itracker Software User Guide

Transcription

1 itracker Software User Guide Page 1 of 103

2 Support IndusTrack provides support for the customer in form of blogs, media, forums, wikis and groups. This feature forms a community portal for users and developers to discuss about the application. To post comments in the forum and wiki pages, users must register with the ITracker Support Community. Please contact itracker Customer Service for additional assistance. Contact Information Support: (612) Sales sales@industrack.com Support support@industrack.com West Highway 55 Suite 270 Plymouth, MN Page 2 of 103

3 Copyright 2009 IndusTrack, LLC. All rights reserved. All other trademarks or registered trademarks are acknowledged as the exclusive property of their respective owners. No part of this manual may be reproduced, transmitted, copied, or stored in any storage medium, for any purpose, without prior written consent from IndusTrack, LLC. IndusTrack, LLC hereby grants the right to download one copy of this manual onto a hard drive for personal use. This manual is copyrighted and contains proprietary information that is subject to change without notice. For more information, visit Page 3 of 103

4 Table of Contents Support... 2 Contact Information... 2 Introduction... 5 Getting Started... 5 Installing the Software... 5 Logging into the itracker program... 6 Setting up Users... 8 Creating a new user... 9 Setting up the Devices...10 Setting up Expenses Setting up Customer information Setting up Shifts Setting up Report Settings Setting up Alerts Setting up Notifications Setting up Report Schedules Report Criteria: Adding Maintenance Records Adding Drivers Adding Geofences Displaying and Editing Geofences Adding Vehicles Adding Vehicle Groups Adding Fuel Receipts Adding Address Book Dispatching Creating Routes Creating Schedule Scheduling a route Scheduling a job Error! Bookmark not defined. Scheduling a taxi Fleet Management Map Navigation Finding the vehicle on the map Live Alerts Pan and Zoom Displaying Geofences on the Map Displaying Traffic Information Displaying Street View Messaging Message Templates Reports Daily Activity Report Breadcrumb Report Customer Activity Report Customer Stop Report Fleet Summary Fuel Efficiency Report Idle Report Job Report Off Hour Activity Report Maintenance Reminder Report Safety Report Vehicle Maintenance Report System Requirements Contact Information Page 4 of 103

5 Introduction This manual describes the usage of the itracker software from IndusTrack. itracker is a full featured fleet management software application that works seamlessly with IndusTrack GPS tracking devices. itracker runs directly on your PC, which provides the user with greater performance and efficiency over competitive web-based applications. Be sure to enable bookmarks within your PDF reader to allow for convenient browsing of this manual. Getting Started The itracker software must be downloaded from an IndusTrack server and installed on each computer that will be using the system. After purchasing the software or signing up with an IndusTrack service plan, the download instructions will be provided to you along with your login credentials. If you should need additional assistance with obtaining download or login information, please contact customer support at support@industrack.com or call In order to get the most out of your itracker system, it is recommended that you perform the initial configuration steps in order to properly set up the system. The initial configuration steps consist of installing the software and setting up Users, Vehicles, Expenses, Drivers, Shifts, Geofences and Alerts. Installing the Software Click on the link provided in the that contained your login credentials. Or click on the download software button on support home page ( The Installation screen will be displayed. Click on the Install button. If a security warning message is displayed, click the additional Install button within the warning message Page 5 of 103

6 The progress indicator will be displayed throughout the installation process. You may use the other features of your computer while the software is being installed The installation program will automatically check your computer and verify that the necessary software components (.Net and Silverlight) are present on your computer. If necessary, those components will be installed during the process. If this occurs, your computer may need to be restarted. If prompted, restart the computer before proceeding further. When the installation has finished, an itracker shortcut will be created on your desktop and the Login Screen will be displayed Logging into the itracker program The first time you login you will need to enter your customer ID number that was given to you in the with your login details. Enter the user name and password then click on the Login button. The ITracker Main Screen will be displayed. Accept the License Agreement. Check the box do not show this message again. NOTE: Software will not launch unless the user agreement is accepted. To exit the itracker program, click once on the Home button located on the upper left corner of the Main Screen and select Exit. Double click on the ITracker shortcut to restart the program. Page 6 of 103

7 Software Updates Once the software is installed, it will automatically check for new versions each time that the application is launched. You will be prompted to update the software at that time, and it is recommended to do so as new versions will contain maintenance updates and feature enhancements. To manually update the application: 1) Click Support -> About 2) Click Check for new version On running the software, the Windows firewall will block it only the first time. A user will be required to click Unblock for this event. Understanding the Main Screen Page 7 of 103

8 ENTER CORRECT PAGE NUMBERS AFTER DONE ADDING TO THE FILE 1) Connection status: displays the time at which the display was last updated 2) Function Tabs: selects a specific view of the display for a desired functionality (starts on page 72) 3) Configuration Tabs: selects specific system parameters (starts on page 9) 4) Left Navigation bar: displays the name and current statistics for each vehicle equipped with tracking hardware (see page 72) 5) Map viewing controls: allows the user to change the displayed map area (see page 73 and 74) 6) Live Alert Window: displays alerts that have occurred within the past hour (see page 74) System Configuration The rest of this section discusses configuration of the software using the setup features within ITracker. An icon (i) next to each field on itracker gives detailed information about input requirements. All lists can be sorted by clicking on the column header. Records can be edited by doubleclicking on the desired row. Configuration options will be found in one of three places: the Setup drop down menu, the Add drop down menu, and the Tabs located directly above the map. Setting up Users A user is anyone who will be accessing the itracker system. For administrative and security purposes it is recommended that each user have their own user name and password. Each user can also be assigned one of three privilege levels or roles, depending on their system responsibilities. Super-user: All Rights Dispatcher: Add or edit rights only Administrative: Viewing data rights only Users may be added, edited or deleted as needed by making the appropriate changes in the Users List. To access the Users List, single click on the Setup button and then select Users from the menu. The Users List contains information for record for each user consisting of: Page 8 of 103

9 (used to log in to the system). /Usernames are case sensitive and must be entered exactly as specified in the User List in order to log in to the system. Creating a new user 1) Click Setup > Users 2) Click Add New. The Add new User screen will be displayed Enter an address(this will be the user s login), password and select the appropriate role. These items are mandatory and are marked with an * on the Add New User screen Next enter the optional items which include: 1) First name 2) Last Name 3) Mobile Phone, formatted as , this can be used to send alerts via text messages. 4) Mobile Provider, this information is used to properly format text messages that may be sent to the user s phone. This selection may be left blank, if you are unsure of the correct carrier 5) Address, City, State and zip code. 6) Vehicle Group, click the drop down menu and check select all. 7) Driver Group, click the drop down menu and check select all. 8) Default View, set this to vehicle view to have your vehicles displayed on the main map when you login or set it to timesheet view to see the status and where your drivers are if your drivers are using the software to clock in and out. 9) Timesheet alerts, check this box to receive preset alerts from the timesheet module. 10) Click on the Save button to add the user to the system. Page 9 of 103

10 Deleting a user From the Users List, click into any cell in the row which contains the record for the user that is to be deleted. Click on the Delete Selected button. As a precaution, the system will prompt you to confirm the deletion. Choose Yes to continue with the deletion. Note: Deleting a user will only remove the user information. It does not have any effect on the changes made by the user to vehicle, drivers, or other items in the system. The Users List also contains a Search tool, which can be used to quickly locate the record for an individual user. To use the Search tool, enter a portion of the username, first or last name, role or address. The matching information will be displayed as characters are entered. The records in the Users List may be sorted in either ascending or descending order by clicking on and of the labels in the header row. Setting up the Devices The Devices List contains the record of the tracking devices associated with each vehicle in your fleet. As part of the initial setup process, IndusTrack support will add the devices. The steps below are required to add additional devices or new devices. Note: The Vehicle Setup process should be performed prior to this step. Typically IndusTrack will add all of the devices at shipment 1) Click Setup > Devices. The Devices List will be displayed 2) Click on the Add New button 3) Select device type from drop down 4) Device Tag: enter the last 8-digit of the ESN or IMEI# Page 10 of 103

11 5) Select the vehicle this device was installed in. If the vehicle is not listed. Follow the instruction on how to add a vehicle. 6) If SIM number and IP number are provided please enter, otherwise leave them empty. 7) Select Save The information displayed below the input fields provides a detailed description of the current location of the vehicle and the vehicle s system health that includes the vehicle s current longitude, latitude, ignition status and the number of satellites used for tracking. A higher number of satellites provide a more accurate location fix. How to switch a device from one vehicle to another in the itracker software? First you will have disassociate the device and then re associate the device to the new vehicle. 1. Click on setup -> Devices 2. Double click on the device ID # (last 8 of the ESN or IMEI #) or the vehicle which had the device. Edit screen will open. 3. On the edit screen click on the drop down menu of the vehicle list. Choose none 4. Press Save. This will disassociate the device. 5. Double click on the same device to edit. Notice that there should not be vehicle assign to this device. 6. In the edit screen from the vehicle drop down list select the new vehicle this device will be going to. Press Save. 7. Restart the ITracker software. The information displayed below the input fields provides a detailed description of the current location of the vehicle and the vehicle s system health that includes the vehicle s current longitude, latitude, ignition status and the number of satellites used for tracking. A higher number of satellites provide a more accurate location fix. Page 11 of 103

12 Setting up Expenses ITracker has reporting features that allows a user to track costs of operating a fleet based on fuel costs, maintenance costs, hourly wages and other factors. In order to use these features, some basic expense information must be entered into the system. These expense entries represent the default values that will be applied across your system. In situations where a different value needs to be applied for a specific driver or vehicle, the default cost information can be overridden by changing the value for that driver or vehicle. See the Driver or Vehicle setup sections for additional information. Note: The cost data used in the itracker system should be periodically reviewed and updated to reflect the current actual costs. To set up expenses: 1) Click Setup -> Expenses 2) Enter fuel cost in units of USD/gallon 3) Enter average miles per gallon in units of USD/mile 4) Enter labor cost in units of USD/hour 5) Enter labor cost in units of USD/mile 6) Enter labor cost per load 7) Enter labor cost per stop 8) Click Save Note: All of the Expense fields must contain values in order to successfully save the setup. The reports will now accurately represent your actual costs. Page 12 of 103

13 Setting up Customer information To add a customer information perform the following: 1) Click on Setup > Customer. The Customer Setup window will be displayed 2) Enter the appropriate information including address, country and IFTA and DOT numbers if necessary 3) Select Save when finished Note: Customer only needs to add IFTA license and DOT ID number for IFTA reporting Page 13 of 103

14 Setting up Shifts The shift list is used to record the different work hours and pay rates within a company. This information is used to calculate the total pay, office hour (time not associated with a specific job) activity and off-hour activities of your vehicles. Different work schedules throughout the week may be configured as various shifts with associated hourly pay rates. In the example below, a first shift is defined all days of the week, a second shift is defined on the weekend, and a third shift is also defined for the weekend. Note: Although there are currently no reports based solely on shifts, the shift information is used to calculate information across other reports. To edit a shift: 1) Click Setup -> Shifts 2) Double click on a shift 3) Select the day of the week (Weekday or Weekend) and a shift (First, Second, or Third) 4) Enter the Pay/Hour in units of USD 5) Adjust the start and end times for the shift if necessary 6) Click Save Page 14 of 103

15 Setting up Report Settings The report settings allow the user to adjust the workday start and end times so that the reports are formatted properly. It also allows adjustment of a parameter called Non-Moving Time. In other words, if a vehicle does not move for a certain number of minutes (5 minutes by default), the vehicle is considered as stopped or idle and will be reported as such. A setting of 5 minutes is typically sufficient to filter out delays from stoplights and traffic, but this can be adjusted if a greater threshold is required. Customer activity report captures amount of time a vehicle stop at a customer by customer name in the address book. There are two report settings needs to be configured for customer activity report. Both of these conditions have to meet before the data is logged in the customer activity report. Customer stop time is the time span of time a vehicle needs to be stopped at a customer location before it logs the stop in the customer activity report. This is to avoid short stop or passing customer location. Customer stop radius determines the size of the customer location. A 0.1 customer stop radius creates a 0.1 mile virtual fence around a customer address and if a vehicle enters this virtual fence it will show in the customer activity report. To adjust the Report Settings: 1) Click Setup->Report Settings 2) Adjust work day start and end times as necessary 3) Adjust the Idle time as necessary 4) Adjust the customer stop time and customer stop radius for customer activity report. 5) Click Save Note: These setting are required to properly display report data. Changing the settings here will change how the information is displayed on the reports. Page 15 of 103

16 Setting up Alerts Alerts can be triggered on certain events such as a vehicle idling for too long, moving too fast/slow, moving inside/outside a geographical boundary (geofence) or when the ignition is on/off. These alerts can be color coded in the reports and can be sent via an or text message. Live Alerts are displayed on the main map bottom window and also historical alerts can be viewed in the safety report. To view the existing alerts: 1) Click Setup->Alerts 2) Double click on an alert 3) The list can be sorted by doubleclicking on the column header When an alert is deleted, it only removes the alert from the alert list, it does not affect the data associated with it. To add a new alert: 1) Click Setup->Alerts 2) Select Add New. 3) Edit the parameters as defined below. 4) Click Save. The parameters for each alert are defined as follows: Page 16 of 103

17 Description The name that is given to the alert in the alert list. Alert typelist below Drop down list of alert types including idling, speed, geofence, ignition on and off Aggressive Cornering Alert for aggressive cornering (Additional parameter needs to be set for this alert to work) Asset Motion Idle Speed Under Alert when an asset is moving. Alert for excessive idling, once this alert is select user needs to select the idle time need to reach before an alert sent. Set a slow speed threshold, for this alert enter the speed and time (how long vehicle has to be at this speed before alert is triggered) Speed Over Set high speed threshold, for this alert enter the speed and time (how long vehicle has to be at this speed before alert is triggered) Geofence Enter/Leave Selects the geographical boundary (geofence) that has been previously defined. Select the Geofence from the drop down list. If no Geofence available, see section on how to create goefences. Ignition on/off Alert for ignition turned on/off Border proximity Alert when vehicle is near state border PTO Alert when PTO (Power Take Off) unit is engaged. Or when vehicle is on PTO Panic Button Alert when panic button is pressed Page 17 of 103

18 Low battery voltage Alert for low battery for low battery voltage (Only for Track 2000 devices) Check engine light on Alert when check engine lights comes on (Only for Track 2000 devices) Low fuel Alert for low fuel (Only for Track 2000 devices) Excessive Engine RPM Alert when vehicles has excessive RPM (Only for Track 2000 devices) No Ignition On Quick Acceleration Hard Breaking Alert to allow users to know if no ignition on event has been detected for more than X amount of time to determine if a vehicle hasn t started up as expected. Alert for Quick acceleration (Additional parameter needs to be set for this alert to work) Alert for hard breaking (Additional parameter needs to be set for this alert to work) Power Disconnect Alert color Additional Parameters Speed Time Select vehicles Alert when power is disconnected from the device. The color of the alert in the reports. Listed below. The speed for the alert in MPH. This will not be visible if not applicable. The time for the alert in minutes. This will not be visible if not applicable. This button opens a box that allows the user to select certain vehicles that the alert applies to. If the alert applies to all vehicles, then check the box Include All Vehicles. Send When the alert triggers, an is sent to the selected user. Page 18 of 103

19 Activate When this box is checked, the alert is active and will trigger. If this is not checked, the alert will not trigger. Send txt When the alert triggers, a text message will be send to the user. Valid weekend/ An alert that is only valid on the weekends. Valid weekdays needs to be unchecked and vice versa if valid weekdays only. Valid weekdays Start/end time Timeframe in which alert should trigger during the day. Page 19 of 103

20 Setting up Notifications The Notifications feature allows you to receive advance notification of upcoming events, such as vehicle registration renewal, driver s license expiration or Hours of Service limits. To create a Notification: 1) Click Setup > Notifications. The Notification list will be displayed 2) Select Add New from the Notification List. Enter the notification criteria in the Add New Notification window. The Value text box is used to specify the when the notification is to be sent in relation to the date of the event Example; for a License Renewal type of notification, entering 30 into the value field will send a notification 30 days in advance of the license expiration date Notifications may be enabled or disabled by checking or clearing the Activation box as appropriate. Save the notification when completed Page 20 of 103

21 Setting up Report Schedules This section allows you to set up automatic ing of most of the reports that are available in itracker. The most common ones are Daily Activity and Customer Activity reports. To set up the report schedule: 1) Click Setup > Report Schedule. The report schedules list will be displayed. 2) To add a report, click on add new. Enter the report criteria in the Add New Schedule window, detailed below. 3) To delete a report, click on the one you want to delete and then click on Delete Selected. Report Criteria: 1) Report Type: click on the drop down menu and select the report you would like to have ed. 2) Create Report: click on the drop down menu to select how often you would like to have the report ed. 3) Click on the box next to Exclude Weekends if you only want the reports sent M-F 4) Report Format: click on the drop down menu to select either PDF or Excel format for the reports. 4) click on the drop down menu to select who the reports get ed to. This list consists of the people that are set up as users in itracker. See creating new users section to add more. 5) Vehicle: click the drop down menu to select which vehicles to include in the reports. 6) Click on save icon when finished. Page 21 of 103

22 Setting up Maintenance Schedules itracker allows you define maintenance schedules for each vehicle and receive notification when that maintenance is due. NOTE: A vehicle or equipment can have different type of reminders for same or different dates. To create a maintenance schedule: 1) Click Setup > Maintenance Schedule. The maintenance Schedule page will be displayed 2) Select Add New from the Maintenance Schedule and choose the desired vehicle name from the drop down list. 3) Select Maintenance type or just simply enter maintenance type (Tire rotation, oil change, inspection ). Once the maintenance type is entered it will retain it for next time. 4) Choose the recurrence type for reminders, which can be based on date, miles, or engine hours. For mile and engine hour based current mileage/engine hours will automatically be displayed. Page 22 of 103

23 NOTE: The initial or current miles/engine hours can be adjusted by editing a vehicle. See add vehicle section. For date based reminder select the reminder date, if it is recurring check the recurrence every box and enter the recurrence frequency weekly, monthly, or yearly. For Miles based enter due mileage, set reoccur if this is reoccurring reminder. In the reoccur every, enter the miles the reminder needs to be sent again. Check the reminder box and enter how many miles before the due miles a reminder needs to be sent. In the screenshot above. The current miles are 397 and tire rotation is due at 3000 miles, 50 miles prior to 3000 miles a reminder will be sent. The reoccurrence is set for 3000 miles to receive a reminder. Reminder will be sent at 2950 miles. For Engine hour based enter due engine hours, set reoccur if this is reoccurring reminder. In the reoccur every, enter the engine hours reminder needs to be sent again. Check the reminder box and enter how many engine hours before the due engine hours a reminder needs to be sent. Select Save To edit or view the maintenance schedule for a particular vehicle, double-click on the row in the Maintenance Schedule window that contains the desired vehicle Page 23 of 103

24 Adding Maintenance Records After maintenance has been performed on a vehicle, update the records by performing the following: 1) Add -> Add Vehicle Maintenance 2) Click add new 3) Select vehicle from the drop down menu 4) Select maintenance type from the drop down. If there is no option simply enter the maintenance type. Example of maintenance types are Oil change, Tire rotation 5) Date should be set for today, otherwise select the date. 6) Current engine hours and mileage should be populated automatically. If you are adding records for past events adjusted the numbers accordingly. 7) Maintenance Type, select scheduled or unscheduled. 8) Add any description Fill out the optional invoice number, vendor, facility Page 24 of 103

25 Adding Drivers A driver is an individual that is assigned to a particular vehicle. Although not mandatory, assigning a driver to a vehicle helps with reporting and management activities. In addition, text messages can be sent to a driver/vehicle from ITracker for instant alerts. To add a driver: 1) Click Add->Add Drivers. The Drivers List will be displayed. 2) Click Add New 3) Enter all contact information under the default tab. 4) Enter Driver Number. This is any unique numerical ID that will be assigned to that driver. Please note once the driver ID is assigned it cannot be changed. 5) Select the Cellular Provider of the driver s phone. This is important to ensure reliable text messaging between ITracker and the driver s cell phone. 6) If you enter an address you can send the driver s from itracker. 7) With the vehicle drop down menu you can associate a driver to a vehicle. 8) If you want to group your drivers together for any reason you can create driver groups (see add driver groups) and this is where you can put the drivers in the groups you create. 9) Assign Device is not in use at this time, ignore this for now. 10) Click Save Page 25 of 103

26 Scheduling tab (optional) The information entered here will be used in the scheduling and timesheet portions of the software and reports associated with those portions of itracker. 1) Enter the max hours per week, day and max days per week and shifts per day. 2) Check the days of the week the driver is working. 3) Enter the start and end time for their shift. 4) Click save when finished. Payroll tab (optional) The information entered here will be used in the scheduling and timesheet portions of the software and reports associated with those portions of itracker. 1) Choose either hourly or salary for the pay type. 2) Enter the dollar amount per hour for the Rate. 3) Click save when finished. Advanced tab (optional) The information entered here will be used in the scheduling and timesheet Page 26 of 103

27 portions of the software and reports associated with those portions of itracker. 1) Assign a position to your driver that you created. (See create positions under scheduling section) 2) Assign a department to your driver that you created. (See create departments under scheduling section) 3) Driver skill level, is a free form text field where you can keep track of information as you see fit. Once you enter and save something it will be in the drop down menu for next time. 4) Lic. Renewal Date is there so you can keep track of the renewal date for your drivers licenses. You can set up reminders to help keep track of this, see notifications section for more details. 5) Medical Renewal is there so you can keep track of the medical renewal date for your drivers. You can set up reminders to help keep track of this, see notifications section for more details. 6) Click save when finished. Editing a driver 1) Double-click on the driver in the driver list. 2) Make the necessary changes (Please note driver ID cannot be changed) 3) Click Save. Deleting a driver If a driver is deleted, ITracker removes it from the driver Group along with the messages and alerts that it is associated with. This can be done only by clicking the delete selected button. Once the driver is deleted it goes to the recycle bin. If a driver is mistakenly deleted it can be restored from the recycle bin. Adding Geofences A geofence is a geographical boundary around which events and alerts can be triggered. For instance, a geofence can be created around an address, given a certain radius, and trigger an or text notification when a vehicle enters or leaves that boundary. Geofences can either be defined as a circular with an address at the center and a given radius or a polygon shape drawn freehand on a map. To create a new geofence: Click Add menu button 1) Click Add New 2) Enter a name for the Geofence 3) Select an address from the drop down menu (taken from Page 27 of 103

28 the address book) OR type the complete address. 4) Select optional color (by default it will be blue) 5) Click locate (This will find the address on the map and center the map on that address). 6) Use the zoom function to zoom in and out or switch to satellite view. Circular Geofence 7) To create a circular geofence, type the radius in the radius box. Typing.5 in that box will create a half mile geofence around that address. 8) Select the optional expiration date and press save. 9) A pop dialog will show letting you know the geo fence is created 10) If the geofence should expire on some date along with the associated alerts, click the Expires On button and select a date with the calendar button. 11) Click close In the following example, the geofence was created using the circular method. Page 28 of 103

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30 Freehnad Geofence 12) To create a freehand geofence, Follow step 1 to 3. 13) Press freehand button 14) Click on the map where you want to start the geofence. 15) Click on the map for second point, click for the third point and a triangle will appear, click the 4 th time on the map to see a square. 16) If the geofence should expire on some date along with the associated alerts, click the Expires On button and select a date with the calendar button. 17) Click the close button to close the window. In the following example, the geofence was created using the freehand method. Page 30 of 103

31 Displaying and Editing Geofences To display all of the geofences on the main map, click on the View drop down menu and check the box labeled Show Geofences on the upper left corner of the map. You can display a list of existing geofences by clicking Add->Add Geofence. You can edit any of the geofences by double clicking any of the entries. Deleting a geofence will not remove any addresses or jobs that were associated with it. Adding Vehicles Creating a vehicle in itracker will assign certain critical vehicle information such as vehicle type, driver, VIN, costs, etc to a vehicle name of your choosing. This vehicle can then be assigned to a tracking device (see the Setting up the Devices section). A vehicle can be added even if it is not associated with any tracking device. To view the list of vehicles click the Add tab above the main map and select add vehicles. Page 31 of 103

32 To add a new vehicle: 1) Click on the Vehicles tab above the main map. 2) Click Add New. The Add New Vehicle Screen will be displayed. 3) Enter a Vehicle Name. This should represent the common name used to identify this specific vehicle within your fleet. This is the name that will be referenced in other configuration settings (such as when assigning a device to a vehicle) as well as in the reports. 4) Enter a Vehicle Number. This is a unique identifier given to that vehicle and can be any unique number of your choosing. 5) (Optional) Select a Driver Name from the drop down list. The driver names will be taken from the list of drivers previously defined (see the Drivers section). Page 32 of 103

33 6) (Optional) Select Fuel Type from drop down menu. 7) Vehicle Icon selects the type of icon to display on the map. 8) Include In IFTA Rep, click on this box to check it if you to include this vehicle in your IFTA report. 9) (Optional) Enter the average MPG for the vehicle and the fleet summary report will calculate an average gas cost for this vehicle. 10) (Optional) Enter fuel consumption for every hour of idle time. For example if 1 is entered this is standard. This means that for every hour of idle time vehicle burns a gallon of fuel. The fleet summary report captures that data. 11) Vehicle odometer at time of installation. This will be used to track the maintenance schedule. If nothing is entered system will start at 0. 12) Engine hours at time of installation. This will be used to track the maintenance schedule. If nothing is entered system will start at 0. 13) Current Mileage, will be displayed here as number of miles driven plus what was entered as the odometer reading at the time of installation. 14) Current EH,, will be displayed here as number of engine hours plus what was entered as the engine hours at the time of installation. 15) (Optional) Enter a Vehicle Year, Make, and Model. You can enter new information into these fields or select from the previously entered makes and models. Note that if you enter new information into these fields, they will show up in the drop down list automatically in the future. 16) (Optional) Enter a Vehicle VIN (Vehicle Identification Number). 17) (Optional) Enter vehicle plate number 18) (Optional) Choose the registration state 19) (Optional) Choose when the registration expires. Once the expiration is set, an automatic reminder will be sent 30 days prior to the expiration. 20) (Optional) Enter vehicle weight. This will be require for quick acceleration/hard breaking 21) (Optional) Fuel Tank Cap- When entered, supported devices can use this information to calculate fuel mileage. 22) Assign Device-This is where you associate a device with a vehicle. This can be left blank and added later if you don t know what device will be in this vehicle. The association of a device to a vehicle can also be done in the device set up, see Setting up Devices section for more info. You only need to do this in one place, what you choose in one screen will auto populate in the other. 23) (Optional) Assign Groups; You can create vehicle groups for further organize your vehicles and here is where you can assign them to different groups that you create. See adding vehicle groups section below for more details. 24) Click Save Editing a vehicle 1) Double-click on the driver in the vehicle list. 2) Make the necessary changes (Please note vehicle ID cannot be changed) 3) Click Save. Page 33 of 103

34 Deleting a vehicle If a vehicle from the list is deleted, ITracker removes it from the Vehicle Group along with the messages and alerts that it is associated with. This can be done only by clicking the Delete Selected button. Sorting of the list is done by double-clicking on the column header. Adding Vehicle Groups Creating a vehicle group allows the user to conveniently perform operations (such as messaging) based on a group of vehicles that have a common purpose or function. NOTE: A vehicle group is required if the automatic reporting needs to be created for more than one vehicle. To add a vehicle group: 1) Click Add->Add Vehicle Group. The Vehicle Group List will be displayed. 2) Click Add New and the screen below will pop up. 3) Enter a name for the vehicle group Select the check boxes next to each vehicle that you want to assign to that group 4) Click Save Group A user can also create an all vehicles group by selecting the Include All checkbox. Deleting a vehicle group does not delete the individual vehicles that make up that group. Page 34 of 103

35 Adding Fuel Receipts Fuel purchases for each vehicle can be recorded by the itracker system, allowing you to always have an accurate cost of operation. Add fuel receipts by performing the following: 1) Click on Add> Fuel Receipts. The Receipts List will be displayed 2) Select Add New to open the Add Receipt window 3) Enter the purchase details 4) Select Save when finished. Page 35 of 103

36 Adding Address Book The address book defines customer locations around which geofences can be created and to which jobs can be created and a driver dispatched. There are two different ways to add the address book. 1) Click Add -> Add Address 2) Click on the Address book tab on the main window Create a new customer and/or job site: 3) Click Add New 4) Enter a Customer Number. This is simply a unique identifier for that customer. 5) Enter all contact information including names, phone numbers, addresses, etc. 6) Click Save Page 36 of 103

37 Create a new customer and/or job site if physical address is not available: 1) Click add new 2) Enter a Customer Number. This is simply a unique identifier for that customer. 3) Click on the check box to the left of Use Address to uncheck the box. 4) Click create Geofence 5) Create a Geofence (See the section on how to create a Geofence) 6) Click save Page 37 of 103

38 The easiest way is to import the Address Book using our import function. 1) Click on the excel button 2) Navigate to the address book 3) Click ok. The import process will start 4) The process can take a while depending on the size of the file The import file needs to be formatted based on our template. Please see the template section for address book import. Dispatching On the main map window, click on the dispatch tab to access the dispatching features. There are three sub tabs under dispatching; routes, schedule, and live dispatch. All these tabs are explained in this section. A user has the ability to create a route and dispatch it to the vehicle either by printing or sending it to Garmin Nuvi device. Page 38 of 103

39 Creating Routes This feature will create a route with multiple stops, which can be assigned to a vehicle using the schedule. THERE ARE TWO STEPS TO ROUTING VEHICLES. STEP 1 IS TO CREATE ROUTE SHOWN HERE AND STEP 2 IS TO SCHEDULE THE ROUTE BY ASSISNGING IT TO DRIVER AND VEHCIELS SHOWEN NEXT. A new route can be created by choosing add new route from the Add menu or going to dispatching tab and selecting route sub tab. 1) Click Add and choose Add Routes 2) Click on add Route, a new add screen will pop up Page 39 of 103

40 3) Add the Route name, this can be any name or number. 4) If there are addresses in the address book, type first few letter of the customer name and press down arrow key. The customer name will pop up press add and the address will pop up in the route container below. 5) If this is a new address enter the complete address and provide the stop name in the box below, press add. (e.g. on how to add the address west highway 55, Plymouth, MN) 6) Repeat step 3 or 4 to add additional stops Stops can also be imported from a file simply press the import button and import using a.csv file. Once all the stops are added select a start time to see when a vehicle will arrive at those stops. PLEASE NOTE STOPS WILL BE ROUTED AS ENTERED. USE THE UP AND DOWN ARROW KEYS TO ADJUST THE ROUTE BASED ON REQUIRED ETA OR DISTANCE. The up and down arrow button will move the stops and reroute on the map. The X button will delete the stops from the route. Once stops are added and adjusted, click save and then close window. The route will appear in the route list. Page 40 of 103

41 A route can be edited if more stops needs to be added during the day or if a stop needs to be deleted. Simply double click on the route and the route edit screen will open. Page 41 of 103

42 Importing Stops: The stops can also be imported from software or program. First step is to download the import stop template from IndusTrack support website ( 1. You can either cut and paste your entries into the template or make sure that your file looks exactly like the template. 2. Column name and column sequence needs to match. 3. All column needs to be in there even if there is no data leave the column empty. 4. Once the file is created, make sure to save the file is saved with.csv extension. 5. Click on add new route in the itracker software. 6. Click Add new. Edit route window will pop-up. 7. Click on import-> Navigate file to be imported press open and data will start to import. 8. Once the import is completed all the stops will be shown on the map and also in the routed edit box. The route edit box can be used to move or delete the stops. 9. Choose a name for the route on the top and press save. 10. Press import button and navigate to the saved file to be imported. 11. A message will be pop-up confirming the route is created. 12. Press close. PLEASE NOTE STOPS FOR ONLY ONE VEHICLE CAN BE IMPORTED AT A TIME. IN ORDER TO IMPORT FOR MULTIPLE VEHICLES USE SCHEDULE IMPORT: Creating Schedule Scheduling is assigning either routes or customer address to driver/vehicle with date and time. There are three type of scheduling; based on routes, based on jobs, or taxi based. Access the new schedule screen go to add menu and choose add schedule. Scheduling a route Once the route is created using the instruction above, next step is to assign the route/stops to a vehicle and driver. The following steps will do these assignments. 1) Click on Add menu and select add schedule. Create schedule pop up will appear. Page 42 of 103

43 2) The Route radio button by default is selected. 3) In the route column select the route by pressing the down arrow key in the route box. Select the route from the drop down. In this example test route 1 was selected. 4) Select the vehicle and driver 5) (Optional ) Add notes 6) Select the start and end time and dates 7) Press save List button : If a route is not shown in the drop down click on the list button to see all of the routes. Add button: The add button opens add new route screen. Import button: Allows importing to of stops. Save & send button: If a Garmin attached pressing this button will send the routes directly to Garmin. Page 43 of 103

44 Scheduling a taxi 1) Click on Add menu and select add new schedule This screen will pop up, choose taxi radio button 2) Select the pickup address by pressing the down arrow key in the route box, if address is not listed click on the list button and all routes will be displayed 3) Select the drop off address by pressing the down arrow key in the route box, if address is not listed click on the list button and all routes will be displayed 4) Select the vehicle and driver Page 44 of 103

45 Distance will automatically pop up. 5) (Optional ) Job#, Job cost, and notes 6) Select the start and end time and dates 7) Press save If you have Garmin attached and need to send pickup and drop off address to Garmin, press send button. Scheduling a job In this screen you can create jobs and assign them to drivers and then send each driver their schedule for the day via the ifield mobile app. If the vehicle is going to one or two jobs a day, scheduling a job option can be used instead of creating routes. 1) Click on Scheduling icon. 2) This will take you to the scheduling screen below. To add a new schedule click on the day and driver you want to schedule a job for and the add/edit job screen will pop up. 3) In the Address Search field you can type the name or address of the job to find it (it will actively search as you type), these address are from the entries that are saved in the Page 45 of 103

46 address book. If you don t see the address or job name you are looking for make sure it is saved in the address book. See adding to address book for details. 4) The date field is locked at this point and is set to the day you clicked on to add the job. Once you save the job you can go back and edit the date if needed. 5) To select the time of the job, click on the clock icon for list of times. The times can also be manually changed to any time you want by clicking in the individual fields and making the changes. 6) You can change the driver this will be assigned to with the driver drop down menu. Drivers need to be set up first, see adding drivers section for details. 7) Position field is set up by the user to reflect what the driver s main job is. The chosen color will be represented on the scheduling page and reflected in some reports. To set this up see positions section under settings in scheduling page below. 8) (Optional) WO# field is reserved for your work order number for the job, this will appear at the top of the job details when viewed in ifield. 9) (Optional) Job # field is reserved for your job number. 10) Job Code field is a drop down menu of codes that you associated with your job s addresses. See job code set up for details on how to create them. 11) Cost Code field is a drop down menu of your cost codes associated with the job code that was selected. See cost code set up for details on how to create them. 12) Enter a Description for the job, this is the field that will be displayed on the scheduling screen (along with the time of the job). 13) (Optional) The notes field is where you can make any comments or special instructions for you or your driver. Page 46 of 103

47 14) Click save when finished. 15) When you are ready to send the job to the driver, via ifield, click on Publish in the upper right of the schedule screen. Only the current week will get published. Settings on the scheduling page: To get to the scheduling page click on scheduling icon shown below. Create Positions: Here is where you can assign a color, code and description for each of the different types of positions or rolls for the drivers in your company. This is used on the scheduling screen; the color of the job is determined by the color associated with a driver s position. Also, this setting will show up in some reports. To associate a driver to their position go to the add icon, choose add driver and double click on the driver and go to the advanced tab (See driver section for more details). 1) From the Scheduling screen click on the settings icon, looks like a cog or gear, in the upper right of the screen and a drop down menu will appear. Page 47 of 103

48 2) Select Position from the drop down menu and you will see this window. 3) Click on add to manually add positions to the list. 4) In the next window enter the position, description, code and click on the color then click on the save icon. Page 48 of 103

49 5) To edit an entry just double click on it, make the changes and then click save. 6) To delete and entry, just click on that line to highlight and click delete. 7) To import a list, click on import and this window will pop up. Page 49 of 103

50 8) Download the template by clicking on icon in the upper right of this screen and save it to your computer. 9) Once you have your file in the correct format, click on select and choose your file. 10) Select either update existing entries or allow duplicate entries and click upload. Create Departments This is where you can set up different departments (to further organize your drivers) with a color, code and description. This setting is used in some of the timesheet reports. To associate a driver to their department go to the add icon, choose add driver and double click on the driver and go to the advanced tab (See driver section for more details). From the Scheduling screen click on the settings icon, looks like a cog or gear, in the upper right of the screen and a drop down menu will appear. Page 50 of 103

51 2) Select Departments from the drop down menu and you will see this window. 3) Click on add to manually add positions to the list. 4) In the next window enter the department, description, code and click on the color as you would like it to appear and then click save. Page 51 of 103

52 5) To edit an entry just double click on it, make the changes and then click save. 6) To delete and entry, just click on that line to highlight and click delete. 7) To import a list, click on import and this window will pop up. Page 52 of 103

53 8) Download the template by clicking on the icon in the upper right of this screen and save it to your computer. 9) Once you have your file in the correct format, click on select and choose your file. 10) Select either update existing entries or allow duplicate entries and click upload. Cost code set up This is where you can create all the cost codes for your business, so you can associate them with all the different jobs you are engaged in. 1) From the Scheduling screen click on the settings icon, looks like a cog or gear, in the upper right of the screen and a drop down menu will appear. Page 53 of 103

54 2) Select Cost codes from the list and the cost code window will appear. 3) Click on add to manually add cost codes to the list. 4) In the next window enter the name, description and code as you would like it to appear and click save. Page 54 of 103

55 5) To edit an entry just double click on it, make the changes and click save. 6) To delete and entry, just click on that line to highlight and click delete. 7) To import a list, click on import and this window will pop up. Page 55 of 103

56 8) Download the template by clicking on icon in the upper right of this screen and save it to your computer. 9) Once you have your file in the correct format, click on select and choose your file. 10) Select either update existing entries or allow duplicate entries and click upload. Job code set up Here is where you set up all your jobs and give them a number, description and associate the job codes that apply to each particular job site. The job s address must be saved in the address book before you can set up the job code for it. See adding to address book for details. 1) From the Scheduling screen click on the settings icon, looks like a cog or gear, in the upper right of the screen and a drop down menu will appear. Page 56 of 103

57 2) Select Job Codes from the list and the Job Code window will pop up. 3) Click on add icon to manually add a new job code and this window will appear. Page 57 of 103

58 4) Enter the job number you want to associate with the job s address. 5) Next, put in a description for this job. 6) Click select address, a new window will pop up. Start entering the name or physical address and the drop down menu will start to populate with addresses from the entries you saved in the address book. See adding to address book for details. Page 58 of 103

59 7) Click on the address you want to create a job code for and click select at the bottom right. 8) Select the cost codes for this job by clicking on the drop down menu and selecting the codes you want to associate with this job. 9) When finished click save. 10) To edit an entry, double click it, make the changes and click save. 11) To delete an entry, click on it then hit the delete button. 12) If you want to import a list, click on import and this window will appear. Page 59 of 103

60 11) Download the template by clicking on the icon in the upper right of this screen and save it to your computer. 12) Once you have your file in the correct format, click on select and choose your file. 13) Select either update existing entries or allow duplicate entries and click upload. Creating Unscheduled Jobs If you know you have jobs, but don t when or who you want to assign them to you can start the job description here and save it so you can finish it at a later time. 1) From the Scheduling screen click on the settings icon, looks like a cog or gear, in the upper right of the screen and a drop down menu will appear. Page 60 of 103

61 2) Select Unscheduled Jobs from the drop down list and this window will appear. 3) You can add a job manually by clicking on the add icon. 4) The add/edit job window will appear (as in the scheduling a job section) and you can fill in the information you have for the job and finish it at a later time. The only required field is the description. These jobs will only appear here and in the unscheduled jobs report. 5) To edit an existing job, double click on it and make the changes and click save. 6) To delete a job, click on that job and then click on the delete icon. 7) If you want to import a list of jobs, click on the import icon. Page 61 of 103

62 8) Download the template by clicking on icon in the upper right of this screen and save it to your computer. 9) Once you have your file in the correct format, click on select and choose your file. 10) Select either update existing entries or allow duplicate entries and click upload. Scheduling Reports There are 3 types of reports: Scheduled, Unscheduled and Incomplete jobs. Scheduled jobs are the ones with all the details filled in and appear in the scheduling screen. The unscheduled jobs have incomplete fields and do not appear in the scheduling screen. An incomplete job is a scheduled job that hasn t been marked as job complete by a driver in ifield. 1) From the Scheduling screen, click on Report icon. Page 62 of 103

63 2) Select scheduled jobs and the report screen below will pop up. 3) Select drivers by clicking on the drop down menu. 4) Select dates by clicking on the calendar icons. 5) Click on get report icon to see the results. 6) After you get the report you can print, (to any users that are setup in itracker) or export the report to an Excel spreadsheet with the icons in the upper right of this window. You can repeat steps 1-5 for unscheduled and incomplete jobs. For unscheduled jobs it is not necessary to select a driver s name. Page 63 of 103

64 Timesheet This section is designed to be used with our ifield mobile web app. Here you can have your drivers clock in and out on a table or cell phone and keep track of it here. When you click on the timesheet icon you are taken to the live status page. Timesheet: Live Status Here you will see the list of drivers, what department they are in (if you assigned one, see driver set up for more details), their status (on, off duty, etc.), the location of their last time punch and number of hours worked that week. The blue left and right arrows on either side of the Week of: 1/27/14 will scroll back a week (left arrow) or forward a week (right arrow). Timesheet: Week View Simply click on week view to see the names of the drivers and the hours they have worked for a given week. Clicking on the left and right blue arrows on either side of the date will scroll 1 week at a time. Page 64 of 103

65 Timesheet Details To see the details of a given day for any driver just click on the corresponding number for the day and driver you want to view. For example: if you click on the number 6 this window will pop up. Here you can see the details of the day. Timesheet Reports Click on the report icon to run any of the 4 timesheet reports: time in and out, timesheet detail, timesheet summary and timesheet exception. Page 65 of 103

66 Here is an overview of the timesheet report screen: ) Select the drivers you wish to view by clicking on the down arrow and check the box next to the driver s names. 2) Select the start and end date, click on the calendar icon to select dates. 3) Click on get report to generate the report. 4) If the report is more than page you can navigate with the left and right arrows below the date fields. 5) In the text box you can enter a name or any text you want to find in the report and click on Find to locate. 6) To export click on the diskette icon to the right of the next icon and select the format of the file to export to. 7) To print the report click on the print icon in the upper right of the screen 8) You can the report to any of the users set up in itracker by clicking on the icon in the upper right of the screen. A drop down menu will appear just to the left of the 3 icons. Select who you want to it to and click send. 9) To export to Excel, click on the export icon in the upper right of the screen. Page 66 of 103

67 Time in and out report This report will show you all the time punches for the drivers and where they were when they made the punches. Timesheet Detail This report will show you the start and end times for shifts, jobs and breaks. It will display the job number and customer if entered when the job is created (see scheduling a job). Also, it will show the shift and job hours, pay code and pay rate (salary info must be entered see driver set up, payroll tab for details) Page 67 of 103

68 Timesheet Summary report This report will show the hours worked broken down into regular and overtime hours and will calculate total pay if salary info is set up for the driver (see driver set up, payroll tab for details). If the driver is part of a crew with a supervisor (see timesheet settings, supervisor crews for details) the name of the supervisor will also appear here. Timesheet Exception Report This report will show you when a driver is supposed to punch in and out and the difference between when they actually punched in and out. The drivers shift time must be entered in the driver set up, scheduling tab. Page 68 of 103

69 Timesheet Settings Click on the orange gear icon and the list of options will appear. Here you can set up and define Pay, Cost and Job codes (see settings on scheduling page for details on setting up these items). This is also where you set up time off codes, overtime rules, user settings and create crews with supervisors. Time Off Codes Click on the settings icon and select Time Off. Here you can create HR type codes and descriptions for employee s time off events. 1) Click on add and the window on the left will appear. 2) Enter Time off, Description and Code and click save. 3) To delete, click on the line you want to eliminate and click on delete icon. 4) To import, click on import icon and the window below will appear. Page 69 of 103

70 5) Click on download template icon to get a properly formatted template to allow importing 6) Once you have your import file ready, choose between update existing entries or allow duplicate entries, click on select and locate your file to upload and click upload. Overtime Rules Click on the settings icon and select Overtime Rules. Here you can create rules for calculating overtime. User Settings Click on the settings icon and select User Settings. Here you can determine if you want to allow an employee to add or edit time by checking or unchecking the boxes. Also, you can enter the number of hours to determine when to be notified of daily and weekly overtime. Click save when finished. Page 70 of 103

71 Supervisor Crews To make an employee a supervisor support@industrack.com and we will set them up as a supervisor. Then you can create crews and assign a supervisor who will be able to punch in and out for the people in their crew. Click on the settings icon and select supervisor crews. 1) Click on add and the crew edit window will appear. 2) Enter a name for the crew 3) Select the supervisor from the drop down list 4) Choose the drivers from the last drop down list, check the box next to the names or you can check select all if that applies. 5) Click save when finished 6) To delete a crew, click on the crew to deleted and click on the delete icon. Page 71 of 103

72 Fleet Management This section describes the ongoing fleet management operations available in ITracker and assumes all the steps in the Setup section have been completed. Map Navigation The main map is displayed whenever itracker is launched, to return to the main map from any other screen, click on the Map tab as shown. 1) The left nav bar shows all of the listed vehicles. 2) Status for each vehicle is displayed to the right of the vehicle icon. 3) Different type of icons can be selected for the vehicles. (See add vehicle to change icons) ) Each icon is color coded. Red= Stopped, Green= Vehicle is moving, Blue= Vehicle is idling, Orange= Vehicle is not sending data 5) Vehicle group views are available. Simply select the Group tab. Now you can view each vehicle group. 6) The View drop down menu is used to change what you view on the map. You can choose to show your geofences, current traffic, streets, jobs, your address book, drivers or timesheet view. 7) In the address field you can either type in the full address to find a location or the drop down menu will populate with the address from your address book, just start typing the name and it will search for it, must be saved in the address book for search to work. 8) The Filter drop down menu can be used to sort the vehicles that are moving, stopped or idling to the top of the list. Page 72 of 103

73 Finding the vehicle on the map To find the location and status of a vehicle, click once on the vehicle in the left nav bar and it will show the location and status details inside a pop up balloon over the vehicle. The icons on the map are color coded like the ones on the left nav bar to show what the driving status is. Page 73 of 103

74 Live Alerts On bottom of the map screen live alerts for past one hour are shown. All alerts past one hour are captured in the safety report. Pan and Zoom To move the map from side to side or up and down (panning), click on the left, right, up, and or down arrows in the upper left corner of the map. Alternatively, you can use your cursor to select a location on the map, hold the left mouse button down, and drag the map in any direction. Page 74 of 103

75 To zoom, you can either select the bar with the + / - symbols on the left side of the map or use the mouse scroll bar. Displaying Street View To see a street view of any location you can click and drag the person icon to a spot on the map. To exit this view there is a close window icon (X) in the upper right corner of the map screen that will return you to normal map view. Page 75 of 103

76 Displaying Geofences on the Map To display the existing Geofences on the map, click on the View drop down menu and check the Show Geofences box in the upper left portion of the map: The Geofences will be displayed as shaded regions on the map. A Geofence may be removed from the map by clicking on the red indicators for the Geofence and selecting the option to remove a Geofence. When a Geofence is deleted, it does not remove the address associated with it. Only the alerts that were associated with that Geofence will be removed. Page 76 of 103

77 Displaying Traffic Information itracker s real-time traffic display feature enables dispatchers to advise drivers of adverse traffic conditions and suggest alternate routes To display traffic information on the map, click on the view drop down menu and check the Show Traffic box in the upper left portion of the map: The roads will be color-coded according to traffic conditions and indicators for obstructions such as construction will be shown as well. In the above map, the road conditions are relatively clear. Page 77 of 103

78 Displaying Street View To see a street view of any location you can click and drag the person icon to a spot on the map. To exit this view there is a close window icon (X) in the upper right corner of the map screen that will return you to normal map view. Page 78 of 103

79 Messaging Within ITracker, messages can be sent to a driver or groups of vehicles via text message. Messages may include routing information, job information, or any other relevant information that might be sent to a driver. To view the messaging window, select the Message tab located above the main map: To send a message: 1) Click the New Message tab above the main map 2) Type the message in the type message to send box or select a saved message from the drop down box that is above Select Message Template. 3) Select a driver or a driver group to send the message to. 4) Click Send The message will arrive as a text message to the driver(s) that were selected provided their cell numbers are entered in the driver set up record. See adding driver section for more details. Page 79 of 103

80 Note that a text message must be less than 199 characters (this is a limitation of SMS messaging with cellular phone carriers). There is a character count at the bottom right hand of the text box to tell you how many characters you have used out of the 199. In the example below, the message text is Return to the Industrack office and the character count shows 31/199. After a message is sent, it is logged (with date and time) in the list of messages you see when you first click on the blue message icon. Message Templates Message Templates can be easily created from the Templates icon. To create new message templates: 1) Click on the Templates icon. 2) Enter a short message in the empty text-field just above the 3 blue icons 3) Click Save and the message will show in the text box above. 4) It can now be selected via the drop down menu that is above Select Message Template in the new message window. Page 80 of 103

81 Reports A list of available reports can be found under the Reports drop down menu: All of the reports share a common interface for selecting and running the report. This interface will be found across the top of each report display screen. Select Vehicles- You can select one or any combination up to all vehicles to be displayed. Select Report- You can select a new report without closing the window and selecting a new one. Start Date- Select the starting date of the report by clicking on the calendar icon and selecting the desired date. End Date- Select the ending date of the report by clicking on the calendar icon and selecting the desired date. Get Report- Click here when you are ready to view the report Page 81 of 103

82 Each report has the following export section in the top center of the window. This allows the user to download, , or print the reports. The Auto icon allows you to set up automatic ing of the reports. See set up report schedules for more information on how to set this up. Each column has a filter button. User can set a filter for any column. In the picture shown user can select a driving status to view. Columns can also be moved. User can click on the Date column and move it either before the vehicle ID. Any column can be moved to any location within a report. Daily Activity Report This report shows every vehicle ignition on/off, driving time and mileage, stop time and location, idle time and location in chronological order of occurrence. It is color coordinated for easy reading. The daily activity report displays all events for a given vehicle over a specific period of time. To run a daily activity report: 1) Click Reports->Daily Activity 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report In the example report below, the report is shown for a single day. The daily activity report is color coded. The data in each column represents the time in the following format HH:MM:SS. This distance column is in miles. Address column will show the actual address. If there is a Geofence around that address, Geofence name will be shown. Green: Ignition on and driving Red: Ignition off and stopped Yellow: Idiling: Page 82 of 103

83 Engine Diagnostic Report This report shows any check engine codes and descriptions. 1) Click Reports-> Asset utilization report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report Page 83 of 103

84 Breadcrumb Report The breadcrumb report traces the path of a given vehicle over a period of time. This report is shown on a map and the route can be played back. To run a breadcrumb report: 1) Click Reports->Breadcrumb Report 2) Select a Vehicle. 3) Select a Date. 4) Select start and end time if desired; default is set to the whole day. 5) Click Get Report. The routes traveled that day will be drawn on the map along with markers for all of the idle points. 6) Click play to watch a playback of the route. Analyzing Breadcrumb Report The pin numbers are sequenced based on the how vehicle traveled during the day. The first and the last pin are in green color. The yellow color pins are idle and the red color pins are stop. Click on a pin or multiple pins to see the address, time, and status at that instant Snap to map display the data on the route, un checking that box will draw a route as the crow flies Show marker check box display the pins on the map. Un checking that box will remove the pins from the map Start time and Stop time can be adjusted to see the partial or full day view. Show alerts check box will display any alerts from the day. Show geofences check box will put the geofences on the map. Page 84 of 103

85 Breadcrumb Report History This part of the breadcrumb report is there so you can enter an address, date, time and a radius around that address to see when and if any vehicles were at the address you entered. To run this report: 1) Click Reports->Breadcrumb Report 2) Click on the History tab in the top left of the screen. 3) Enter the address you want to search on. 4) Select the date and times. 5) Enter the how many miles around the address you want to search. 6) Click on show vehicle Page 85 of 103

86 Multiple Vehicle Breadcrumb Report 1) From the Select Vehicle drop down. Select the vehicles by clicking and adding a check mark on the selected box. Up to 5 vehicles can be selected at a time. 2) Click get report Analyzing Multiple Vehicle Breadcrumb Report In the example below two vehicles were selected. They are both showing breadcrumb with different colors. Blue for vehicle 12 and violet for vehicle 211 Up to 5 vehicles can be displayed on the report but only two can be analyzed. Use the drop down menu to select the vehicles which needs to be analyzed and the statistics for that will show at the bottom To do a playback first vehicle select the vehicle in the first drop down box under the vehicle stats Page 86 of 103

87 Asset Utilization Report This report shows the last updated location, engine hours, utilization rate per day (in percent). To run asset utilization report: 6) Click Reports-> Asset utilization report 7) Report for all of the vehicles will be displayed 8) Click on the drop down menu next to Select Vehicles to select specific vehicles 9) Click on start date and/or end date to select a specific date range. 10) Click on Get Report icon when ready to view the report Page 87 of 103

88 Customer Activity Report The customer activity report displays when a particular vehicle enters and leaves a customer location by the customer name. In order for this report to work, customer address needs to in the address book and report setting needs to be configured. Report setting can be configured from the top menu by clicking setup -> report setting. In this section define the length of the stop and radius for the customer location. To run a customer activity report: 1) Click Reports->Customer activity report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report Page 88 of 103

89 Customer Stop Report The stop report displays stops during the day with stop lengths color coded. To run a stop report: 1) Click Reports->Customer stop report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report The stop length defines the color and color legends are listed below. Green Stops >= 7 min & < 15 min Yellow Stops >= 30 min & < 60 min Red Stops >= 60 min Page 89 of 103

90 Fleet Summary The Fleet Summary report lists the Vehicle, Idle Fuel Cost, Total Fuel Cost, Labor Cost (in hours), Labor Cost (time), Maintenance Cost, Moving Time, Stop Time, Idle Time, Stop Time Engine Hours, and Distance. Based on the driving time and distance, labor cost, equipment cost, total drive time and distance will be displayed. To run the fleet summary report: 1) Click Reports -> Fleet Summary 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report 6) Multi-day or week or month view will show a summary view Page 90 of 103

91 Fleet utilization Report The fleet utilization report shows the last updated location, odometer readings, and total distance driven. 1) Click Reports -> Fleet Utilization Report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report 6) Multi-day or week or month view will show a summary view Fuel Detail Report The fuel detail report shows fuel utilization and total fuel purchased by vehicle. To use this report all fuel receipts must be entered (see adding fuel receipts section for details) 1) Click Reports-> Fuel detail report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report Page 91 of 103

92 Fuel Efficiency Report The fuel efficiency report shows fuel usage in gallons, fuel cost, distance traveled, and average miles per gallon. To run a fuel efficiency report: 1) Click Reports-> Fuel efficiency report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report 6) Multi-day or week or month view will show a summary view Page 92 of 103

93 Idle Report The idle report lists the date, time, and location of a particular vehicle when it idles, idle fuel cost, total fuel cost and idle alert count. The idle threshold (the amount of time required for the car to be considered idle) is set in Setup-> Report Settings. To run an idle report: 1) Click Reports->Idle Report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report Page 93 of 103

94 Job Report The job report lists the vehicle id, driver id, date, number of jobs performed, and cost of a particular vehicle. This reports only show data when a job is schedule using our schedule tool. See the schedule a job section on how to schedule a job. To run a job report: 1) Click Reports->Job Report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report Page 94 of 103

95 Off Hour Activity Report The off-hour activity report shows only vehicle activity during non-business hours. Business hours are set in Setup->Report Settings. Select the start work day and end work day in the report setting. To run off hour activity report: 1) Click Reports->Off Hour Activity Report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report Page 95 of 103

96 Maintenance Reminder Report The reminder report shows all the reminders that are setup using the maintenance schedule. To setup a maintenance schedule reminders click on setup-> Maintenance schedule and create a reminder. This report shows, vehicles, current miles, current hours, maintenance type, reminder status, due at, and record. To run this report: 1) Click Reports->Maintenance Reminder Report 2) Reminder for all of the vehicles will be shown in this report including the due time. 3) The negative number in the Due At shows that reminder is overdue by that amount. Page 96 of 103

97 Miles By State Report The miles by state report shows vehicle mileage accumulated in each state. 1) Click Reports-> Miles by state report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report 6) Multi-day or week or month view will show a summary view Page 97 of 103

98 Reminder Report The Reminder report will show the maintenance reminders that you have set up for your vehicles. It will break them down by vehicle and display the driver, reminder type, expiration date, time, miles and engine hours remaining. 1) Click Reports-> Reminder report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report Page 98 of 103

99 Safety Report The safety report shows all the alerts that are setup in the system. To setup the alter click on setup-> Alerts and create an alert. The colors in the report are chosen at the time of creating an alert. The report shows, date, time, vehicle, driver, location, and alert type. To run the report click: 1) Click Reports->Safety Report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report 6) Alert Filter: With this drop down menu you can choose to view only specific types of alerts. The default setting is all. NOTE: Live alerts for past 1 hour are also shown on the main screen under the map. Page 99 of 103

100 Schedule Actual Report This report shows planned route mileage, number of stops, and time versus the actual mileage, number of stops, and time accumulated. 1) Click Reports-> Schedule actual report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report Page 100 of 103

101 Vehicle Maintenance Report The vehicle maintenance report shows all of the maintenance records. This report will only shows the data if the maintenance records are added by using add -> Add vehicle maintenance or by clicking record on the pop-up reminder. To run this report: 1) Click Reports ->Vehicle Maintenance Report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report PTO Report This report shows where and when vehicles turn on/off PTO (power take-off) and cumulative PTO time. 1) Click Reports-> PTO report 2) Report for all of the vehicles will be displayed 3) Click on the drop down menu next to Select Vehicles to select specific vehicles 4) Click on start date and/or end date to select a specific date range. 5) Click on Get Report icon when ready to view the report Page 101 of 103

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