.

Click the "GO" button for the breakdown you want. You have gotten your driver rolling again and are ready to finish entering all the information for this breakdown.

Now that you have entered all the info, you are ready to close this breakdown to get it off your Active list. But first, you need to rate the vendor you used.

You will not leave the Close Beakdown page when you rate your vendor. After you click the "Add Vendor Rating" button, you will see your rating and review displayed on the same page. Now, you can Close and Finalize the breakdown.

It is very important to yourself and the other users of Breakdown Trakker to rate the vendors. If they treat you right, give them a good rating. And tell why in the short review you write about them. On the other hand, if they screw you over, rate them bad... And in the review, tell why.

Add Vendor


"Vendors" > "Add New Vendor"

Here is where you can add a new vendor when you don't find one already listed in Breakdown Trakker. Or don't find one you want to use.

Or you can add a new vendor on the Update Breakdown page.

It is very important to you and other users to accurately fill in all the information for your vendors.

Every Breakdown Trakker user can see and use ALL vendors.

It is very important to yourself and the other users of Breakdown Trakker to rate the vendors that you use. If they treat you right, give them a good rating. And tell why in the short review you write about them. On the other hand, if they screw you over, rate them bad... And in the review, tell why.

Update Your Vendors


"Vendors" > "Update Your Vendor"

The first thing you see will be a list of your vendors. Find the vendor you want to update, by typing in the first few letters of the company name. Or you can look through the pages of vendors.

Once you find the vendor you want to update, just make your changes and click the "Undate Vendor Information" button.

You can only make changes to vendors you add to Breakdown Trakker.

Each user is responsible for updating the vendors they add to Breakdown Trakker.

If you see inaccurate info for a vendor, please email us at Email Breakdown Trakker with the correct info.

View All Vendors


"Vendors" > "View All Vendors"

This screen is for you to see if a particular vendor is listed in Breakdown Trakker without having a breakdown open. This is the same as you would see at the bottom of your Update Breakdown screen. Plus all vendors are listed by state.

Sometimes the same vendor gets listed more than once due to spelling errors. This screen will help you check for that.

If you see inaccurate info for a vendor, please email us at Email Breakdown Trakker with the correct info.

Admin


"Admin" > "Update Account"

Here you can edit your account info, contact name, etc. You can also setup 3 different users besides the required Admin user. Each of the 3 users can have different permission levels.

Normal Users can do everything in Breakdown Trakker except for the Admin only areas. A Normal User don't see the Admin menu on the left side of the screen.

Reports Only user can't do anything in Breakdown Trakker except generate and print reports. Usually this would be for an accounting person.

Status Only user can't do anything but look at the status of breakdowns. They can see the Update Breakdown screen, but without the ability to make changes. This is usually for a dispatcher or management to track the status of a breakdown.

"Admin" > "Edit Breakdowns Open and Closed"

Here you can edit ALL your breakdowns, both open and closed. Everybody makes mistakes sometimes. So, here is where the Admin User can fix them. Once you select the breakdown you want to edit, you can either change it back to an active breakdown, or edit it directly. If you change it back to an active breakdown, then a Normal User can make the changes.

"Admin" > "Delete Tractor - Trailer - Driver"

Only the Admin User can delete equipment or drivers. It is best to just leave them in the system. (Unless you made a mistake in entering the tractor number or trailer number when you add the equipment. Then you need to delete that piece of equipment immediately and add it again.) That way they are still listed in the drop down box when you are selecting for reports.

For questions or suggestions, you can email us at
Email Breakdown Trakker