RoadLife · How to use it
Everything the app does, in the order you'll actually meet it. Read it once — it takes about five minutes — then go tap the things it names. Most of this app is faster to learn by poking at it than by reading about it.
The same walkthrough is inside the app, under the ? on the Dashboard. Everything below the walkthrough — the badge reference, the Settings tour and troubleshooting — is here only. Questions and answers live on the FAQ page.
Tap the aircraft card at the top and type the tail you're flying. That's the one thing your whole Dashboard runs on. Flying a different airplane tomorrow — tap the card and change it; past flights stay with the tail that flew them. Set it the day before your tour and the rest fills itself in.
On a day you've marked, the Dashboard is live: it claims your flights, verifies them, and lets you add expenses. On a day you haven't, you can still look up any tail and see its flights and weather — but it's read-only. That's deliberate, so another crew's flying never lands on your record or your Concur report. If your Dashboard ever looks dead, this is almost always why.
Tap any day to turn it on or off — blue means it's yours, and it saves as you go. For a whole rotation at once, hit the orange repeat icon in the top right of the Calendar: pick your rotation and a start day and it fills the rest of the year for you, leaving your past days alone.
You do this once. It's how the app signs into Concur to build your report at the end of the tour — without it, the Build button has nothing to sign into. It's encrypted on your phone and on our servers, and protected by Face ID.
To be clear about what this is not: RoadLife never asks for and never holds a bank or credit-card login. Your charges are read from Concur, which already has them. There is no card linking of any kind.
If you take Ubers on the road, link your Uber account to Concur once and switch on automatic receipts. From then on every ride you take lands in Concur on its own — the charge and its receipt together — and RoadLife pulls both straight in when it builds your report. You never photograph an Uber receipt, and you never upload one to the app. It is the cleanest way to handle rideshare, and it is a two-minute setup you only do once.
Not before. Your day builds itself as it goes: the first leg appears when dispatch files it, the next when that one's filed. An empty card early in the morning is normal — nothing has been filed yet.
Each card shows both airports, your times, and live weather at each end. A blue label is a current METAR; grey is the TAF forecast for your actual departure or arrival time.
Pretty much everything you'd normally open three or four apps for, in one scroll: the complete weather at both ends, a radar map, the current D-ATIS, the weather and hazards along your route, winds aloft, NOTAMs, RVR when it's low, crosswind by runway, sunrise and sunset, the ATC picture — ground stops, delay programs, your EDCT and your place in the arrival sequence — and the FBOs on the field.
Open any leg and scroll the whole thing once. It's deeper than it looks.
This is the part worth understanding, because it's what makes that page short enough to actually read on the ramp. Nothing on it is a raw dump — every section is trimmed to your airports and your times.
NOTAMs: only the ones actually in force while you're there. Your departure field is bounded to the run-up before you go, your destination to the time you're on the ground after you land. A notice that expires before you arrive, or starts after you've left, never reaches your screen.
Winds aloft: at the levels you filed, not a full table you have to hunt through. Amend the altitude and the winds follow it.
Route weather: the hazards that actually cross your route, not everything sitting over the country.
The forecast: the TAF you're shown is the one for your specific departure or arrival time, not just the next line in the bulletin. Inside a couple of hours it switches to the live METAR and the label turns blue to tell you it did.
One deliberate exception — if a NOTAM can't be pinned to a time, it's shown anyway. The app would rather hand you one extra notice than hide one it wasn't sure about.
On that same page, switch between Flt Plan and Clrnc. The clearance arrives on its own and keeps updating as ATC amends it, so you're always looking at what you've really been cleared for. When it changes, you get the choice to take the new one or keep what you had.
Opens a map of the airport with every FBO pinned by name. A star marks the ones with Customs, and those are the pins you can tap for detail.
The Airport Weather card on your Dashboard isn't limited to your schedule. Type any code — the four-letter ICAO like KHYA or the three-letter HYA, either works — and tap WX. The full picture opens right there.
The status word moves on its own — FILD when the plan goes in, ENRT once you're off, LND when you're down. Your next leg carries a cyan outline so it's easy to find in a stack.
The two tiles up top show a green dot when the data is fresh and orange when it's aging. Tap one to refresh; long-press the Flights tile to pull the very latest.
As soon as the phone reconnects, GPS confirms you're at the destination and the leg verifies itself. There's no button to press.
If it couldn't confirm — the phone stayed off, or never saw the field — a "Confirm Recent Flight" card asks you straight out. One tap and it's done. That step matters, because a verified flight is what your expenses attach to.
A real diversion needs nothing from you: the new clearance moves the destination on its own and the leg shows a Diverted badge.
Once a leg verifies it drops into the Logbook section further down your Dashboard. Tap it to open the editor — this is where everything that rides to Concur with the leg gets entered.
Enter every tip for that leg in one go. First choose which airport it's for — departure or arrival — then tap the tip you paid: Fuel, Lav, Trash, CIP, PAX Baggage, DeIce, Intl Handler and the rest. Tapping it checks it on at the usual amount, and a running total sits at the top. Tap it again to take it back off.
Once a tip is checked on, its amount shows beside it as an orange underlined dollar figure. Touch that number and a wheel opens. Spin to what you actually paid, tap Done, and the total updates straight away. The default is only a starting point — override it every time if you like.
An AOG day, or a day with no leg to attach it to. Use the TIP button at the top right of the Logbook section instead — it stands on its own and still rides into your report.
The fuel calculator uses the local temperature to work your fuel out more precisely than a flat conversion. Below it, rate the hotel out of five, save a Local Recs note for the next time you overnight there, and drop any notes on the leg.
The rating and the notes are yours — they never go to Concur. It all saves on its own.
There are three ways to get a receipt in, and each one becomes an expense automatically — RoadLife reads the details right off it.
Import Photos — snap a photo of each receipt as you get it and upload whenever it suits: one at a time, or all at once at the end of the tour. The list shows photos from your tour's dates — tap All dates to see the rest — and a photo drops out of it once it's added, so the same receipt can't go in twice.
Import File — for a receipt saved as a file, like a hotel folio PDF or a rental agreement. Pick one or several at once.
Share to RoadLife — open the receipt right where it arrived, in Mail, Files or Photos, tap the Share button and choose RoadLife. It reads the receipt and puts it on the right tour's report — a hotel folio or rental receipt joins the charge that's already there rather than making a second one — then shows you where it went, with a Move button if it belongs somewhere else.
You're not locked out when the tour ends. Open the Expenses tab, pick the tour from the top, and tap + on the section it belongs in — hotels, food, tolls, other. Add the photo or the file, or type it in by hand if there's no receipt. A receipt that turns up later can simply be shared to RoadLife from Mail, Files or Photos — it finds its own tour.
Already built the report? Add the missing item, then hit Rebuild Report and it goes across. Anything you forgot on the road can be added from the couch.
Card charges take a couple of days to post into Concur, and their receipts keep arriving for a few days after. So Build Report stays greyed out — it shows the date it becomes available — until everything from the trip has landed — that way the report is complete the first time instead of missing half the charges.
When you tap it, the app signs into Concur, pulls your card charges, matches them to your receipts and tips, and assembles the report. Approve the Okta prompt if one lands mid-build.
Most tours aren't perfectly clean the first time, and that's normal. Anything that didn't line up is gathered into the Fix list, which names it the way you'd say it — "$18 lunch still needs a receipt." Tap the item and it takes you straight to that expense. Fix it, build again, and watch the list empty.
Nothing is ever silently dropped. If it can't be handled, it gets surfaced.
You get the tour summarised: dates, total, expense count, and a row of green ticks confirming every charge is matched and nothing's outstanding. Open the itemised list if you want the detail.
Then Open in Concur drops you into Concur with everything filled in. You give it a last look and tap Submit there. The app never submits for you — it's your report with your name on it.
Press and hold a Today card for its menu: Verify Flight if it's real but didn't confirm itself, or Remove to take it off.
In the Logbook, swipe a flight right for Unverify (you flew it, it just shouldn't be done yet — it goes back to Today) or Different Crew (you didn't fly it — it hides and won't re-verify itself, even from GPS). Swipe left to Remove.
A flight you remove goes to Recently Deleted — the trash button on the Logbook card on your Dashboard — and you can restore it from there for 48 hours.
Every badge, icon and colour in the app is explained with a live sample of the real thing. Settings → Display Guide for all of it, or the "?" on any screen for just what's on that screen. If you're ever wondering "what is that little thing" — that's where it lives.
The word on every flight card, in the order a leg moves through them.
| FILD | Flight plan filed for your tail. In practice this is where your legs start. |
| ENRT | Wheels-up, en route. |
| LND | Touched down — not yet confirmed as yours. |
| VRFD | Landed and confirmed it was your flight, by GPS or by you tapping Confirm. This is the finished state, and it's what your expenses attach to. |
| DVT | Diverted — landed somewhere other than the filed destination. |
| CXL | Cancelled. |
| OC | Different crew — you marked it as not your leg. Dimmed, not deleted. |
| UNKN | No status from the tracking source yet. |
| PLAN SCHD | Pre-filing states — on the schedule, no flight plan yet. You'll rarely see these while your company's dispatcher isn't publishing the schedule to the FAA feed. |
In the order you'll find them.
First: has the flight been filed? A leg only reaches your Today card once the flight plan is filed with ATC, so an empty card early in the day usually means nothing has been filed yet. That's normal — check back rather than start troubleshooting.
If it has been filed and still isn't showing, the next most likely cause is that the day isn't marked as a work day. RoadLife only fills your Dashboard on days you've marked on the Calendar — that mark is the switch that turns the day on.
That day is view-only, because it isn't marked as a work day. You can pull up any tail on any day and see its flights, weather and badges — but claiming, verifying and expensing only happen on the days you've marked. That's deliberate, so another crew's flying never lands on your record or your Concur report. Open the Calendar, tap the day, and the flight becomes yours.
Two different fixes. If you did fly it but it shouldn't be done yet, swipe the flight right to Unverify — it goes back to your Today screen as still-to-fly. If you did not fly it — a crew swap or a deadhead — open it and choose Different Crew; that hides the leg, unlinks its expenses, and stops it re-verifying itself. If the leg never happened at all, swipe left to Remove; it sits in Recently Deleted and can be restored for 48 hours.
iOS only asks once. The setup step gives you a button into iOS Settings — turn Location on to Always there, come back to RoadLife, and the step completes on its own.
Open the expense → fix the date if it's off by one (overnight stays often are). RoadLife re-matches automatically.
Settings → Concur → Update Credentials, enter your current password and save.
Check phone for an Okta push, approve. If no push within 30 sec, cancel and retry.
Open the expense, change its category, save.
iOS Settings → Notifications → RoadLife → Allow Notifications ON. Force-quit and relaunch the app to refresh the APNs registration.
Setup, Concur, billing, privacy and every other common question is answered on the FAQ page.
Email support@roadlifepro.app with:
We answer within 24 hours, usually faster.