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Product Guide

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Introduction

The Telematics Device SaaS Application offers a robust suite of tools for managing and understanding the data sent by the Telematics Device.

Supported Software

Browsers

As we continue to innovate, many modern features of the web are integrated into our products. In order to use all the advanced functionality of the application, a modern browser like the following is required:

Note: Some legacy functionality requires the use of a desktop application (customers with old passive units with downloaders).

Frameworks

Getting Started

Hardware Installation

To prepare for, perform and verify your hardware installation, please read and follow this guide carefully. For the Limitations of Use, please visit this document for the most up-to-date version.

Software Setup

Now create a database for your fleet using the registration page. Shortly after completion, you will receive an email confirmation with a link to your database. Follow the link to log in.

Note: Remember that the company name entered during registration is your database name. You will use this information when you log in.

Once logged in, follow the steps below to configure your vehicle:

Add your vehicle

Navigate to Vehicles from the main menu. Select Add and then Add vehicle. Enter the Telematics Device serial number and a vehicle name, then click OK. We recommend a vehicle name such as “[Make] [Model] [Year]” or simply the driver’s name.

Go for a drive

The best way to see all the great features available to you is by taking your Telematics Device out on its first trip.

View your trip

Log back into your database and select Map from the main menu. Select your vehicle from the dropdown list to see its current location on the map. Select Trips history to see where the vehicle has been.

Vehicle Configuration

The Vehicles view (Menu > Vehicles) displays the vehicles in your database and allows you to add new vehicles or to modify the settings of existing ones.

Adding a Vehicle

Select Add and then Add vehicle. The Add Device page will allow you to pair your Telematics Device serial number with your vehicle description. Select OK at the top of the page to complete your addition.

Importing Multiple Vehicles

Multiple vehicles can be imported at the same time using the Quick Import tool. Select Add and then Quick import to open a new dialog. Within the text field, enter one device serial number — along with a brief description of the device — per line.

Click the Import button to begin importing your devices.

Editing a Vehicle

Select a vehicle from the list to access the Vehicle Edit page. Here you can edit the device information, the driver feedback options, or the groups to which the vehicle belongs.

Note: In most cases, the pre-configured settings for new vehicle installations are suitable.

Driver Feedback

Audible in-vehicle alerts can improve the on-road driving behavior of your drivers by notifying them of unsafe or potentially risky driving events. You can configure alerts to sound on a number of events including unbuckled seat belts or speeding. If an event is triggered, the driver will need to correct their on-road behavior for the alert to cease.

Driver feedback helps your organization develop a fleet-wide safety program that works without direct intervention. Your fleet managers can review this information with real-time reporting (see Reports). Additionally, the system can be configured to send out email or text message notifications to fleet managers when drivers trigger events (see Exceptions).

Groups

Groups are used to organize your vehicles, users, and zones.

To help organize your fleet, you can create groups to separate vehicles into different areas. If multiple user accounts use the application, users can be given access to all groups or only selected groups. Grouping can be used for vehicle types, regions, managers, or exceptions — the configuration is open to your organization.

For more information on creating new groups and managing existing groups, refer to the chapter titled Groups.

Install History

The installation history for all vehicles can be accessed by clicking More > Install history. The install history is a report that displays the data that was recorded when the device was initially installed in the vehicle. This can include information such as the date of installation, the name of the installer, and the serial number of the device.

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Maps

To view the current location of your vehicles on a map, select Map from the main menu or click here. Select your vehicles using the search bar. The current position of your vehicle(s) will be displayed on the map.

Filter

When viewing the map or other components of your fleet, you can choose to view only certain groups of vehicles at a time. Use the filter box located in the top-left corner of the screen to select which vehicles are shown.

Note: The filter is only visible after vehicles have been added to one or more groups. Additionally, ensure that your user account has the proper permissions to view the selected group using the filter.

Map Options

Searching the Map

The search box on the Map page simultaneously searches:

The dropdown arrow to the right of the search box is used to browse vehicles and groups. Selecting the vehicle will show its current position on the map. You can search for and select more than one vehicle at a time.

Map Dropdown

Views

Select Map > Views > Save this view to save specific map views for returning to areas of interest quickly.

Map Type

The application supports a variety of maps which allows you to select the most useful map for your area of interest. You can change the map you use at any time by selecting Map > Map Type, then selecting one from the list of available providers.

Refer below for a feature comparison between our map providers. For a more detailed list, visit here.

Google_2015_logo_256.png

OSM_Logo.png

1here-logo.png

• Road and satellite maps

• Street View maps

• Supports touch

• Updated daily

• Open source

• Supports touch

• Road and satellite maps

• Supports touch

Using Custom Maps

The application supports custom maps. This powerful feature allows your organization to design business-specific maps that combine with the application’s vehicle information. Some possible usages include maps that show customer-centric information, underground water flow, municipal boundaries, or city infrastructure (power, roads, sewage, etc).

The application supports custom map implementations based on OpenLayers, such as:

Get started with custom maps by setting up your own tile or ArcGIS server. 

When using the application, all trips, exceptions and zones will appear on your custom maps. After the custom map has been configured, it can be selected for use from Administration > System… > System Settings under the Maps tab.

Show Legend — Displaying Exceptions

With the map displayed, there is a smart legend at the bottom of the screen that shows color-coded exceptions to assist with identifying problems. The legend itself can be hidden via the map option.

From the legend, individual exceptions can be toggled on and off on the map by selecting the exception name from the legend. (Only exceptions in the view will appear.) Non-exception states such as Stopped, Stopped inside zone, and Driving are always on.

Zone Visibility

You can choose if zones are shown on the map. With the map open, select the Map button then click Show zones to toggle the visibility of zones. For additional visibility options, click on the arrow beside the Show zones button. The visibility options are:

Note: Zones are used to denote areas of interest such as customer areas, workplaces or people’s homes and can be used in exception reporting. Refer to the chapter titled Zones.

Dynamic Map Elements

The colors for vehicle icons are assigned automatically from a predefined palette.

The first vehicle takes on the left-most color, the second vehicle takes on the next color in the order, and so on. If there are more vehicles than colors in the palette, the vehicles will take on lighter or darker variants of the colors in the palette. No two vehicle icons on the map will have the exact same color.

Moving vehicles have an additional glow effect to differentiate them from stopped vehicles.

When a vehicle is classified as not communicating, its color is set to black. A vehicle is considered to be not communicating if one of the following conditions is true:

  1. The installed telematics device is a legacy device and has not been in communication for a minimum of 72 hours.
  2. The installed telematics device is not a legacy device and:
  1. The most recent communication indicates that the vehicle is moving and the last contact was more than 10 minutes ago.
  2. The most recent communication indicates that the vehicle has stopped and the last contact was more than 24 hours ago.

Group Highlighting

The Highlight groups setting will set all vehicle icons belonging to a specified group to the group’s pre-defined color and all excluded vehicles to gray. Both the descriptor text and the relevant side-menu entries will be set to match the group’s color to indicate the group's participants.

To highlight groups:

  1. Select the Map drop down menu
  2. Select Highlight groups
  3. Choose the group you wish to highlight

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Tracking

Standard Tracking

You can select multiple vehicles to display on the map. The map automatically adjusts the zoom level to include all vehicles in your selection. Device locations are refreshed every 15 seconds, based on last known position. If the position cannot be transmitted (i.e. underground garage, poor coverage), the display update may be delayed. You can obtain more information by hovering your cursor over the vehicle to display the status, name, and address of the device.

Active (Near Real-Time) Tracking

Devices subscribed to an Active Tracking plan deliver positional updates to the server at a higher frequency. The map automatically refreshes device locations every second for up to 20 moving vehicles.

Interacting with the Map

The map view provides two objects of interaction:

Vehicles

Left-clicking on a vehicle will open a menu with several options pertaining to editing the device, assigning a driver, and finding the address at the current position.

Roads

Left-clicking on a road will open a menu with these additional options:

  • Add square zone here: Create a zone at this location. The zone will be an editable square centered on your selection. You can then name the zone and change its size and shape.
  • Nearest: Find the nearest vehicles to your selection.
  • Find address: Displays the street address of your selection. The latitude and longitude will be used if no street address is available.
  • Show street view: Displays Google StreetView imagery for your selection.

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Trips

Trips

When vehicles are driven from place to place, the application will automatically save records of each trip made. Depending on the vehicle in which your Telematics Device is installed, it will use many different factors to determine when a trip starts and ends.

It is important to understand how a trip is defined. A trip begins when the vehicle starts moving and ends when the vehicle starts moving again after a stop. A stop is recorded when the vehicle ignition is turned off, or when the vehicle has a speed of less than 1 km/h for more than 200 seconds.

Idling occurs when the engine is running, but the vehicle is not changing position. Idling that occurs before a trip starts is included as part of the idling for the previous trip.

Implications

Examples

Example — Time Spent Idling Before and After Driving

In this example, let’s assume time A and D are times spent idling. Therefore:

Previous trip idle time = A

Current trip = B + C + D

Current trip idle time = D

Example — Time Spent Idling in One Trip

In this example, let’s assume time B and D are times spent idling. Therefore:

Current trip = A + B + C + D

Current trip idle time = B + D

Example — Time Spent Idling During Two Trips

In this example, A+B is the first trip, and C+D is the second trip. The idle times are B and D where B is attributed to the first trip, and D is attributed to the second trip.

Historical Tracking

With the application, you have access to the real-time locations of your fleet and the entire history of where vehicles have been. You can use this feature to go back in time to examine what happened on a previous date. Select the Trips History button to work with historical tracking.

When using Trips History, your selected vehicles will have their trips displayed automatically. The table will show each individual trip as a single row. The first item in the row is the address or zone name at which the vehicle was stopped.

Note: Zone names will be used in place of addresses after you have created zones for customers’ locations, workplaces or other places of interest.

If the location is a zone then it will be underlined in a color which corresponds to the type of the zone. The example above shows purple, orange, and yellow lines for specified zones.

Mapping Historical Trips

The list of trips also shows when the vehicle arrived, how long it was stopped for, how long the trip lasted, and the distance that was driven over the course of the trip.

Selecting an individual trip will add the trip to the map. Selecting additional trips will show all of the selections simultaneously. The selected trips need not be consecutive. The selected trips will have a black number to the left of their address or zone name indicating the trip’s order in the sequence. The number corresponds to the number on the map. In the example below, 3 trips are selected.

Tip: A shortcut for adding all of the trips for the day is to select the date button.

To the right of the trip is an arrow. Click on this to see options to edit the device, assign the driver, show the speed profile for that trip, or show the accident and log data. These options are discussed in more detail in other sections.

An automatic legend is shown at the bottom of the map which denotes important events along the trips.

The stops and the exceptions that occurred during the trip are shown on the map. You can filter the exceptions on the map by selecting or deselecting one of the areas from the smart legend.

The trail line of the vehicle is color-coded with the exception type which occurred. When multiple exceptions occur, the color will alternate in a banding pattern. In the case when the exception line is too short to be visible, a warning triangle is used in its place:

The direction of travel along the trip is denoted with arrows. A star with a number indicates a customer stop (if a zone was created at that location) and a square with a number indicates a stop that occurred outside of a known zone.

By moving your mouse along the trip, additional information about your selection is displayed including:

When viewing trips on a map, the main menu will automatically collapse to allow for more room to view the map. To re-open the main menu, select the arrow located on the far-left edge of the view.

Trip Summary

From within the Trips History view, selecting the Summary button will show you summarized trip information throughout your fleet.

The trip summary view allows you to compare essential driving data for your entire fleet. By default, the vehicle list is sorted based on the distance driven for the specified time period. The pie chart on the right side shows the durations of the stops inside customer, office, home and non-customer zones.

Note: Hover your mouse over the pie chart to examine where the driver is spending their time.

Hover your mouse over the green distance line of each driver to see the percentage of distance compared to the longest distance traveled.

You can examine the idle time compared to the overall drive time by hovering over the clock icon.

Speed Profile

Navigate to the real-time speed graph by selecting Activity > Speed Profile from the main menu. The Speed Profile page can also be accessed through the dropdown on the Trips History page.

Reading the graph: The blue line shows the speed of the vehicle; the red line shows the known speed limit for the area; and the yellow line shows an estimated speed limit in the absence of a known speed limit.

Speed Limit Data Providers

This allows street level accurate notifications to be sent when a driver exceeds local speed limits. Posted speed limit data comes from two sources:

Road Speed Data Availability

Countries in which we support posted road speed data:

Posted road speeds can change frequently and may contain inaccuracies. You can update the posted road speed of any road by left-clicking on a road from the live map and selecting Update posted road speed from the menu that opens.

We share the changes you make to posted road speeds with all customers. That way, everyone benefits from each other’s changes. On a monthly basis, we will send the latest posted road speeds to OpenStreetMaps, where they will make them available to everyone else on the Internet.

Note: Due to the possible inaccuracies caused by road construction or other hazards, we recommend that posted speed limits be used as part of a larger safety strategy.

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Zones

A zone is a virtual perimeter around a real-world area of interest. You can use zones to denote locations such as offices, customers, workplaces, airports, gas stations, entire states and provinces, or people's homes. When combined with exception reporting, zones become a critical component for analyzing the behavior of your fleet.

In the picture below, a vehicle trip is shown where the driver stopped inside a zone. When you hover your mouse over the stop, the name of the zone is displayed.

Creating a New Zone

To create a zone, select the Add Zone button from the Map page or the Add button from the Zones page. You can create an unlimited number of zones and they can be created individually or in bulk by importing a list prepared in a spreadsheet application. You can also quickly create a default zone by left-clicking on the map and selecting the option Add square zone here. You can later customize your newly created zone.

To define the boundary of your new zone, first select a starting point on the map. Continue creating the boundary by selecting points along its perimeter. A line will connect the points, showing the perimeter in the order you add them. To finish, close the zone by re-selecting the starting point once again, then select the Save button.

Tip: While the zone is being created, the round markers on the corners of the perimeter lines can be moved. To remove a point, drag the point off the map.

Customizing a Zone

After creating a zone, you will be taken to the Zone Edit page. From here you can give the new zone a name. This name will be used in reports and on the map.

Many of the fields for the new zone will be automatically set to an initial value. However, you may want to specify your own customizations such as which group the zone should belong to. Additionally, you can provide any other details about the zone in the comments field, disable the zone from being displayed on the map, and change the color used to display the zone.

Another important aspect of zones is their type. The zones that you create can belong to different classes such as Customers, Offices or Homes. By using zone types, you can create very specific reports. For example, if you create zones at customers, you can report and filter by the customers’ zone type. This allows you to easily see when drivers arrived and departed from your customers’ location.

Note: You can manage your zone types by selecting Types from the top menu.

By using zones in combination with real-time location tracking, reporting becomes a powerful tool for productivity. Exceptions generated by drivers will include information about which zones they were inside (or outside), or even near. This enables a number of possible scenarios such as:

The application recognizes stops made within zones, such as customer areas, and can also indicate the amount of time spent at these locations.

Modifying an Existing Zone

To change the shape of a zone, find the zone on the map or search for it in the zones list. Clicking on a zone from the map will open a menu, as in the image below.

Select Change zone shape to modify the boundary of the zone. To add a new point to the boundary, click anywhere along the zone boundary. Remove an existing point by dragging it off the map. When finished, select Save to go to the zone edit screen. Click the Save button again to finalize your changes.

Note: Changing zone properties will affect future data. You can reprocess data to affect data from the past.

Removing Zones

Zones can be removed from the database by selecting a zone and then selecting Remove. Once the zone is removed, it will no longer appear on the map. Any reports that previously displayed the zone name will instead show the zone address, if available.

Making changes to or removing multiple zones at a time is made easy by using the checkbox in the top-right corner to select multiple zones.

Once your zones are selected, select Remove selected zones or Edit selected zones from the top menu to affect all the selected zones.

Note: The zone list displays 500 zones at a time; use Select Visible to select the entire page at once.

Importing Zones

You can use a spreadsheet application to prepare a list of zones to be imported to your account. This saves time when you want to create a large number of zones.

When addresses for your zones are available, use the following format to create a spreadsheet in Excel:

A

B

C

D

E

F

1*

Name

Address

Reference

Comments

Is zone circular?

Diameter

2

New Zone Without Coordinates

Canada, Oakville

This is a reference for this zone

Comments

No

250

If you are creating zones in a remote area where street addresses are unavailable, you can use the following format which utilizes geographical coordinates instead:

A

B

C

D

E

F

G

1*

Name

Latitude

Longitude

Reference

Comments

Is the zone circular?

Diameter

2

New Zone Without Coordinates

43.434438

-79.709544

This is a reference for this zone

Comments

Yes

250

You will notice that:

1. In both examples, the reference column is an incremental number starting from 1 and is used to verify that all zones have been successfully created.

2. The diameter is based on the user’s measurement system, i.e.: 250 metres for metric or 250 yards for US.

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Routing

Effectively dispatching your drivers is easy when you use the application to do your route optimization. You can reduce fuel consumption, mileage, CO2 emissions and increase your organization’s operational efficiency. As a fleet manager, you know how important it is to make accurate and fast deliveries while maintaining high customer satisfaction levels.

Create a Route

Routes are created by connecting a sequence of zones together to form a path. The route can optionally start and end at the same location and you can add the zones in any order as the route can be optimized automatically later.

Navigate to Zones & Messages from the main menu. Select sub-menus Routes… and then Routes to display your existing routes. Or click this direct link.

Select Add Route from the top menu to create a new route.

Assign a departure point for the route by selecting a zone on the map and clicking Add Waypoint. Continue to select additional zones that the driver must visit along their route. After all zones have been added, select Save route from the top menu.

Zones and waypoints are treated the same way by routes.

Compare the Route Taken to the Route Planned

You can create a route plan to examine how a driven route compares to a defined route. The route plan consists of your route, the timeframe for completion and a specific driver. The route plan comparison is a powerful way to highlight where and when a driver unexpectedly spent time or has made unplanned stops.

Navigate to an existing route (Zones & Messages > Routes… > Routes), then select Edit route. Click Save (even if you did not modify the route itself, you need to click save to get the options to create a route plan). Select Create plan from the top menu to create a route plan.

Assign a specific vehicle to the route plan by selecting one from the dropdown list.

The Zones organizer lists each zone’s part in the zone plan. Estimated times based on the distance between each zone will be given. Based on your business requirements, you can adjust the times between each zone to account for deliveries, customer visits or other actions the driver will perform. When finished, select Save from the top menu.

In the example below, we expect the driver to leave Bronte at 9 AM; drive 9.57 (kilometers or miles depending on your local preferences); and arrive at Ambleside 11 minutes later, at 9:11. After waiting for 5 minutes, the driver should leave Ambleside, en route for his/her next destination.

Note: Zones and waypoints are used to monitor actual stops, and will not monitor a vehicle passing through them that does not stop (such as snowplows).

Plan vs. Actual Route Report

In addition to the map-based report, you can also run a downloadable text-based report of your route plans.

Importing Routes from External Systems

This process requires the use of the Software Development Kit (SDK). There is an example file in the SDK to assist you in the process of creating a route import utility. The example file facilitates the rudimentary adding of route plans, whereby the details of the route name, stop locations, the estimated time to drive to each location and the estimated time to be spent at each stop are added via a simple user interface then imported into your database.

Note: Contact your reseller for more information on the SDK samples and for assistance with this process.

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People

Users

The telematics application is used by people all around the world. You can customize your account to specify your local date and time format, measurement units, local time zone and language.

To change your personal preferences, click on your account name in the top-right corner of the screen and select Options from the dropdown menu.

Regional Settings

The most common preferences are located at the top of the Options page. You can change the unit of measurement used for speed and distance (kilometers or miles), the date format, the time zone and the language.

The currently supported languages are English, French, German, Japanese, Italian, Dutch, Polish, Spanish and Brazilian Portuguese.

Note: We are always in the process of adding new languages to our product and we welcome your suggestion as to which language to add next.

Map Settings

The application gives you the ability to choose which map provider to use. We offer OpenStreetmaps by default, as well as Google Maps. In some areas one map provider’s imagery may be more recent than another. For that reason, you can change your default view using the options below.

Tip: You can drag and drop the views (blue) to order them as you want. The view at the top will be used as the initial view.

UI Settings

You can change which page is initially shown when you log in to the application by selecting from the Default page at start-up list, as shown below. Newly created users will be shown the Getting Started page, and after becoming accustomed to using the application, selecting a different page may be more beneficial to more advanced users.

Feature Preview

You can toggle the Feature Preview setting to enable some of the new features that are in progress. These features may change, break or disappear at any time, and we do not recommend using these features in a production setting. If you decide to test a previewed feature, feel free to send us feedback via our forums or resellers.

Hours of Service Rulesets

The application supports most of the current hours of service regulations. Depending on where your business operates, select the ruleset which applies to your drivers below.

Supported Rulesets

Supported Exemptions

  • No HOS ruleset
  • USA Property 60-hour/7-day
  • USA Property 70-hour/8-day
  • USA Passenger 60-hour/7-day
  • USA Passenger 70-hour/8-day
  • California Property Intrastate
  • California Passenger Intrastate
  • Texas Intrastate
  • Texas Short-haul 60-hour/7-day Intrastate
  • Texas Short-haul 70-hour/8-day Intrastate
  • Florida 70-hour/7-day Intrastate
  • Florida 80-hour/8-day Intrastate
  • Florida Short-haul 70-hour/7-day Intrastate
  • Canada 7-day Cycle 1 (Feature Preview Beta)
  • Canada 7-day Cycle 2 (Feature Preview Beta)
  • Short-haul
  • 16-hour
  • Adverse driving conditions
  • Personal Conveyance
  • Yard Move
  • Wait at Well (for drivers servicing oil wells)
  • Oil Transport
  • Salesperson

Garmin Rulesets

Garmin-Supported Exemptions

  • USA Property 60-hour/7-day
  • USA Property 70-hour/8-day
  • USA Passenger 60-hour/7-day
  • USA Passenger 70-hour/8-day
  • 16-hour

Ruleset Explanations

No HOS ruleset

Driver can still create records of duty status, but they will not be evaluated for HOS availability or violations.

USA Property

USA Property Short-haul

USA Passenger

Managing Users

So far, all the options explained have been applied to the currently signed-in user profile. If you have an administrator account, you have the ability to manage other user profiles by making changes on their behalf. Navigate to Administration from the main menu then select Users from the sub-menu.

Select a user to manage from the list. The user’s preferences will be shown, allowing you to make changes.

The User Edit screen has five tabs:

When removing a user, you can choose to make the user historical instead. This will retain the user’s data in the system, but will remove them from lists of users and reports. Some reports give you the option of including historic users in their datasets.

Preventing User Access to Shared Data

User accounts can be prevented from viewing data (trips, GPS locations, exception events) that they themselves did not generate. This is useful in scenarios where drivers share a vehicle. The administrator can enable this setting to prevent each driver from seeing the logs and exceptions created by the other drivers.

Note: This feature currently only prevents a driver’s access to the following shared data: trips, exceptions, and position and speed logs. Data from other types of reports will remain visible to the driver if they belong to the appropriate group.

This feature can be enabled in the following way:

  1. On the User Edit page under the Driver tab, toggle the Prevent driver access to shared data setting to Yes and click Save.

Modifying Multiple Users

If you want to make the same changes to a number of user accounts, you can use the dropdown list in the top right corner to select multiple users.

Security Clearances

Security clearances control a user’s access to specific features of the application.

To assign a security clearance to a user account, go to Administration > Users and select one or more users to edit. To add or to modify security clearances, select the Clearances button from the Users page.

The application defines the following security clearances by default:

Administrator

Full access to the application.

Supervisor

Administrator access minus the ability to change users, databases, engine data, server status, and global system options.

Default User

Can create zones and groups; can view data for drivers and vehicles within their data access scope. This is the default clearance for a new user.

Drive App User

Can view and administer DVIR logs, HOS logs, and trailers. Can also view and send messages. This is the default clearance for a Drive App user.

View Only

Can view (but not modify) all data within data access scope.

Nothing

Only has access to support documentation.

If the default clearances do not meet your requirements, you can create customized sub-clearances as follows:

  1. Select an existing security clearance.
  2. Click the Add Sub-Clearance button.
  3. Modify access to individual features by clicking the checkmark or the cross button.
  4. Name the sub-clearance.
  5. Click Save.

Note: Sub-clearances must be assigned to users before they can take effect.

Marketplace applications

By default, users will see all available marketplace applications. These include both free and paid applications, as well as applications developed by third-party vendors. Administrators can customize the types of applications visible to the user as follows:

Show/hide third-party applications

  1. Select Administration from the main menu
  2. Select System... > System Settings
  3. Go to the Marketplace tab
  4. Toggle Display third-party apps

Show/hide paid applications

  1. Select Administration from the main menu
  2. Select Users
  3. Click the Clearances button from the top menu
  4. Select a user
  5. Check/Uncheck View paid items in the Marketplace

Show/hide Marketplace entirely

  1. Select Administration from the main menu
  2. Select Users 
  3. Click the Clearances button from the top menu
  4. Select a user
  5. Check/Uncheck View advanced help items

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Drivers

The Telematics Device and application are designed with next-generation safety technology allowing you to gain incredible insight into your driver’s on-road behavior using informative management reports. Risk and safety scores are assigned to individual drivers and are based on various key indicators such as speeding, seat belt usage, harsh braking, sharp corner turns, over acceleration and after-hours vehicle use. You will easily enhance your fleet’s safety with real-time risk and safety reporting.

Accelerometer Driver Feedback Settings (Vehicle Acceleration)

The Telematics Device can be configured to produce immediate audible feedback in response to excessive driving behaviors such as harsh acceleration, harsh braking, and harsh cornering. These settings can be accessed from the Vehicle Edit page under the Driver Feedback tab.

Extensive testing has revealed that the different classes of vehicles react to G-forces differently. We therefore offer customized settings to guide the monitoring of aggressive driving in each vehicle class. “Passenger Car” is self-explanatory; “Truck/Cube Van” refers to the typical delivery type box trucks or other step-side vans; “Heavy-Duty” refers to larger box trucks and tractor trailers.

The table below provides guidelines for the average G-force exertions for various vehicle classes. While the default values found in the application are generally suitable, they are easy to customize.

Event

Passenger Car (G)

Truck/Cube Van (G)

Heavy-Duty (G)

Harsh Braking

< −0.61

< −0.54

< −0.47

Hard Acceleration

> 0.43

> 0.34

> 0.29

Harsh Cornering

> 0.47 & < −0.47

> 0.4 & < −0.4

> 0.32 & < −0.32

Note: When viewing Harsh Cornering, negative values represent acceleration to the right and positive values represent acceleration to the left.

We recommend starting in the middle of the specific vehicle class and adjusting from there based on fleet objectives and the unique aspects of your fleet. As the slider moves from left to right through all of the vehicle classes, the monitoring becomes more sensitive. When the slider is set to the least sensitive setting for passenger vehicles (furthest left) it is using the most lenient monitoring and only the most aggressive events will trigger driver feedback.

Another factor to take into consideration when adjusting the sensitivity is the function of the vehicle: an ambulance with an EMT and a patient in the back would be monitored more closely than a box truck carrying paper towels. Also consider the terrain the vehicle drives on. An urban vehicle on paved streets should be more sensitive than a vehicle that drives off-road to maintain power lines.

We recommend that the fleet manager monitor the readings and adjusts the slider, as per above, based on their real world experience.

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Groups

You can organize your vehicles, exceptions, zones and users into groups to match the layout of your own organization. For instance, if your organization has East and West divisions, then you can easily separate your account in this way. This allows important information for each division to be presented only to those responsible for managing them.

Managing Groups

Navigate to Rules & Groups from the main menu then select Groups from the sub-menu. Groups are managed using a graphical interface that shows the hierarchical organization of your organization including the base set of groups provided by the application.

Groups can be placed inside other groups. This allows your account to be set up to match your organization’s hierarchy.

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NFC Driver ID

We have incorporated the latest in RFID technologies — Near Field Communications (NFC) — into the Telematics Device to deliver driver identification for personnel that switch between vehicles. Driver ID allows fleet managers to have a full view into the activities of their drivers regardless of the vehicle being driven. This allows running reports, rules, and exceptions by driver or vehicle. Driver ID can be combined with a vehicle Driver ID relay, whereby a Driver ID key fob must physically touch the reader before the relay is engaged.

Understanding Drivers

When using the Telematics Device, a Driver is special type of user account that is configured by your administrator. A driver can be issued a physical driver key (NFC or Driver Identification key) that is then used to identify that specific driver when in a vehicle.

Driver Keys

When a driver enters a vehicle, they use their Driver ID keyfob to associate their user account with that vehicle. When using NFC, this process is performed by tapping the Driver ID key fob on your equipped vehicle’s driver identification reader.

NFC

Driver identification is done by tapping their key (or tag) to the NFC IOX reader. Each key has a visible unique serial number that is associated with a user account.

Driver Identification Key

Legacy driver identification that is inserted into the reader. Driver Identification keys are designed for version 2 and version 4 devices and do not have a visible serial number.

Using Driver Identification

When a driver enters a vehicle equipped with a driver identification system, they should first use their driver key to identify themselves before starting the engine. If they do not first identify themselves, an audible alert will remind them that identification is required.

The identified driver will then be associated with that vehicle for the duration of a single trip or until other drivers identify themselves.

If a driver attempts to use their driver key before it is assigned to their user account, a log will be created in the Audit Log letting you know that an unassigned key has been used to identify a driver in a vehicle.

Note: Your account must first have the driver identification feature enabled.

Configuring Drivers

To create a new driver, navigate to Administration from the main menu, then select Users from the sub-menu. Select a user from the list that you would like to make a driver, then select the Driver tab.

Toggle Yes/No to make the user a driver.

From the options shown, select the type of driver keys you are using, either NFC or Driver Identification key (USB). Enter the serial number in the field given.

Manually Assigning Drivers to Vehicles

Performing the assignment of drivers to vehicles yourself is useful when you are not using vehicles equipped with driver identification systems. Additionally, if there is a conflict between driver keys and vehicles, you can easily make the manual correction. Follow these steps to assign your drivers to vehicles:

  1. Navigate to the Map from the main menu.
  2. Left-click to select a vehicle.
  3. Select Assign driver from the dropdown list.
  4. A small window is displayed, in it select the driver by name from the dropdown list.
  5. If this driver will be the default driver, use the Yes/No switch to automatically associate them with this vehicle in the future. When finished, select Apply changes.

Driver ID Relay

Turn Driver ID relay On

Pressing this button engages the Driver ID relay and overrides a Driver’s ID key. The setting will take effect immediately if the vehicle is currently connected to the service or, otherwise, the next time it communicates.

Turn Driver ID relay Off

Pressing this button turns the Driver ID relay OFF and overrides a Driver’s ID key. The setting will take effect immediately if the vehicle is currently connected to the service or, otherwise, the next time it communicates.

Use driver key to control Driver ID relay

Pressing this button returns the Driver ID relay settings to default. The External Relay will be controlled by the Driver’s ID key if Driver Identification Reminder is enabled under the Driver Feedback tab. The setting will take effect immediately if the vehicle is currently connected to the service or, otherwise, the next time it communicates.

How to Turn Driver ID Relay On/Off

  1. Log in to the database where the device is located
  2. Select Vehicles from the main menu
  3. Select the device you are installing
  4. Under the Device tab, click on +More Details.
  5. Select Turn Driver ID relay On/Off

Note: If a driver forgets their key, you could use this feature to turn off the Driver ID relay temporarily.

Use Driver Key to Control Driver ID Relay

This setting will return Driver ID relay control to the driver's key. That is, if the driver ID key fob does not touch the NFC reader, then the device will beep and the relay will not engage.

  1. Make sure the SPR-RELAYKIT and NFC Reader are installed in the vehicle.
  2. Prior to Relay Kit installation, follow the steps below:
  1. Log in to database where the device is located.
  2. Select Vehicles from the main menu.
  3. Select the device you are installing.
  4. Select the Driver Feedback tab
  5. Toggle Driver identification reminder to On.
  6. Go to the Device tab.
  7. Click on +More Details
  8. Scroll down to the Driver ID relay label
  9. Click the Use driver key to control Driver ID relay button.

Note: Settings are not immediately applied to the device — like firmware updates, changes in settings are transmitted over the air. Once you save any changes, a message is sent to the device with the updated values. You may need to wait 5 minutes or perform ignition cycles and take a trip before the update is complete.

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Communication

Messaging

The Telematics Device works with Garmin in-vehicle navigation devices to allow seamless two-way text message communication from the web with the driver. Messages sent to drivers appear as alerts and can be answered using unobtrusive, single tap responses for acceptance and acknowledgement of new jobs and tasks.

Note: A Garmin device can be added to a version 6 or version 4v3 Device. Not every Garmin model works with all of the features the Telematics Device offers. Contact your authorized reseller to purchase the necessary hardware.

Messaging Hub

You can access messaging by selecting Zones & Messages from the main menu. From there, select Messages. This screen allows you to review and report on historical messages sent and received through the application.

Sending a text message

From the messaging hub, select New message from the top menu. A message can be sent to a single driver or a group.

  1. Specify recipients: Select one or multiple recipients by either typing their name in the text box or by navigating your user list after selecting the blue arrow to the right.
  2. Compose message: Compose the text message to be sent. You can use up to 256 characters.
  3. Reply options: Select a canned response or input a custom response by separating each possible response by a comma. For example: Accept, Decline, Later.

Reviewing Sent Messages

After a text message has been sent, a record displaying the user that sent the message and the date and time at which the message was sent can be viewed on the page Administration > System... > Audit Log with the label Send message.

Detailed information about sent messages including the date and time of delivery and the driver’s response if one has been received is available from the messaging hub.

Status Groups

Drivers with Garmin-equipped vehicles can notify their team of changes to their working status using common statuses. For example, when a driver has completed a task and requires new work, they can set their status to available. This status update can then be used by dispatch to select the most relevant driver for a task based on not only location but availability.

Other common statuses are:

To create the set of statuses available to a driver through their Garmin, navigate to the vehicle properties then select the Group tab.

Each vehicle can have up to four available statuses for the driver to select from.

Once the statuses are saved, the driver’s in-vehicle Garmin will be updated. They can set their current status by selecting Quick Message. When viewing the map, driver status will be displayed in the information popup when hovering over their current location.

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Dispatch

The application offers an intuitive way to dispatch members of your mobile team to and from job sites in real-time. You can easily dispatch new jobs, pickup and drop off locations, zones or entire routes to your Garmin equipped vehicles.

Note: A Garmin device can be added to a version 6 or version 4v3 Device. Not every Garmin model works with all of the features the Telematics Device offers. Contact your authorized reseller to purchase the necessary hardware.

Dispatching Vehicles to Zones

To send a zone you’ve created to a vehicle, find that zone either by using the map or by searching for it. Once the zone is displayed, simply select it. With the zone options menu now displayed, select Dispatch vehicle here.

When creating a dispatch request, you can select one or more vehicles to receive the request. Those drivers can optionally receive text messages you specify which include additional instructions about the job.

Dispatching Routes to Vehicles

You can send entire routes to vehicles to dispatch a sequence of destinations the driver should reach. To send a route to a vehicle, select Zones & Messages from the main menu. Select Routes... from the sub-menu, and then select the Routes button. Find the desired route and select it.

Send the route to the vehicle by selecting Send to vehicle from the top menu.

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Vehicle and Engine

Exceptions

Understanding when and where issues arise within the fleet is made simple with the use of exception rules.

Exception rules are conditions that outline the ideal behavior of a fleet. When a vehicle event breaks a rule, an exception is recorded within the system. Exceptions can be used to trigger notifications to be sent out to specified users.

In this way, an exception notification can be sent out to the rule-breaker, their manager, and other relevant parties. Fleet managers can then review their exceptions history through reports to understand the trending behaviors of their fleet.

The application offers a robust suite of built-in exceptions separated into the categories of fleet, safety, and productivity. In addition to these, you can create custom rules that combine various different conditions to suit your needs.

Managing Exceptions

Exception rules are managed by selecting Rules & Groups > Rules from the main menu.

You can make direct changes to built-in rules through the interface — adjusting values like speed and g-force where applicable. The question mark button opens a detailed explanation of each rule. The envelope button opens a list of notification recipients for the rule, allowing you to manage who is notified when an exception rule is broken.

If a built-in rule doesn’t fit your requirements, use the pen button to begin creating a customized copy of the selected rule. Once a custom rule is saved, it can be found in the custom rules list below the built-in rules.

Note: Custom rules cannot be edited directly through the Rules page. Click on a custom rule to go to the Exception Rule Edit page to make your changes.

Built-In Exception Rule Types

Safety Exceptions

The application enables fleet-wide safety and driver improvement through live notifications of in-vehicle behaviors. All exceptions can be configured to interactively alert the responsible driver at the time of exception by using an audible alarm built into the Telematics Device. This feedback allows early detection and response to driver activity, which greatly increases the road safety of your drivers and others on the road with them.

Listed here are all of the built-in safety-related exceptions that the application offers.

Productivity Exceptions

We are consistently raising the bar when it comes to driver productivity tracking. You can be notified of exceptions such as late arrivals, early departures, idling, unauthorized home or customer stops, excessive office time, long lunches, and even long stops during work hours.

Listed here are all the built-in productivity-related exceptions that the application offers.

Fleet Exceptions

Thousands of vehicles equipped with our technology have realized significant cost-saving benefits. We offer the most extensive metrics available to help you reduce fuel consumption. We help you stay proactive in keeping your fuel costs down by managing driver behaviors, such as speeding and idling, and detecting engine issues before they become costly problems.

Listed here are all the built-in fleet-related exceptions that the application offers.

System Exceptions

A system notice rule tracks critical errors, originating either in the application software, or from each individual Telematics Device. While the system notice rule is always active, only those administrators who opt in to this rule’s notifications are alerted when exceptions occur. As with any rule, you may select the type of notification you desire.

Your system notice rule may be found here. Click on the envelope icon to customize your notifications.

Adding Exception Rules

Click Add at the top of the Rules page. Under the Name tab, fill in the rule name and any additional customizations you require — including selecting the groups to which the exception rule applies to with the Publish to groups dropdown.

Under the Conditions tab, use the conditions editor to set the conditions that will trigger the exception rule. Exception rule notifications can be added under the Notifications tab.

Click Save to add your exception rule.

Publishing Exception Rules

Publishing a rule to the Company group will make it visible to all users. When using the Publish to groups menu, the user can select a group other than the Company group. In this case, the rule will be available to view and edit for all users of the selected group and the parent groups, but will only be viewable to users belonging to the sub-groups. In either case, the user will need sufficient security clearances to be able to edit or view the rule.

Additionally, the groups selected with the Publish to groups menu determine the vehicles and drivers to which the rule is applied. If set for Company group, the rule will apply to all vehicles and drivers, whereas selecting a specific group will apply the rule to only the vehicles and drivers in that group and its sub-groups.

Note: Making a user the driver of a vehicle to which a rule applies does not grant the user any additional editing or viewing permissions to that rule.

Removing Exception Rules

Select the rule you wish to remove from the exception rules list. Click the Remove button at the top of the Exception Rule Edit page. A dialog will prompt you to verify your decision. If you are certain you wish to remove the exception rule, click Delete.

Note: Built-in exception rules cannot be removed.

Exception Rule Notifications

When exception rules are broken, you have the choice to send out automatic notifications to the relevant parties. A notification can be sent out in the following ways:

Note: There may be a minor delay between when data is sent from the vehicle to when the server sends a notification depending on the type of notification and exception being handled.

Notification Templates

Notification templates define the information contained within notifications. Notification templates use variable tokens and static text to allow the delivery of customized notifications to recipients. There are three types of notification templates: email templates, web templates, and text templates.

Some use cases of customized notifications are:

The Notification Templates page can be reached by navigating to Rules & Groups > Rules and then clicking the Notification templates button.

You can access existing templates from the list or you can create new notification templates by using the three buttons at the top of the page.

Email Templates

Email templates are used to customize the emails sent when an exception rule is broken. An exception report can also be attached to the template to provide an in-depth look at the rule infraction. The application provides a generic email template by default.

Web Templates

Exception rule infraction information can be configured to be sent out as a GET or POST request to a web server.

Text Templates

Text templates are used to customize the information included in a pop-up alert within the application.

Distribution List

A distribution list is a reusable collection of multiple recipients and their corresponding notification types. A distribution list is useful when configuring the same group of users to receive notifications of different exceptions.

Removing Notification Templates

Because notifications encapsulate notification templates, make sure to delete notification templates with care. Deleting a notification template will delete all notifications using that template — potentially leaving users without notifications.

Adding Notifications

Notification can be added to an exception rule when creating a new rule or when editing an existing rule. Go to the Notifications tab of your selected rule to make notification changes.

Before most notifications can be added, you will need to configure a set of corresponding notification templates.

Click Save to add your notifications to the exception rule.