Travel documents

The Travel documents function of the HolAzAutó mobile application is available in the Administration menu; here you can view the travel documents created in the web application, record preliminary data on the waybill, manage your own travel documents, and download the documents.

The Travel documents function is available in the Administration menu of the HolAzAutó mobile application.

Here you can view the travel documents created in the web application. By default, when the function loads — the same way as on the web interface — the scrollable list displays all documents.

The data belonging to travel documents (for example the number of transported persons) could previously only be recorded from the web interface, which is not available for drivers working in the field. The HolAzAutó Travel documents function makes it possible to record the preliminary data on the waybill directly from the mobile application before the trip.

With the Travel documents function of the HolAzAutó mobile application the travel documents created in the web application can be viewed during the trip, the preliminary data (for example the number of transported persons) can be recorded on the waybill according to the validity type, and your own travel documents can be downloaded and closed from the field.

Without the Travel documents function, managing the travel documents and recording preliminary data on the waybill can only be done from the web interface, so drivers working in the field cannot record the data in time, and the documents are not available during the trip.

The Recording preliminary data on the waybill function is available in the Travel documents menu of the HolAzAutó mobile application. With it you can record the data that will appear on the waybill before the trip starts, for example the number of passengers transported. The recorded preliminary data is added to the waybill for the selected validity type (the next section, a whole day or a custom date range).

Follow the steps below to record preliminary data:

• Opening the application: open the HolAzAutó mobile application.
• Navigation: in the bottom menu bar, within Dashboard, under Administration tap the Travel documents menu item.
• Recording preliminary data: tap the three dots one above the other in the top right corner to open the menu, then choose the Record preliminary data option.
• Adding new data: tap the + icon in the bottom right corner of the screen to record new data on the waybill in advance.
• Entering the data: select the vehicle (it is not necessary to give a driver), then set the Validity type: the next section, a whole day, or a period set from one date to another (Custom date). Then type the text to be recorded into the Description field, for example: “Number of passengers transported: 2”.
• Saving: save the data; the HolAzAutó mobile application records the preliminary data on the waybill.

You can search among the documents by tapping the filter icon on the right side of the header.

On the panel that opens you can search among the documents by setting the following filter conditions:

• the licence plate of the vehicle
• the serial number of the document
• the start and end date and time of the search interval (you can also set them with one tap using the quick buttons)
• the status of the document
• the way the document was generated

After setting the search conditions, start the search by tapping the button in the top right corner, at the right edge of the header.

The search results, i.e. the cards displaying the individual documents, are shown to you in a vertically scrollable list. The following data can be seen on them:

• the serial number of the document
• the licence plate of the vehicle
• the start and end of the period
• the type of the document
• the status of the document

To view the document, tap either the header of the record window or its data row; the application then loads the full document.

The header contains the identifier of the document; the data that was already visible in the preview becomes visible here, and by tapping the Show the full header button the basic data of the document can also be viewed.

By tapping the three dots on the right edge of the header you can choose whether you want to download the document or approve and close it.

To the left of it, by tapping the three horizontal lines you can modify the main data of the document:

• Status
• Nature
• Business partner
• Purpose of the visit
• Driver

The Routes can be found in the lower half of the screen. You can see the journeys made in the examined period broken down into sections in a scrollable list. Tapping the bubble of the given route section opens a map view showing the journey with two markers: green for the departure and red for the arrival.

The window at the bottom of the screen shows the departure address with the arrival address below it, as well as the departure and arrival times. Tapping the window opens an expanded version where you can also get information about the driver, the distance travelled, the odometer reading and the duration of the journey.

Here two further buttons become available:

• Edit
• Partner company

Tapping the Edit button opens the interface for editing the nature, work number and driver data of the given route; the appropriate data can be selected from a drop-down list for each option. The two arrows on the right edge of the header serve to switch between the route sections.

By tapping the Partner company button you can set the partner company data; if no partner company has been set yet, the Auto-fill data function automatically fills in the mandatory data based on the arrival address, making the administrative tasks easier. It is necessary to select a nearby POI; you can choose from a drop-down list, and in the row of the POI name you can see how many metres away the given point is.

After selecting the point, a pop-up window on the map shows the location, and by tapping the Select button you can save the chosen point.

Then, with the edit button visible on the map, you can edit the known point, which you save with the save button.

By tapping the Save partner company button you can finalise your modifications.

In the Own travel documents menu drivers find the waybill valid for the given day, or the route log for the current period.

If no such document has been issued yet, the application signals this and you can create one immediately by tapping the blue Create new travel document button.

Afterwards you can see some basic data of the created document: the document type, the licence plate of the vehicle, the validity period and the status of the document.

By tapping the Show the full header text, all the basic data of the document becomes visible.

On the right side of the header you can also find the download button, which will be presented later.

By tapping the button marked with three dots, the driver can download the numbered PDF version of the vehicle's waybill for the current day, which can be presented for verification.

By pressing the download button, the PDF reader application installed on the mobile phone automatically opens the document.

With the filter button you can filter among the journeys made according to different conditions:

• Period
• Status
• Nature
• Business partner
• Purpose of the visit

By tapping the back button you can view your earlier travel documents in a list.

Tapping the card of the given document opens its data in the way presented above.

The header changes for closed documents: here the download and filter buttons are placed. With the download button you can download the records in the way already mentioned, while with the filter you can filter among the journeys made.

? What does a waybill mean?

: A waybill in the HolAzAutó Travel documents function is the travel document onto which the data of the trip (for example the number of transported persons) can be recorded; the preliminary data is put on it according to the validity type (next section, a whole day or a custom date range).

? How can I record preliminary data on a waybill in the HolAzAutó mobile application?

: In the HolAzAutó mobile application open Dashboard → Administration → Travel documents, tap the three dots in the top right corner, choose the Record preliminary data option, then add the new data with the + icon: select the vehicle, the validity type and type the description, then save it.

? Which validity types can I set when recording preliminary data?

: When recording preliminary data in the HolAzAutó mobile application you can choose from three validity types: the next section, a whole day, or a period set from one date to another (Custom date).

? Is it mandatory to give a driver when recording preliminary data?

: No, giving a driver is not mandatory; when recording preliminary data you only have to select the vehicle, set the validity type and give the description.