How to Use RoadLife

In the order you'll actually do it — open the app, set it up, fly, file the report.

STEP 1Install & sign in

Get RoadLife from the App Store. Open it. Tap Sign in with Apple or Sign in with Google — your account creates itself. No password to remember.

STEP 2Onboarding

1. Welcome — check the disclaimer box.
2. Your name — pre-filled; edit if you want.
3. Company — pick your airline.
4. Schedule — tap the dates you're on duty.
   • Fixed rotation (7/7, 8/6, etc.) — tap ~7 consecutive duty days and RoadLife detects the pattern automatically, then fills the rest of the year.
   • CC schedule — when your monthly schedule drops, open RoadLife and tap the duty dates for that month. Those days are saved and roll into your tours. Repeat each time a new month's schedule comes out — no need to predict a pattern that doesn't exist.
   • Anything else — tap whichever dates apply. There's no wrong pattern; the calendar just stores what you mark.
5. Concur — save your Concur username + password. Stored encrypted; Face ID protects them in the app.
6. GPS — tap Allow Always. Used briefly around the airport on duty days only. Zero battery cost between flights.
7. Done — initial sync runs, you land on the Dashboard.

STEP 3Your first look at the Dashboard

Five tabs at the bottom:

• Dashboard — today's flights, weather, status.
• Logbook — every flight you've flown, grouped by tour.
• Expenses — hotels, rentals, tolls, rideshares, meals, other.
• Calendar — your year laid out by tour, vacation days, paid holidays.
• Settings — account, Concur, privacy, data export.

STEP 4Enter your tail number

Top of the Dashboard. Type the tail (e.g. N387QS). RoadLife starts watching for that tail's flights on your duty days.

Change tails by tapping the current one — RoadLife switches to the new tail. Past flights stay linked to the tail they flew under.

STEP 5During the tour — flights detected

You don't do anything. Flights appear on the Dashboard as they happen:

If a flight is wrong or not yours: long-press the card → Remove. When RoadLife asks you to confirm a flight, you can also tap Not Me.

If a flight is missing: pull-to-refresh on the Logbook.

STEP 6Add receipts (screenshots & photos)

Anytime during the tour, drop receipts into the app — all from your photos:

• Photo of the receipt or folio — a picture you took with your phone.
• Screenshot — a saved rideshare receipt, hotel confirmation email, or PDF folio.

On the Expenses tab, tap + on the section you want (Hotels, Other, Food, etc.). Pick one or more from your photo library. Each image is scanned and pre-fills merchant, date, and amount. You confirm and save.

Or tap any existing row → Receipt button to attach an image to that specific row.

STEP 7Review expenses

End of the tour, open the Expenses tab. Card charges pulled from Concur are grouped into the right sections — hotels, rentals, tolls, rideshares, meals, other.

• Tap a row to see details, edit fields, or attach a receipt image.
• Swipe left to delete anything that's not yours.
• Orange highlight = a row needs attention (usually a missing receipt or a missing location/detail).
• International charges show in US dollars — foreign amounts are auto-converted using Concur's exchange rate, so your app total matches Concur.
• 3-day grace on receipts — a card charge and its receipt take 1–3 days to settle into Concur, so RoadLife waits before flagging a receipt as missing. No chasing something that's still on its way.
• "No-Show" hotel = a card charge with no booking email. Tap it to confirm you stayed, or leave it flagged; nothing files to Concur until you decide.

STEP 8Rideshare tips

A rideshare tip often posts a day or two after the ride, as its own small charge. RoadLife automatically matches it to the right ride — you usually don't have to do anything.

If RoadLife isn't sure whether a charge is a tip, it shows up in your Expenses list with an orange highlight so you can confirm or delete it.

STEP 9Build the Concur report

Why the button is greyed out at first. The Build Report button lights up 3 days after your tour ends. Card charges take a couple of days to post into Concur, and their receipts auto-download for up to 3 days after that — so RoadLife waits until everything from your trip has landed before letting you build. That way your report is complete the first time, instead of missing charges or receipts that hadn't arrived yet. The button shows a countdown ("Available tomorrow," or a date) and unlocks itself automatically — nothing to do but check back.

When it lights up, tap Build Report. RoadLife:

1. Signs into Concur with your saved login.
2. Creates a report named after your tour dates.
3. Fills in the city for each charge.
4. Pulls your card charges and matches them to flights and tour days.
5. Converts any international charges to US dollars automatically.
6. Uploads your scanned receipts to the right line items.
7. Adds tips, tolls, and ground transport.

Okta 2FA push may land on your phone mid-build. Approve it. Build resumes automatically.

STEP 10If the report needs you

When the build finishes, one of two things happens:

• All clean → you go straight to review and submit (next step).
• Needs you → a popup opens automatically and tells you, in plain English, exactly what's left. No silent "all done."

The "Needs You" list is split into two groups:

• Concur — things Concur flagged (e.g. a missing city code). Tap the row, fix it in the app, then rebuild.
• App — things RoadLife needs from you (usually a missing receipt, a card-amount mismatch, or a charge it wasn't sure about). Tap to add the receipt or correct it.

Handle each item, tap Build Report again, and the list clears as things resolve. Nothing is filed to Concur until it's clean and you submit.

STEP 11Review & submit

The report shows the Concur total next to the App total. When they match, you're done.

If a row still shows an orange highlight:

• Missing city → set it, save, tap Rebuild Report.
• Wrong from/to → fix it, save, tap Rebuild Report.
• Missing receipt → tap the row → Upload Receipt, pick from your photos.

Tap Open in Concur → review in Concur → submit. Done.

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Day-to-day operating

Flight detail — tap a Dashboard card

Opens a sheet with everything you need pre-flight:

• Origin → destination — airport names, ICAOs, field elevation in ft MSL.
• Weather age — a heads-up appears if the weather is getting old.
• Radar button — opens the route radar map (see below).
• FBO button — opens the FBO map for that airport (see below).
• RTE — filed route (or "Filed — route pending" if FA hasn't published it yet).
• WINDS — winds aloft at each filed level (LV / temp / direction / speed).
• D-ATIS — current ATIS for origin + destination.
• ROUTE WEATHER — significant weather hazards (SIGMETs) along your route.
• TRAFFIC — airport congestion + ground-stop indicators.
• NOTAMS — filtered pilot-relevant NOTAMs with type badges.
• Crosswind / headwind components per runway with runway length.
• RVR — runway visual range with touchdown / midpoint / rollout values when reported.
• SUNRISE / SUNSET — local times at origin + destination.

Label colors: blue label = METAR (within 2 hours of departure/arrival), gray label = TAF forecast. Color follows the source actually shown.

Radar button (route radar map)

• Full-screen MapKit map with live weather radar tiles overlaid.
• Route polyline from origin to destination.
• Green pin at origin, red pin at destination.
• Pinch to zoom; pan to scroll.
• Close (X) top-right to return.
• "Radar unavailable" if the tile source is offline — try again in a minute.

FBO button (airport FBO map)

• Map zoomed in on the selected airport.
• Each FBO shows as a pin with name.
• Star marks FBOs that have Customs.
• "Searching for FBOs…" while loading, "No FBOs found at [ICAO]" if the airport isn't in the FBO database, "Airport coordinates unavailable for [ICAO]" if even the airport lookup failed.
• Close (X) top-right.

Logbook card — tips, hotel, notes

Tap any flight in the Logbook to open the expense sheet. This is where you enter tips after the leg.

Tips

• TIPS section shows a running total at the top in orange.
• Airport selector just below the total — buttons for each airport on this leg. Tap to filter pills to that airport.
• Tip pills (checkbox + label) for the common categories — Fuel, Lav, Trash, CIP, PAX Baggage, Engine Oil, De-Ice, Intl Handler, Shuttle, and more. Tap a pill to check it on (uses the default amount, usually $5; Intl Handler defaults to $20). Tap again to uncheck.
• Footer shows Tips Total: $X.XX.

Adjusting a tip amount

1. Tap the pill to check it on — the default amount appears as an orange underlined dollar value next to the label.
2. Tap the underlined amount → wheel picker opens ($1–$100 whole dollars).
3. Scroll to the correct value → tap Done.
4. Running total updates immediately.

Hotel + notes

• HOTEL section — name field + 5-star rating. Stars are for your own future reference.
• LOCAL RECS — add restaurants or things you want to remember for the next time you overnight there.
• NOTES — free text for anything ("late departure, no caterer", etc.), for your own reference.

Calendar & rotation changes

Calendar tab → rotation icon → pick 7/7, 8/6, or Custom. Re-fills the year from your most recent start date.

Vacation days

Mark vacation in Settings → Schedule & Vacation. Vacation days never count as duty.

Switching tails mid-tour

Dashboard → tap current tail → enter new one. RoadLife switches to the new tail. Past flights stay linked to the tail they flew under.

Push notifications you might see

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Settings tour

• Account — name, email, company, plan.
• Tail Format — set how your tail number is entered (prefix/suffix). Your active tail lives on the Dashboard.
• Concur Login — update your Concur username and password.
• Schedule & Vacation — current rotation + marked vacation dates.
• FAA Medical — last + next exam dates, with a reminder toggle.
• Export Data — CSV download or Google Sheet of your whole account.
• Subscription — view your plan and renewal, or cancel.
• Privacy Policy / How to Use / FAQ — links.
• Sign Out — clears local data, keeps your account.
• Delete Account — deactivates right away, then permanently erases everything after 30 days. Sign back in within 30 days to restore it.

Privacy & data

• Encrypted in transit and at rest.
• Concur credentials are encrypted, used only when building a report, and protected by Face ID in the app.
• Precise location is used only on duty days, briefly, around the airport.
• We don't sell, share, or rent your data. No ads, ever.
• Full policy: roadlifepro.app/privacy.

Troubleshooting

Flight not showing

1. Pull-to-refresh on the Logbook.
2. Confirm the tail number is correct.
3. Confirm the date isn't marked Vacation.

Expense not matched

Open the expense → fix the date if it's off by one (overnight stays often are). RoadLife re-matches automatically.

Concur won't log in

Settings → Concur Login → update your password and save.

Report build hangs on 2FA

Check phone for an Okta push, approve. If no push within 30 sec, cancel and retry.

Receipt scan picked the wrong category

Open the expense, change its category, save.

Push notifications missing

iOS Settings → Notifications → RoadLife → Allow Notifications ON. Force-quit and relaunch the app to refresh the APNs registration.

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FAQ

Does RoadLife replace Concur?

No. RoadLife builds your report inside Concur. You still submit through Concur. We just remove the data entry.

Is my card linked to RoadLife directly?

No. RoadLife reads charges through your Concur expense feed using your Concur credentials. No third-party card linking.

Android?

Not yet. iOS-only.

Cost?

$24.99/month or $249/year, after a free trial. One subscription, no upsells.

Switching airlines?

Settings → Account → Change Company. History stays, new reports build against the new tenant.

My company doesn't use Concur?

Concur-only for now. Email us — we want to know.

Does it work offline?

App launches with cached data. You can edit expenses offline. Sync + report build need connectivity.

Getting help

Email support@roadlifepro.app with:

• iPhone model + iOS version
• RoadLife version (Settings → About)
• What you were trying to do
• Screenshot if relevant

We answer within 24 hours, usually faster.

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