What is GallonTracker?
GallonTracker is a YudyTech operations product for drinking-water delivery stations. It coordinates drivers, routes, customer stops, deliveries, payments, water stock, and Owner review in one operational record.
FAQ & HELP
Practical answers for station owners and drivers.
For help not covered here, contact support@gallontracker.com.
Beta and access
Who is GallonTracker for?
It is designed for water-refilling and water-delivery stations that operate recurring routes, delivery vehicles, station-controlled terminals, or authorised driver phones.
Is GallonTracker free?
GallonTracker is currently available as a free public beta while field testing continues and the product is prepared for commercial launch. This does not promise that future commercial service will be free.
What does public beta mean?
The product is being used and improved in real operating conditions. Features may change, availability is not guaranteed, and feedback and bug reports are especially valuable during this stage.
What devices do I need?
The Owner Terminal works through a supported modern browser. Station Driver Terminals use approved Android devices, and an authorised driver may use an approved Android phone through controlled BYOD access.
What is an Owner Terminal?
The Owner Terminal is the protected management view for route and customer administration, dispatch, terminal and driver controls, live run monitoring, reports, stock visibility, and audit review.
What is a Driver Terminal?
A Driver Terminal is the field workflow used to select an assigned route and run, work through customer stops, record delivery and payment facts, handle dispatch work, and synchronise activity.
Can a driver use their own phone?
Yes, when the station Owner has enrolled and authorised an approved Android phone. An arbitrary public user cannot simply sign in to Driver Terminal operations.
How does BYOD access work?
The Owner sends a controlled enrolment link to the intended driver. The enrolled phone receives a recurring operational lease with route and working-hour controls. Normal valid access persists across reloads and restarts without daily re-enrolment.
What happens outside authorised working hours?
BYOD operational access is restricted to the configured working window. The Owner can end today's access, restore it within a valid window, or disable the enrolled phone until it is deliberately enabled again.
Routes and deliveries
How do I start a run?
On an authorised Driver Terminal, choose the authorised user, vehicle, recurring route, and physical starting load, then start the dated run. The terminal keeps the active operational context visible.
What is the difference between a route and a run?
A route is the recurring ordered group of customer stops. A run is a dated operational load used to serve work on that route. A route can have more than one run during an operating day.
How do I record a delivery?
Open the customer stop, enter what was physically delivered and the related customer facts, review the entry, and save it. Delivered gallons, empties, payment, and documents remain separate facts.
How do I record payment?
Record the actual payment outcome and amount for the customer visit. GallonTracker does not assume that gallons delivered automatically equal cash collected.
What do I do if I am sent to a customer who is not on my current route?
Use Driver Search to look for the existing customer, confirm the correct customer and location, and record the off-route transaction under the active authorised work.
What is Driver Search for?
Driver Search locates an existing registered customer who is outside the active route, so a legitimate diverted delivery can still be recorded correctly.
What if the customer does not appear in Search?
Search does not invent or register a customer. Contact the Owner so the customer and delivery location can be checked or added through the proper customer-administration workflow.
How does dispatch work?
The Owner selects existing customer work and assigns it to a specific authorised driver or terminal. The assigned terminal receives controlled work that can be accepted, declined, reassigned, cancelled, or completed with an audit trail.
Can two drivers accidentally handle the same dispatched stop?
The dispatch lifecycle marks accepted and active work as being handled and removes it from the original available source where appropriate. This is designed to prevent duplicate handling while preserving a visible record of responsibility.
How are returns recorded?
Returned full water stock is recorded at the run boundary or reconciliation point so the Owner can account for what came back to the station.
Stock and reports
How are damaged/leaking gallons recorded?
Record the physical gallons lost through leakage or damage separately. They reduce the water remaining on the vehicle and remain visible for operational review.
How is available stock calculated?
Available water is the physical load less gallons delivered, leaked or damaged, and returned. Negative values do not erase legitimate records; they signal something the Owner may need to review.
What are physical container sales?
These are sales of the container itself, separate from the drinking water placed in it. GallonTracker records this as container inventory activity.
Do container sales alter water stock?
No. A container sale affects container inventory. Only physically delivered full gallons and other water-stock dispositions affect water stock.
How does the Owner see what drivers have done?
The Owner Terminal shows route and run progress, responsible terminal and driver information, deliveries, outcomes, payments, stock, dispatch state, and audit records as activity synchronises.
What reports are available?
Current reporting includes run information and end-of-day review covering operational activity, payments and cash context, documents, route progress, and stock accountability.
What is Run Location Audit?
Where enabled and location information is available, the Owner can open a selected run and review transaction locations visually on a map together with relevant customer, driver, time, outcome, accuracy, and distance context.
Does GallonTracker permanently change customer GPS pins?
No. Automatically captured transaction location is audit information and does not overwrite the customer's permanent stored GPS pin.
What happens if internet/data service is poor?
The Driver Terminal is designed for resilient field operation. Supported actions save locally first and synchronise when connectivity returns. The device must be prepared while online before relying on offline operation.
Can access to a driver's phone be disabled?
Yes. The Owner can end access for the current day or permanently disable that enrolled phone until it is explicitly enabled or enrolled again as designed.
Support
How do I get support?
Use the Contact page or email support@gallontracker.com. Include a clear description, the affected terminal or workflow, and when the issue happened, but never send passwords or access secrets.
How do I report a bug?
Send the steps that led to the problem, what you expected, what appeared instead, and whether the device was online. Use support@gallontracker.com and avoid sending real customer information unless support specifically and securely requests it.
How do I request beta access?
Complete the Request Beta form or email sales@gallontracker.com. Applications are reviewed, acceptance is not automatic, and submitting a request does not guarantee access or a response time.