System Handbook

1. What Auto Plus+ is

Auto Plus+ is a complete vehicle-fleet care and roadside-assistance platform. It connects three groups of people around a shared set of vehicles:

• Fleet owners (organizations) who need to track their cars, drivers, costs, and maintenance.
• Repair shops that service those cars and bill for the work.
• Drivers who use the cars day to day and occasionally break down and need a tow.

The platform has three surfaces:

Everything is backed by a single API and database, so a trip logged on a phone, a repair booked by a shop, and a bill approved in the back office all act on the same live data.

Core capabilities at a glance

• Fleet management — cars, driver assignments, document-expiry tracking (insurance, registration, inspection, warranty).
• Trip & odometer logging — drivers record trips; the system keeps each car's mileage current.
• Maintenance reminders — date-based and mileage-based, with automatic urgency and push alerts.
• Fuel logging — with consumption stats (L/100km, cost/km).
• Repairs — repair orders at shops, a kanban board, priorities and tags.
• Service reservations — drivers book a service slot at a shop.
• Billing & payments — repair bills per shop, monthly bill generation, debit tracking, payments.
• Roadside assistance (crane dispatch) — request a tow, assign a crane driver, live-track them on a map, distance-based fee, and a service bill.
• Analytics — organization dashboards, total-cost-of-ownership per vehicle, CSV export/import.
• Support — in-app support messages answered by a call-center team.
• Notifications — push notifications (iOS/Android/web) for the events that matter.
• Multilingual — English, Arabic, Kurdish throughout the product.

2. Roles overview

There are 8 roles. Six work in the web dashboard; two are mobile-app users. Access is enforced by the server: every request requires a valid sign-in, and each feature checks the caller's role before acting.

Account creation: users do not self-register. An Admin (or an Organization for its own drivers) creates accounts. Each account has one role and, where relevant, is tied to an organization or a shop.

3. The web dashboard, role by role

Sign in at system.myauto.plus. After login each role lands on its own home screen and sees only the menu items relevant to it.

3.1 Admin

The Admin sees everything and can act anywhere. Menu and screens:

• Dashboard — platform-wide KPIs: total outstanding debt, most-indebted and most-active shops, top unpaid bills, and headline counts.
• Organizations — create and manage fleet organizations; drill into an organization's cars, each car's assigned drivers, and each car's or driver's repairs.
• Users — create and manage all user accounts across every role.
• Cars — full car list with mileage-vs-limit, add/edit/delete.
• Repairs — every repair across all shops, with filters, running cost/tax totals, and PDF/Excel export.
• Repairs Board — a kanban board to move repairs between pending → in progress → completed and set priority.
• Repairs Report — date-ranged, read-only repair reporting.
• Reminders — all maintenance reminders with an urgency filter; create and complete reminders.
• Fuel Logs — per-car fuel logs with consumption KPIs and CSV import/template.
• Total Cost of Ownership (TCO) — per-vehicle cost analytics: repairs vs. fuel by month, cost per km, with a year filter and CSV export.
• Shops — manage repair shops (location, tax %, opening hours); view a shop's repairs, debits, and payments.
• Bills — all shop bills; generate a bill for a shop over a date range, or generate this month's bills for every shop at once; edit bill status (approving creates the payment).
• Reports — printable reports, including a print-count leaderboard.

3.2 Organization (fleet owner)

Scoped to the organization's own fleet.

• Dashboard — KPI cards (total / highest / monthly repair cost, driver count), pending repairs, top vehicles by cost, and cost-trend charts.
• Cars — manage the organization's cars (make, model, year, and the four expiry dates); per car, view drivers, trips, and repairs.
• Drivers — manage the organization's drivers; per driver, view a repairs report.
• Repairs — the organization's repairs (read-only) with export; plus a date-ranged Repairs Report.
• Budgets — record and track budget amounts for the organization (managed via the API; surfaced in organization overview).
• Reminders — maintenance reminders for the organization's own vehicles.
• Contact / Call Center — a contact page to reach the Auto Plus+ team.

3.3 Technical (repair shop)

Scoped to the shop's work.

• Dashboard — shop KPI cards: cars repaired, total debit, profit, amount paid.
• Repairs — create and manage the shop's repair orders (with org/service/status filters and search); a Repairs Report (date-ranged); and a Repairs Filter view by car number.
• Reservations — the shop's incoming service reservations; accept, cancel, or update status; plus a Reservation Report.
• Contact / Call Center — contact page.

A repair order sets the car's state to In Repair; completing it frees the car again. Completing a repair that included an oil change resets the mileage baseline used for the next oil reminder.

3.4 Call Center (support)

• Messages — the support inbox: all user messages, with status (pending / answered / closed). Open a user's thread and reply — a reply automatically marks the message answered.
• Drivers — look up drivers (password reset supported).
• Technicals — look up technician users (password reset supported).
• Repairs — view and manage shop repairs.

3.5 Debit Collector (finance)

• Bills — the full billing workspace: create bills, edit status, print, and generate monthly bills for all shops in one action.
• Plus (via the shared billing screens) payments, per-shop and per-organization debits, and debit reports over a chosen period.

Approving a bill automatically creates its payment. Marking a payment paid also settles the bill and the underlying repairs. Paid/approved records lock to protect the audit trail.

3.6 Crane Assigner (roadside dispatch)

• Assignments — the dispatch console: list of roadside-assistance requests with search and status filters. Per request you can view details and the audit timeline, assign a destination shop and the nearest available crane driver, watch the crane live on a map, and replay the route it took.
• Bills Management — crane-service bills, with item breakdown, inline pay/pending status, and print.

When a driver requests roadside help, every Crane Assigner receives a push notification. The fee is distance-based (crane → car → shop) at a per-km rate.

3.7 Shared

• Notifications — every web role has a notifications list showing alerts addressed to them.

4. The mobile app, role by role

The app (iOS + Android) serves the two field roles. Both sign in with the same username and password issued by their organization/Admin.

4.1 Driver

• Home — a summary of the assigned vehicle, recent trips, and a "request crane service" card; a notifications bell in the top bar.
• Assigned Vehicle — details of the car currently assigned to the driver.
• Trips — the driver's trip history; start a trip and record distance.
• Odometer scan — point the camera at the odometer to read the mileage (see Known limitations).
• Repair Shops (map) — nearby shops plotted on a map.
• Service Reservations — the driver's booked service appointments; book a new one at a chosen shop.
• Roadside assistance — request a tow with the car's current location.
• Support — contact options (tap-to-call, WhatsApp, email) and a FAQ; send a support message to the company.
• Bills — a pending-bills view (see Known limitations).
• Notifications — the driver's notification list.

4.2 Crane Driver

• Home — roadside jobs currently assigned to this crane driver; refresh control.
• Crane Service Requests — the list of incoming jobs to act on.
• Job map — the breakdown car and the destination shop shown together on a map.
• Live location — while on a job, the crane driver's location is shared so the dispatcher (and the requesting driver) can track progress in real time.
• Support and Notifications — same as the Driver.

5. Key end-to-end flows

These show how the roles connect. Useful for both training and demos.

5.1 Fleet setup → daily use

1. Admin creates an Organization and its Shops.
2. Admin or the Organization adds cars (with expiry dates) and drivers, then assigns a driver to a car for a date range.
3. The Driver signs in on the app and sees the assigned car; the login already tells them which car is theirs.
4. The Driver logs trips; the system keeps the car's mileage current and warns the Driver if the mileage limit is exceeded.

5.2 Maintenance & reminders

1. The Organization (or Admin) creates reminders — by date, by mileage, or both, optionally recurring.
2. A daily process recomputes urgency (ok → soon → urgent → overdue) and sends push alerts on urgent/overdue items and on expiring vehicle documents (30 / 14 / 7 / 1 days before).
3. Completing a reminder rolls a recurring one forward to its next due point.

5.3 Repair & billing

1. A Driver books a reservation at a shop (which notifies that shop's Technical staff), or a repair is created directly.
2. Technical creates the repair order; the car goes In Repair. Tax is computed automatically.
3. On completion the car is freed. The repair's cost + tax becomes a debit.
4. Debit Collector (or Admin) generates bills — per shop or monthly for all shops — and records payments. Paying settles the bill and its repairs.

5.4 Roadside assistance (crane dispatch)

1. A Driver requests roadside help with their location → all Crane Assigners are notified.
2. A Crane Assigner assigns a destination shop and the nearest crane driver.
3. The Crane Driver accepts and shares live location; everyone tracks the crane on a map in real time, with the fee computed from distance.
4. Completing the job generates a crane-service bill.

6. Platform-wide features

• Security & access control — every action requires sign-in; each feature checks the caller's role. Sign-in is rate-limited against brute force. Accounts that are deleted, inactive, or suspended cannot sign in, and an already-signed-in session for such an account stops working within a minute.
• Self-service account deletion — app users can delete their own account from the app (required by the App Store); the account is disabled and can no longer sign in.
• Push notifications — delivered to iOS, Android, and web browsers, in the user's chosen language, for: trip start, mileage-limit breach, new reservation (to the shop), new roadside request (to dispatchers), and the daily maintenance/expiry sweep.
• Live tracking — roadside jobs stream the crane's position in real time; a map replay is available afterward.
• Analytics & exports — organization dashboards, per-vehicle total-cost-of-ownership, and CSV export/import (e.g. bulk-import fuel logs).
• Multilingual — English, Arabic (RTL), and Kurdish (RTL) across app, dashboard, and website.
• Document tracking — insurance, registration, inspection, and warranty expiry per car, with colour-coded badges and reminder alerts.

7. Known limitations / work in progress

Honest notes for a successor and for setting expectations. These are the items queued for the next app release.

• App "Bills" screen is a placeholder. The Driver's Bills screen in the mobile app currently shows hardcoded sample data, not real bills — it has no backend connection yet. (Billing itself is fully functional on the web side.)
• Support replies aren't shown in the app. A Driver can send a support message, and Call Center can reply on the web, but the app has no screen yet to read those replies. Answers reach the user out-of-band (phone/WhatsApp/email) for now.
• Odometer camera-scan submit is not wired. The app can OCR-scan the odometer, but the "submit" action is a stub; mileage is recorded through normal trip logging in the meantime.
• In-app "request crane service" review screen has an unwired submit path in one entry point; the primary request flow works.
• App icons are being refreshed to the new "halo plus" logo in the next release (v2 icon masters are prepared; the website and dashboard already use the new logo).
• Android 15 polish — Google flagged edge-to-edge/deprecated-API recommendations to address in the next app build (informational, not blocking).

8. Glossary

• Organization — a fleet owner; a tenant that owns cars and drivers.
• Shop — a repair shop that services cars and issues repair bills.
• Assignment (car assignment) — a driver linked to a car for a date range.
• Trip — a driver's logged journey with a distance, which updates the car's mileage.
• Reminder — a scheduled maintenance alert, by date and/or mileage.
• Debit — money owed (e.g. the tax portion of a completed repair) before it is billed.
• Bill — an invoice grouping repairs for a shop over a period.
• Crane / crane driver — tow truck / tow-truck driver (roadside assistance).
• Crane assignment — one roadside-assistance job from request to completion.
• TCO — total cost of ownership, per vehicle (repairs + fuel over time).

Changelog

Add a dated entry here whenever the handbook is updated, newest first.

• 2026-07-14 — Initial handbook created. Covers all 8 roles, web dashboard screens, mobile app screens, end-to-end flows, platform features, and known limitations. Reflects app v1.1.0, dashboard 19c2c98, backend 6252707.