Client Portal User Guide

1. Overview

The Railcrew Xpress Client Portal is a web application that gives you real-time visibility into your crew transportation operations. From the portal you can view active trips, search trip history, create new trip requests, track vehicles on an interactive map, and manage users within your organization.

The portal is available at clientportal.railcrewxpress.com. Please bookmark this address for easy access.

2. Logging In

The Client Portal uses Microsoft Entra ID as its identity provider. This means you sign in with your Microsoft account or receive a secure one-time code via email. Railcrew Xpress does not store any passwords.

Signing in with a Microsoft account

If you have a Microsoft account (Outlook, Hotmail, or an organizational Microsoft 365 account), you can sign in using your existing credentials. If you are already signed into another Microsoft service, single sign-on (SSO) may log you in automatically without re-entering your password.

1. Navigate to clientportal.railcrewxpress.com.
2. The Microsoft sign-in page will appear. Select your account from the list, or choose "Use another account" to enter a different email address.
3. Enter your password if prompted (you may be signed in automatically via SSO).
4. Complete multi-factor authentication (MFA) if your organization requires it.
5. You will be redirected to the Client Portal.

The Microsoft sign-in screen where you select or enter your account

Signing in without a Microsoft account

If you do not have a Microsoft account, you can still sign in securely. Each time you log in, a one-time verification code will be sent to your registered email address. Simply enter the code to access the portal. No password is required.

1. Navigate to clientportal.railcrewxpress.com.
2. Enter your registered email address on the sign-in page.
3. Check your email inbox for a verification code from Microsoft.
4. Enter the verification code on the sign-in page.
5. You will be redirected to the Client Portal.

Accepting permissions (first login)

The first time you sign in, Microsoft will ask you to accept basic permissions that allow the Railcrew External Users application to access your profile information. This is a standard Microsoft consent prompt.

The permissions consent dialog shown on your first login

The permissions requested are:

• Receive your profile data — allows the portal to display your name and email
• Collect and log your activity — enables session and access logging for security
• Use your profile data and activity data — allows the portal to associate your identity with your trips and settings

Click Accept to continue. You will only need to do this once. You can review or revoke these permissions at any time at myaccount.microsoft.com/organizations.

3. Active Trips

The Active Trips view shows all currently in-progress trips for your organization. This is the default view when you log in to the portal.

The Active Trips view displays real-time trip information

The Active Trips table displays the following information for each trip:

Trip ID

The unique Railcrew Xpress identifier for the trip.

Control #

Your organization's control number or reference for the trip.

Scheduled Pickup

The date and time the crew pickup is scheduled.

Pickup Location

Where the crew will be picked up.

Dropoff Location

Where the crew will be dropped off.

Driver

The assigned driver for the trip.

Status

The current status of the trip (e.g., Dispatched, En Route, Completed).

Actions

Available actions such as viewing trip details or GPS route.

4. Trip History and Search

The Trip History view allows you to search and review past trips. Use the filters at the top to narrow your results by date range, control number, or other criteria.

Trip History with search filters and paginated results

The Trip History table includes the same fields as Active Trips, plus:

Dropoff Time

The actual date and time the crew was dropped off.

Status

The final status of the trip, shown with color-coded indicators (e.g., Completed, Cancelled, Paxon Moved).

Use the search filters at the top of the page to find specific trips:

• Date From / Date To — filter trips within a date range
• Control Number — search for a specific trip by your organization's reference number

Results are paginated. Use the navigation controls at the bottom of the table to move between pages. You can also adjust the number of rows displayed per page.

5. Creating a New Trip

To request a new trip, click the + Add Trip button from the Active Trips view, or navigate to the trip creation form from the sidebar.

The New Trip form with trip details and passenger sections

Trip Details

Fill in the following fields to create a new trip:

Hub *

Select the hub (operating location) for this trip. Required.

Trip Type *

Select the type of trip. Required.

Scheduled Pickup Time *

Enter the date and time for the crew pickup. Required.

Time Zone

Confirm or change the time zone for the pickup time (defaults to your hub's time zone).

Pickup Location *

Enter the pickup address or location. Required.

Dropoff Location *

Enter the dropoff address or location. Required.

Control Number

Your organization's reference or control number for this trip.

Vessel Number

The vessel or train number, if applicable.

Est. Assist Hours

Estimated standby or assist hours for the driver.

Notes

Any additional notes for the Railcrew Xpress dispatch team.

Special Instructions

Special instructions for the driver (e.g., gate access codes, meeting points).

Fields marked with * are required.

Passengers

Use the + Add Passenger button to add crew members to the trip. You can add multiple passengers as needed. Each passenger entry allows you to specify crew member details.

When you have completed the form, click Save to submit the trip request, or Cancel to discard it.

6. Maps and Vehicle Tracking

The Client Portal includes interactive mapping features powered by Mapbox, giving you real-time visibility into your transportation operations.

Interactive Maps

The map view displays vehicle locations and hub positions in real time. You can:

• Filter the map by hub to focus on specific operating locations
• Toggle between vehicle markers and hub markers
• Switch to satellite view for a more detailed picture

GPS Route Tracking

For completed trips, you can view the exact route taken by the driver on an interactive map. Click on any trip to see the GPS route with directional markers, providing full transparency into trip execution.

Vehicle Management

The vehicle management view provides a comprehensive list of all vehicles serving your operations. This includes details such as unit number, hub assignment, vehicle description, type, license plate, and current trip assignment.

7. User Management (Admins)

If you have an Admin role, you can manage your organization's portal users from the External Users section in the sidebar. The user management interface displays all users with their roles, status, sign-up dates, and last login times.

The user management page with role badges, status indicators, and the Invite User button

The user list shows:

• Name — the user's display name
• Email — the user's email address
• Role — color-coded role badges (e.g., Admin, Viewer)
• Status — active or inactive indicators
• Signed Up — date the user was added
• Last Login — the last time the user accessed the portal
• Actions — edit or manage individual users

Inviting new users

To add a new user to your organization's portal access, click the Invite User button in the top right of the user management page.

The Invite New User dialog

Fill in the following fields:

Email *

The email address of the person you want to invite. They will receive login instructions at this address.

Display Name *

The name that will be shown in the portal for this user.

Assigned Clients

Optionally assign the user to specific client accounts. You can assign multiple clients.

User Type

Select the user's role. Viewer provides read-only access; Admin provides full access including user management.

Click Invite to send the invitation. The new user will appear in the user list and will be able to sign in using the process described in the Logging In section.

8. Security Benefits

The Client Portal leverages Microsoft Entra ID to provide enterprise-grade security for your organization:

• No stored passwords. Railcrew Xpress never stores or manages user passwords. Authentication is handled entirely by Microsoft.
• Protection against credential theft. The portal benefits from Microsoft's advanced threat detection, multi-factor authentication (MFA), and adaptive security policies.
• Passwordless login for non-Microsoft users. One-time email verification ensures that only the person with access to the registered email address can log in.
• Improved accountability. Each login is uniquely attributable to a specific individual through verified Microsoft accounts or email addresses.
• Self-service account recovery. Password resets and account lockouts are handled by Microsoft's self-service tools, reducing support requests.

9. Getting Help

If you have questions about using the Client Portal or need assistance with your account, the Railcrew Xpress support team is available to help.