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JencamOS User Manual

Version: 1.0 | Date: April 4, 2026 | For: Jencam & CSTT team members

Welcome to the JencamOS documentation. This manual walks you through everything you need to use JencamOS confidently — from looking up fleet records to dispatching loads and tracking maintenance.

What Is JencamOS?

JencamOS is the system we use to run the day-to-day operations at Jencam and CSTT. It's built on a platform called SmartSuite — think of it like a supercharged spreadsheet that connects everything together. Trucks, drivers, clients, loads, fuel, maintenance — it's all in one place.

If you've ever had to dig through paper logs, text someone to find out which trailer is where, or wonder if a load got picked up — JencamOS is designed to fix all of that. Everything lives here, and everyone works from the same information.

You don't need to be a tech person to use it. If you can fill out a form or scroll through a list, you're good.

The Two Main Areas

JencamOS is split into two big sections: the Directory and Operations.

The Directory — Your Master Database

The Directory is where all the "stuff" lives. It's the source of truth for everything the company manages. You won't be editing the Directory every day, but it powers everything else behind the scenes.

Here's what's in it:

  • Assets — Every truck, trailer, and piece of equipment we own or operate. Each asset has details like VIN, dimensions, license plate, CVIP expiry dates, and specs. There are 41 fields per asset, but don't worry — you'll only ever see the ones that matter for your job.

  • Locations — Yards, job sites, client locations, anywhere we send trucks. Each one has an address, access instructions (like gate codes or dock info), and contact info for the person on site.

  • People — Everyone who works here. Drivers, mechanics, office staff. This includes license info, emergency contacts, hire dates, and anything else HR or dispatch needs to know.

  • Vendors — The outside companies we work with. Mechanics, fuel stations, parts suppliers. When you need to call someone for a repair or order parts, their info is here.

  • Clients — The companies and people we haul for. Billing terms, rates, and contact details are all stored per client.

  • Contracts — Recurring jobs that happen regularly. A contract stores the default rates, which driver and equipment usually handle it, and the loading/delivery locations. When dispatch creates a load from a contract, a lot of the info fills in automatically.

Operations — The Day-to-Day Work

Operations is where the action happens. This is what most of you will use every day.

  • Dispatch — This is the heart of JencamOS. It's where loads get created, drivers and equipment get assigned, and the status of every job gets tracked from start to finish. Dispatch has 37 fields and 6 different views (more on views in a minute).

  • Fuel Log — Every fill-up gets logged here, tied to the specific unit that got fueled. This helps us track fuel costs per truck and spot anything unusual.

  • Maintenance Log — Repairs, scheduled services, and inspections all go here. When a truck goes in for work, it gets logged so we have a full history of what's been done and when.

Key Concepts

There are a few ideas that'll help everything in JencamOS make more sense once you get them.

Linked Records — How Everything Connects

This is the big one. In JencamOS, records are linked to each other. That means when you create a dispatch, you're not typing in a driver's name from scratch — you're picking from the list of people already in the Directory.

Here's an example of how a single dispatch connects to everything else:

  • The Driver is linked from the People table
  • The Power Unit (the truck) is linked from Assets
  • The Trailer is also linked from Assets
  • The Client is linked from the Clients table
  • The Pick-up Location and Delivery Location are linked from Locations

Why does this matter? Because when someone updates a driver's phone number in the Directory, that change shows up everywhere that driver is linked. One update, everywhere at once. No more outdated info floating around.

Status Fields — Where Things Stand

Most records in Operations have a Status field that tells you exactly where things are at. In Dispatch, for example, a load might be:

  • New — Just created, not yet assigned
  • Assigned — A driver and equipment have been picked
  • In Progress — The load is on the road
  • Completed — Delivered and done
  • Cancelled — Called off

The exact statuses may vary depending on the table, but the idea is the same: a quick glance at the status tells you what's happening without having to ask anyone.

Views — Different Ways to See the Same Data

A view is just a different way of looking at the same information. The data doesn't change — the view just filters or sorts it so you see what's relevant to you right now.

Dispatch has 6 views:

  • Master View — Everything. All loads, all statuses. The full picture.
  • Current Day — Only today's loads. This is probably where you'll spend most of your time.
  • Next Day — Tomorrow's loads, so you can plan ahead.
  • Weekly windows — Loads for the upcoming week, so you can see the bigger picture.
  • Forms — For entering new loads (more on this below).

You can switch between views anytime. Think of it like changing the lens on a camera — same scene, different focus.

Forms vs. Grid Views

You'll run into two main ways of working with data:

  • Grid views look like a spreadsheet. Rows and columns. Great for browsing, scanning, and making quick edits across multiple records. Use these when you need to see a lot of data at once or compare things side by side.

  • Forms look like a regular form — one record at a time, with fields laid out cleanly. Great for entering new data (like creating a new dispatch or logging a fuel fill-up). Forms guide you through what needs to be filled in, so you're less likely to miss something.

Rule of thumb: Use forms to add data. Use grids to find and edit data.

What You'll Find in This Guide

This manual walks you through everything you need to use JencamOS confidently:

  • Directory — How to look up and update assets, locations, people, vendors, clients, and contracts
  • Operations — Step-by-step: creating loads, assigning drivers and equipment, updating statuses, using each view, logging fuel and maintenance
  • Quick Reference — Cheat sheets and daily checklists

Each section is written for the people who actually use that part of the system. If you're a dispatcher, the Operations section is your bread and butter. If you're in the office handling client info, the Directory sections will be your go-to.

Getting Started

To access JencamOS:

  1. Open your web browser (Chrome, Edge, Safari — any modern browser works)
  2. Go to the SmartSuite link provided by your manager
  3. Log in with the credentials you were given
  4. You'll land on the main dashboard — from there, navigate to Directory or Operations depending on what you need

If you don't have login credentials yet, ask your manager or the office. Once you're in, poke around — you can't break anything by looking. The best way to get comfortable is to click through the views and see what's there.

Welcome to JencamOS. Let's get to work.