The office portal, step by step.

Registering your company

1. At app.amarineone.co.uk press Create an account, then A company.
2. Create your account with your email address and a password of at least 8 characters, and confirm the address from the email we send. If you already have an account, sign in instead.
3. Under Organisation details choose Transport company, and give the organisation name and, if you have them, the legal name and company number.
4. Read the Terms of Service and the Data Processing Agreement, which are shown in full, and tick that you accept them for your company.
5. Press Submit registration. We check it, set your workspace up and tell you by email. You become its first administrator.

Signing in

1. Type your Email address and Password and press Sign in.
2. Or type your email address and press Email me a secure sign-in link, and open the link in the email.

You land on the Command Centre. A transport manager of two or more companies lands on My companies instead.

Two-step sign-in

Two-step sign-in asks for a six-digit code from an authenticator app on your phone (Google Authenticator, Microsoft Authenticator or similar) as well as your password. You can turn it on for your own account; to make it required for everybody in your office, ask us.

1. Open Account settings at the foot of the menu, then Two-factor auth.
2. Press Set up authenticator and scan the QR code with the app, or type the setup key.
3. Type the six-digit code the app shows and press Verify and enable.

From then on, after your password you are asked for the code: type the one the app shows now and press Verify and continue. Codes change every 30 seconds.

A forgotten password

1. On the sign-in page, type your email address and press Forgot password?
2. Open the link in the email. Type a New password of at least 10 characters. If your account uses two-step sign-in, type the code from your authenticator too.
3. Press Update password and sign in with the new one.

To change your password while signed in: Account settings, then Change password.

The screen and the menu

• The top bar has the page's title and, on the right, a warning when an incident or a document needs you, the company you are working in, your messages (the envelope) and Sign out.
• The menu on the left is in groups that fold open and shut. On a wide screen it stays beside the page; the button with three lines hides it or brings it back. On a phone it slides in over the page.
• The foot of the menu has your company (it opens Company details), Account settings, the light or dark theme, and Sign out.

The groups, and what is in them:

• Command Centre and Ask, always at the top.
• Every day: what each vehicle needs, renewals, incidents, driver photos, infringements.
• Documents: documents from drivers, DVLA licence checks, arriving documents, the document library, company documents.
• Drivers: all drivers, driver reports, work offers, training, agreements, contractor companies, onboarding set-up.
• Fleet: all vehicles and trailers, the fleet planner, maintenance, walkaround and fuel records, fleet reports, the audit pack.
• Workshop: repair sheet, wheel torque, bookings, inspection sheets, garages.
• Rules & templates: your check intervals, what drivers check, incident procedures, templates.
• Money: sales invoices, garage invoices, driver invoices.
• Your company: company details, team, sites, platform terms, privacy questions.

Inviting colleagues

1. Open Your company, then Team, and press Invite user.
2. Type their Email address and choose a Role: Transport Manager, Compliance Manager, Admin, Reviewer or Auditor.
3. Press Send invitation. They are listed as Invited until they accept; Send again sends the email again.

Your colleague opens the link in the email, creates an account with exactly that address (or signs in, if they already use Amarine), and presses Accept on the invitation.

A transport manager of several companies

If you are the transport manager of two or more companies, you sign in once and My companies shows them side by side: vehicles needing attention, open incidents, renewals, documents and DVLA checks to review, infringements and onboarding waiting on you.

1. Press a figure on a company's card to open that company on that list, or Open to step into it.
2. To move to another company later, use the company picker in the top bar, or go back to My companies.

Company details, bank details and logo

1. Open Your company, then Company details.
2. Fill in the Legal company name and Company registration number, the VAT number, the address on documents and your contact email and phone, and press Save company details. Agreements and work offers cannot be sent without the name and number.
3. Under Where you are paid, fill in the account name and the sort code and account number (or the IBAN) and press Save bank details. Sales invoices cannot be issued without them.
4. Under Company logo, press Choose a picture (PNG, JPEG or WEBP, about 300 kB at most) and Use this logo.

Platform terms

Under Your company, Platform terms holds the Terms of Service and the Data Processing Agreement. Press Read it, type Your full name, tick that you have authority, and press Accept. When a text changes it shows Changed since you accepted and needs accepting again.

Say how you work

1. Open Every day, then What each vehicle needs.
2. For each check (safety inspection, MOT, brake test, tachograph calibration, road tax, insurance, and the trailer checks) set how often you do it.
3. Press This is how we work.

To change an interval later, press Change it, which opens Compliance Policies. A single vehicle with a different interval (a six-week PMI on one lorry, for example) is set on that vehicle's own page.

The Laden roller brake test has a choice the others do not. DVSA asks for brake performance to be assessed at every safety inspection, so on that policy Anchor mode can be set to Due with the safety inspection, whenever that falls. It is then due the day the inspection is due, on each vehicle's own interval, instead of running on a separate clock of its own. A brake test that was missed at an inspection stays outstanding on that inspection's date rather than quietly moving on to the next one, which is the point of it. The interval on the policy is then only used for a vehicle or trailer with no safety inspection on file.

Put your vehicles in

One at a time:

1. Open Fleet, then All assets, and press Add vehicle or Add trailer.
2. For a lorry, the Registration is required; add the VIN, make, model, axles and weight if you have them. For a trailer, your own name for it is required, and the registration and ministry plate if it has them.
3. Press Create vehicle or Create trailer. The vehicle's page opens.

Or all at once from a spreadsheet:

1. On All assets, press Import assets and choose your CSV or Excel file, or start from one of the templates.
2. Choose the sheet, match your columns to ours, and press Validate & preview. Fix any row marked, then press Review & confirm import.
3. Press Create to add them. Keep the tab open until it finishes.

Bring your dates

1. On What each vehicle needs, press Import your dates and choose the spreadsheet.
2. Say which column holds the registration, and for each date column which check it is and whether it is the date the check was done or the date it falls due.
3. Press See what this will do. It shows what is ready to write, what needs a look and which registrations are not in the fleet (you can add them from here).
4. Press Write.

Ready for drivers

• Drivers, then Onboarding setup: press Set this company up for onboarding once. For employed (PAYE) drivers, press Set up onboarding for PAYE employees as well.
• Your company, then Privacy questions: the answers your drivers' privacy notice needs.
• Rules & templates, then What drivers check: the daily walkaround list. It starts as the DVSA list; add or change items in English and Romanian and press Publish this list.
• Rules & templates, then Incident Procedures: the number a driver rings, and the steps drivers are shown for a breakdown, an accident and the rest.

The Command Centre

The first screen after you sign in: what is waiting on you this morning. The tiles under Work to do (documents to review, bookings waiting, vehicles needing attention, overdue invoices, wheel re-torques) each open their list. Invitations to you, from another company, appear here too.

The fleet planner

Fleet, then Fleet planner: every lorry and trailer, and when each check falls due.

• The cards at the top count what is Overdue, Not tracked, Urgent, Due soon and In order. Not tracked means there is no date at all, so nothing will remind anybody: give it a date.
• Each cell has the date and how far off it is. Booked or Offered means a garage date is in hand; the colour stays until the check is done.
• Search by registration, make or model, or filter by status.

1. Press a registration, then Details.
2. To record a check as done, press Done next to it and give the date. The next one is worked out from it.
3. To book it with a garage, press Book, choose the garage (or type the name of one that is not on Amarine), the date and a note, and press Book it.

Documents that arrive

Inspection sheets, MOT certificates, calibration certificates and invoices from garages and suppliers. Your company has its own address for them, shown on Documents, then Arriving documents, with a Copy button: give it to your garages. They need no account. You can also upload a document somebody handed you, with Upload it.

Each document is read for you. Nothing reaches a vehicle's record until you confirm it.

1. Open a document under Needs you, and press Open the document to see the paper.
2. Check What was read from it. Anything marked check this deserves a second look.
3. Check or choose Which vehicle or trailer, the Date the work was done and, if you like, their reference.
4. Read the line under the buttons: it says exactly what confirming will do, for example that the inspection is recorded as done on that date and the next one opened.
5. Press Confirm this. Or Reject it if it is not yours, or Read it again.

Walkaround checks

1. Open Fleet, then Walkaround Records, and choose a driver.
2. The calendar shows each day: All in order, Defects found, Unroadworthy or No check recorded.
3. Open a day to see every item, the driver's note and photos, what they declared, and the defect report raised by itself when a defect was marked.

Export PDF prints the checks you select, for a file or a DVSA visit.

Incidents and defects

A defect from a walkaround, or anything a driver reports from the app (a breakdown, an accident, damage, a problem with the load), arrives under Every day, then Incidents, and the warning in the top bar lights up. The urgency comes from what the driver ticked, never from a guess.

1. Open the report. The folds show the driver's photos and anybody else involved, with their insurer and registration.
2. Press Triage / update, set the Severity and the Next status, and write an Office note, which is required.
3. Press Save triage. When it is Resolved, it moves to the history and cannot be edited.

Driver reports and photos

• Drivers, then Driver reports: everything drivers reported, by driver and date, open or settled, with PDF and CSV exports.
• Every day, then Driver photos: proofs of delivery, load photos, defect and walkaround photos. Press Mark as seen once somebody has looked; until then they count as new.
• Fleet, then Fuel Records: fill-ups and consumption for each vehicle.

Inviting a driver

1. Open Drivers, then All drivers, and press Invite a driver.
2. Type Their email and, if you like, their name, a message and how many days they have to answer (14 unless you change it). If you already hold a file for them, give the Existing driver code.
3. Press Send invitation. It is listed under Waiting for an answer; Withdraw takes it back.

The driver opens the driver app, creates an account with that email address and accepts. Their record is made then. The driver guide shows their side.

Driver 360

Press a driver's name to open everything about them on one page:

• What is Waiting on you from this driver: documents, incidents, invoices, items to sort out.
• Share codes: the DVLA and right-to-work codes they typed, how many days each has left, and what your office recorded when it checked them.
• Their onboarding, their agreement or contract, the documents in force and those being checked, their licences and checks, training, infringements, incidents, invoices and fuel.
• The driver's own documents: their wallet, if they shared it. Take a copy for our records puts one into Driver documents for review.

The buttons at the top send a work offer, assign training or send the agreement.

Onboarding a driver

1. On Driver 360, under Put them through onboarding, choose how they are engaged: Limited company, or PAYE employee with their pay rate, how often they are paid, job title, base and first day.
2. Press Start onboarding. The driver sees their steps in the app.
3. The panel shows each step: Done, With the driver, Waiting on you or Not open yet. The driver can carry on while a step waits for you.
4. Do the steps that are yours as they come: approve the documents, record the DVLA and right-to-work checks, review the IR35 answers for a limited company, and countersign the agreement or sign the contract.
5. At the end, Final activation lists anything still open, in words. When nothing is, give a Decision reason, tick the three confirmations and press Run review and approve. The driver is active and can be given work.

Documents drivers send

A driver photographs a document, checks what was read from it, and sends it. It arrives under Documents, then Driver documents.

1. Press Review document, and open the source file.
2. Compare it with the details, and correct any that are wrong.
3. Tick that you compared the file with the details, and press Approve document. Or Request new upload or Reject document, with a message the driver reads.

An approved document is in force on Driver 360, and its expiry date drives the reminders to the driver.

DVLA licence checks

A driver sends the check code from their gov.uk licence page. You do the check on gov.uk and record what you saw. Until you do, their onboarding cannot finish.

1. Open Documents, then DVLA licence checks, and press Check it.
2. Press Show me the code and say why you are looking; it is recorded against your name. Check the licence on gov.uk and save the page as a PDF, or take a screenshot.
3. Choose what you decided. For Approved, write what the licence says, when to check it again and any endorsements. To refuse or ask for another code, write what the driver is told.
4. Under The proof you keep, choose the gov.uk file. It is required here.
5. Press Record what you found. The driver's step moves on.

Recording a DVLA or right-to-work check yourself

When the driver typed the code into their wallet instead of sending it, it shows under Share codes on Driver 360, and the onboarding documents step lets you record the check yourself.

1. Do the check on gov.uk with the code.
2. For a licence: fill in the Day you checked, Check again on and What the licence showed. For the right to work: choose whether they have it, have it for a limited time (and until when), or do not.
3. Add the gov.uk file if you saved one (a PDF or a screenshot, up to 10 MB). Only your office can open it, from Driver 360.
4. Press Record the check.

Each code on Driver 360 then says what was checked and when, and warns if a newer code has not been checked. Open the gov.uk PDF opens the file kept with the check; Add the gov.uk file adds one later.

Agreements

• A limited-company driver enters their company details in the app, and Contractor Companies is where you mark them Verified or Not right.
• Send the agreement on Driver 360 sends the subcontractor agreement. If it cannot be sent yet, the panel says why.
• When the driver has signed, countersign: type your name and capacity, tick the three statements and press Countersign. During onboarding this is done from the onboarding panel.
• Drivers, then Agreements, lists every agreement and its status. An agreement waiting for signatures can be voided with a reason; one signed by both cannot, and is replaced by sending a new version.

Only an owner or an admin can send or countersign. A signature can never be changed or removed.

Training

1. Open Drivers, then Assign Training, or press Assign training on Driver 360.
2. Choose the driver, then tick the packs. Each pack shows what the driver has done: already assigned, passed and valid to a date, running out, or never assigned.
3. Choose the language, English or Romanian.
4. Say why: induction, yearly refresh, after an incident (choose which one) or an office decision. Add a due date and a note if you like.
5. Press Assign selected training.

The driver is told, takes it in the app, and the result comes back here and to Driver 360 by itself. Read training lets you read a pack before giving it.

Tachograph infringements

1. Open Every day, then Infringements, press Upload a letter and choose the PDF from your analysis provider. It is read for you.
2. Check each line. Fix this line corrects the driver, rule, time or vehicle; Remember keeps a member code matched to a driver for next time.
3. Press Confirm and send. Each driver gets theirs to read, answer and sign in the app.
4. When the driver has answered, press Decide, choose what was decided, write why (this is the part an inquiry reads) and press Record and sign off.

Nothing reaches a driver until you have looked at what was read. Before a driver answers, only a dismissal can be recorded.

Ending a working relationship

On Driver 360, open End the working relationship, give the last working day and why, tick that you understand it ends their access, and press the button. Open work offers are withdrawn and unsigned agreements voided; a signed agreement is kept. The driver keeps their own account and documents. Invite them back sends a new invitation later.

Appointing a garage

1. Open Workshop, then Garages.
2. If the garage is on Amarine, type their connect code (SVC-…) and press Find them. Check the name and company number, tick the lorries and press Appoint them.
3. If they are not, fill in Invite a garage: their email address, their name, a note and the lorries, and press Invite them.

Either way, the garage has to accept. You can take a lorry back, or end the appointment, at any time. The workshop guide shows their side.

Bookings

1. Book from the fleet planner (Details, then Book). A garage on Amarine is asked; for one that is not, it is your own note of a booking you made by phone, and nothing is sent to them.
2. Workshop, then Bookings, shows each booking and whose turn it is. When it is yours, press Accept, Another day or Decline.
3. When the garage says the work is done, press Confirm into my records, and the due date moves. If it is not right, press This is not right and say why.
4. For a garage not on Amarine, press Close this off and write what was done yourself.

Inspection sheets from your garages

Workshop, then Inspection sheets, holds every sheet a garage has signed on your vehicles. You are told when one is signed. Accept it into your records, choosing which due date it answers, or send it back with a question. A garage that is not on Amarine emails its paper sheets to your address for arriving documents instead.

Faults a driver reported

A driver who marks a fault on his walkaround sends it straight here. The guide to maintaining roadworthiness asks for three things about every one: that it reaches somebody, that somebody decides what to do about it, and that whoever decided puts their name to it. This screen is where all three happen.

1. Open Workshop, then Defects. Critical faults come first, then the ones that have been waiting longest, with the days on every row.
2. The heading counts what is open, and says separately how many have nothing written against them at all. Those two are different questions.
3. Press Answer this on a fault, or The check it came from to read the whole walkaround it was found on.
4. Choose what happened to it: It was repaired, Checked, nothing needed or Being watched.
5. Put your name in Who answered it and tick The vehicle is fit for the road if it is, then Save the answer.

It was repaired asks Which job answered it, and offers only work recorded on that vehicle since the fault was reported. If the job is not there yet, write it on the Repair sheet first and come back. The fault is then closed.

Checked, nothing needed asks Why. Write what you checked and what you found, because that sentence is the whole of your answer if anybody asks later. The fault is then closed.

Being watched also asks Why, and does not close the fault. It stays on this list with the days still counting, and the audit pack says it is still on the vehicle. A fault that could be put away by ticking a box is a fault that gets put away.

An answer cannot be edited afterwards. It can be taken back, with a reason, and written again, so that what is on file is what was decided at the time.

The driver who found the fault is told what happened to it, on his phone and on his own copy of the check, including what the repair sheet says was done. A fault being watched tells him plainly that it is not fixed yet.

In the audit pack, the walkaround check carries the answer under the fault it was found on: what was done, who signed it, whether the vehicle was declared fit for the road, and the repair sheet's own words. A fault nobody has answered says so on the page, which is what an examiner is looking for.

Repair sheet

1. Open Workshop, then Repair sheet.
2. Choose the lorry and the day, tap what was done or type it, say whether it was done in the yard or by a garage, and add the cost and job number if there are any.
3. Press Save the repair. It goes into the lorry's history. If wheels came off, Record the wheel refit opens the wheel register already filled in.

Wheel torque

Every wheel taken off and put back, and its re-torque, as DVSA asks: after 30 minutes standing, or within 40 to 80 km.

1. Open Workshop, then Wheel torque, and press Record a wheel refit.
2. Choose the vehicle, when the wheel went back on and why it came off, tap the wheels, and give the torque, who fitted it and the five DVSA confirmations. Press Save the refit.
3. When it is time, under Re-torques to do press Record the re-torque, say whether every nut held, and save.

History and audit pack

• Fleet, then Maintenance: what was done to each vehicle and what it cost. Record a job adds one, Import history brings your past records.
• Fleet reports: costs by lorry and by garage, repeat faults, month by month.
• Audit pack: everything about one lorry, ready to hand over. Print it makes the PDF.
• Document library: every document the company holds, by vehicle, kind and year.

Sales invoices

1. Open Money, then Sales invoices, and press New invoice. It is a draft: it has no number, nothing has been sent and nobody can pay it.
2. Choose the Customer, or add a new one from here. Write what the work was, and when it is due.
3. Add the lines: description, quantity, unit price and VAT. Add one you have charged for before… saves typing. The draft saves as you go.
4. Press Preview to see it as your customer will, then Issue it. It takes the next number.
5. Under Email this invoice, check the address and the message and press Send to the customer. The PDF goes attached; replies come to your company.
6. When the money arrives, record it under Paid with the amount, the day, how and their reference, and press Record it.

Garage invoices

Money, then Garage invoices: every invoice a garage on Amarine issued to you, never their drafts. Each shows how to pay and the reference to quote, and links to the sheet. When you have paid, press Tell them you have paid: the garage is told, and settles it when the money arrives.

Driver invoices

Money, then Driver invoices: invoices and credit notes that self-employed drivers raised against the work offers they accepted. Search by driver, status or date, and Open one to read it. You do not create these; the driver does, in their app.

Ask

1. Open Ask at the top of the menu.
2. Type a question, or press one of the suggestions: what is due this week, any open defects, any incidents this month, what the last PMI found.
3. To find out how to do something in the portal, ask it in your own words, for example "how do I invite a driver" or "where do I confirm a PMI sheet". It answers with the steps from this guide and a link to the page.
4. If you ask it to book a vehicle in or send a driver some training, it fills the form in on a card marked as not done yet. Nothing happens until you press the button on the card; Leave it drops it.

Getting help

Write to support@amarineone.co.uk, call 07961 398553 or send a message on WhatsApp. Tell us which screen you are on and what you pressed; a screenshot helps.