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Product Guide

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Introduction

The Telematics Fleet Management 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

  1. Navigate to Vehicles from the main menu.
  2. Select Add and then Add vehicle.
  3. Enter the Telematics Device serial number and the vehicle name.
  4. Select OK.

Note: 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

  1. Log in to your database and select Map from the main menu.
  2. Select your vehicle from the dropdown list to see its current location on the map.
  3. 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.

Select 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 selecting 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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Support Services

Support Services is a full-feature Support platform available directly through the fleet management application. With Support Services, users can interact with Support and Training professionals to get help, resolve issues, or request training — all without leaving the application.

Support requests can be made by submitting a ticket, or by connecting with an agent through the Live Chat feature. Once a ticket is submitted, users can follow the resolution workflow, and provide input where needed. For issues in which causes are known, users can view Known Issues for the latest workarounds.

Training requests can also be made by submitting a ticket. Users can choose from a suite of self-paced onboarding workflows, or personalized one-to-one training with an Account Training Specialist. Once a ticket is submitted, users are connected with training specialists who will customize and schedule training at the user’s convenience.        

By centralizing access to technology and training providers, Support Services provides a single, compact view of tickets allowing users to search, sort and filter tickets directly in the fleet management application.

To access Support Services, navigate to Getting Started & Help from the the main menu and do one of the following:

Support Tickets

  1. Select Support… > Support Tickets from the sub-menu.
  2. Click Add support ticket and complete all fields.
  3. Click Save to submit the ticket.

Training Tickets

  1. Select Support… > Training Tickets from the sub-menu.
  2. Click Add training ticket and complete all fields.
  3. Click Save to submit the ticket.

Known Issues

  1. Select Support… > Known Issues from the sub-menu.
  2. Review issues and workarounds as required.

Contact

  1. Select Support… > Contact from the sub-menu.
  2. If desired, contact Support by email or telephone as shown.

Maps

To view the current location of your vehicles on a map, select Map from the main menu or select here. Select your vehicles using the Search box. The current position of your vehicle(s) will be displayed on the map. If you have more than 50 vehicles in your database, the map remains blank until you select Select all from the Search box.

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.

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•  Road and satellite maps

•  Street View maps

•  Supports touch

•  Road and satellite maps

•  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 dropdown.

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 select Show zones to toggle the visibility of zones. For additional visibility options, select 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 communicated 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; or
  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 predefined 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 button located in the top 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 the 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 at a higher frequency. With Active Tracking, vehicle locations are refreshed every second for up to 20 moving vehicles displayed on the map, providing continuous animated movement. Live server-side driver alerts are also enabled by turning Active Tracking on.

Privacy Mode

Privacy mode allows drivers and fleet managers to temporarily hide vehicle tracking in the fleet management application. When Privacy Mode is assigned to a vehicle, features that use GPS such as position, trips and speed profiles are not displayed in the application. Features that do not use GPS such as engine and accelerometer data are displayed in the application. Since GPS data is not accessible in Privacy Mode, other features such as reports may not function as expected.

Privacy Mode is intended for market-specific cases in which the driver requires intervals of privacy such as using a work vehicle for personal time. Privacy Mode should not be used in conjunction with compliance features such as Hours of Service (HOS) or International Fuel Tax Agreement (IFTA) reporting.

There are two ways to enable Privacy Mode:

Exception Rules

Set conditions to automatically turn Privacy Mode on and off, e.g. after work hours rule.

Marketplace Add-In

Install the Privacy Mode Add-In to manually toggle Privacy Mode on and off while using the fleet management application, or the Drive App.

For more information on using Privacy Mode, refer to the Privacy Mode User Guide.

Interacting with the Map

The map view provides two methods 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 the following 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 display their trips automatically. The table 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 do not need to 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. Select the arrow to view options to Edit device, Assign driver, Show speed profile for that trip, or Show Accidents 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. If 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 a stop inside of a known zone, and a square with a number indicates a stop outside of a known zone.

Note: A star is only visible to members of the group in which the zone was published. If the device is not a member of the group, the zone is unknown and the stop remains a square.

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 above the main menu.

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.