User manual for "FLEXBOOK ELD"

Below you will find the vendor provided user manual for the ELD product "FLEXBOOK ELD".

For contact information and additional devices produced by the same vendor see their page Flexbook Inc.

8
Version

FLEXBOOK INC

FleXbook Eld (Electronic Logging Device)

Compliant with the Technical Standard
for Electronic Logging Devices

Driver, Support Personnel
and Back-Office Guide
Android Operating System

Version
1
2
3
4

Date
01/05/2021
02/15/2021
7/30/2021
2/17/2022

Author
David Seijo
David Seijo
Aurelio Espantoso
Aurelio Espantoso

ELD:APL21CAN

Reviewer
Aurelio Espantoso
Liana Shatova
David Seijo
David Seijo

Table of Contents
Configuring the ELD before operation ........................... 1
Local Support Account (initial ELD configuration) ......... 3
Configuring the ELD with the right asset ............................ 3
Establishing ECM Connection ..............................................4
Reinstalling the ELD app .....................................................6

ELD Driver Operation ..................................................... 7
Driver Authentication ..........................................................7
Selecting a vehicle profile (assets) ..................................... 8
Engine Synchronization (ECM connection) ..........................9
ELD Diagnostics ................................................................ 10
Driver Profile (Preferences) ...............................................12
Personal Use (PU) and Yard Moves (YM) ........................... 12
ELD Main Operation Screen .............................................. 14

Interactions ................................................................................ 14
Changing Duty Status ................................................................ 15
Time Remaining ......................................................................... 16
Recap ......................................................................................... 16
Deferral .....................................Error! Bookmark not defined.

Possible Violations ..................................................................... 16
Annotations & Remarks ............................................................. 17
Fuel Purchase Capture (IFTA report) ......................................... 18
Co-Driver Operation (authentication & remarks) ...................... 18
Roadside Inspection Mode ......................................................... 19

Certifying your records and Log Edits ...............................22
Assumption of Unidentified Logs ...................................... 26
Motor Carrier Suggestions ................................................ 28
ELD Exports ...................... Error! Bookmark not defined.
Printout or Display .................... Error! Bookmark not defined.

Exporting the ELD output file ... Error! Bookmark not defined.

ELD general messages and notifications .......................... 31

ELD Diagnostics and Malfunctions (Resolution) ...........35
Driver Vehicle Inspection Reports (DVIR) .................... 38
Shipments (connecting to brokers, shippers, receivers &
carriers) ....................................................................... 41
Index ............................................................................ 46

D R I V E R ,

S U P P O R T

P E R S O N N E L

A N D

B A C K - O F F I C E

G U I D E

Configuring the ELD before
operation

1
Chapter

Read this chapter before operating the ELD!
Confirm you have received all required component,
make sure your account was created and you have
access to the ELD online portal.

o save time in the future, we recommend you print a copy of this document
and keep it inside the cab. This document contains critical information to
properly operate your ELD and a list of malfunctions and how to resolve
them. It is also recommended to write down your ECM devices identifier
(shown below) on a separate location in case you lose this document.
I C O N

K E Y

% Important information

this manual uses Icon Keys to direct your
attention to specific and important information. See the
different icons on the left.
In some instances,

Take notes
Online support account
Appears on Logbook

What you need before operating the ELD?
1

D R I V E R ,

S U P P O R T

P E R S O N N E L

A N D

B A C K - O F F I C E

G U I D E

Your mobile device (where the ELD app is running) must a) have Bluetooth enabled
and b) be connected to the internet either with a cellular data plan or connected to a
hot spot.
Installing the ECM device:
Please plug the ECM device to the vehicles diagnostic port. In some cases, you
might need to use the ECM adapter to plug the device on J1939 port.
Locate the diagnostic port (see image below for possible locations depending on
vehicles make, model and year).
% For the ELD to remain compliant, it must remain connected to the ECM device and

read engine data. Engine data is only available when the vehicles engine is turned
on.

D R I V E R ,

S U P P O R T

P E R S O N N E L

A N D

B A C K - O F F I C E

G U I D E

Local Support Account (initial ELD configuration)
The initial configuration is only required right after installing the ELD app for the
first time and it is no longer needed after. The objective is to initially configure a
vehicle profile (tractor number, VIN number) and connect/test the ECM device
connection.

Configuring the ELD with the right asset

The ELD has to be linked to a carrier asset (vehicle). Please tap on
the truck or trailer image to pick from the asset list downloaded
during login (see list below) or to manually enter (if allowed) a new
truck or trailer. Once you select a tractor or trailer from the
downloaded list the ELD will always use the VIN number, license
plate and registration state displayed on the list:

% Important:

Enter
the
dashboards
value (twice)
the ELD to

vehicles
odometer
in order for
adjust

discrepancies between dashboard and engine odometer.

D R I V E R ,

S U P P O R T

P E R S O N N E L

A N D

B A C K - O F F I C E

G U I D E

Establishing ECM Connection

Before a driver can operate an ELD, the ELD must be synchronized to the vehicles
engine using what is known as an Engine Synchronization Module (ECM) which is
very common on GPS trackers.
Before scanning and connecting to an ECM device, make sure your ELD has
Bluetooth functionality enabled:

We highly recommend installing a label or decal on the vehicles dashboard
with the ID of the ECM device installed on the vehicle. Also, write down
this ECM ID.

To connect to the ECM device, tap on Scan Devices, wait for the device to show up
(make sure the correct ECM ID shows up)
% For the ECM device to work properly and the ELD to be able to connect to the
device and read engine data, the engine must be turned on. Keep this in mind
when operating the ELD. Duty status changes, as an example, require engine
parameters when generated. Make sure the engine is still running when making
duty status changes. Some ELD configurations locks an ELD to a specific
4

D R I V E R ,

S U P P O R T

P E R S O N N E L

A N D

B A C K - O F F I C E

G U I D E

ECM device, in which case the Scan Devices screen is not shown and the
ELD will automatically run the diagnostic.

A diagnostic is performed to make sure the ELD is fully compliant and ready for
driver operation.

D R I V E R ,

S U P P O R T

P E R S O N N E L

A N D

B A C K - O F F I C E

G U I D E

Reinstalling the ELD app

If you need to reinstall the ELD app (or install it on a different device), please search
the iOS app StoreStore for apolloELD and install the app. When you open the
ELD app for the first time, you need to approve the following permissions:
Use camera

Use location

Use the network

You also need to give permission for the app to show over other apps:

You also need to synchronize the ELD with the portal at least once. Tap on
CONFIGURE:

Wait until the ELD is synchronized with the server and the following message is
received:

D R I V E R ,

S U P P O R T

P E R S O N N E L

A N D

B A C K - O F F I C E

G U I D E

ELD Driver Operation
Driver Authentication

The ELD has three different accounts:
Driver: Unique, per-driver account used by drivers Hours of Service and ELD
regulations. This account records duty status changes (RODS) and allows the export
of drivers records for printout, display and agent output file generation.
Support: Account used by the carrier and ELD manufacturer to setup, configure,
update and troubleshoot the ELD. No duty status changes are recorded with this
account and no access to drivers record of duty status changes is permitted under the
support account.
Non-authenticated: All operation of a commercial motor vehicle (CMV) is
recorded under this account (a.k.a Unidentified Driver) if no driver has logged into
the ELD. Non-authenticated records (vehicle movement and on-duty time) are
stored on the ELD as well as the carrier and should be assumed by a driver account.
Log in using your drivers credentials. Login IDs, and the drivers license associated
with the login ID, cannot be duplicated and are unique in the ELD system.
% Each driver using the system will have a unique login ID.
% This login name and password is for the specific drivers use only and must not

be shared with any other person (driver or not). The login name belongs to the
driver and is linked to the drivers personal information (e.g. drivers license,
etcetera). If the driver changes carrier and is now driving for a different carrier,
the login name, under certain circumstances, will remain the same and it is the
drivers obligation to ask the home base carrier to update the carrier name and
DOT number on the system.

The driver is restricted to be logged on to only one ELD at any time. In order for the
driver to logon on a different mobile device, the driver must change to off duty
status and logout from the previous device.
Drivers unlock. In an event the driver is still logged on a ELD, but the device ceased
to function or gets lost, the driver must call the home base carrier and ask for his
login name to be unlocked. The unlock process will change the drivers status to off
duty at the time the driver solicited the login unlock.

Selecting a vehicle profile (assets)

Before drivers logs can be exported and shared with an authorized agent, the driver
must update the correct vehicle information. Please tap on the truck or trailer image
to pick from the asset list
downloaded during the login (see
list below) or to manually enter (if
allowed) a new truck or trailer.
Once you select a tractor or trailer
from the downloaded list the ELD
will always use the VIN number,
license plate and registration state
displayed on the list.

% Important:

vehicles

odometer value (twice) in
order for the ELD to adjust
discrepancies between the
dashboard
and
engine
odometer.

Make tractor and trailer selection:

Enter
your
dashboards

You can also add a new tractor or
trailer (if allowed by your carrier)
by selecting the + button located
on the top right of the screen:

% Once a new asset is created on the ELD, the asset information is broadcasted to
the ELD portal and other ELDs operating under the same carrier.
Engine Synchronization (ECM connection)

parameters when generated. Make sure the engine is still running when making
duty status changes. Some ELD configurations lock an ELD to a specific
ECM device, in which case the Scan Devices screen is not shown and the
ELD will automatically run the diagnostic.
%

Note

Some
ELD
configurations lock
an ELD to a specific
ECM device, in
which case, the Scan
Devices screen is
not shown and the
ELD
will
automatically
run
the diagnostic.

ELD Diagnostics

Once connected to the ECM device you can run an ELD diagnostics (accessible
from the top-right menu). The diagnostic checks critical components on your ELD
and all areas must pass the test in order for you to remain complaint.

Bluetooth and ECM connection status: The ELD must be able to read engine data
at all times. Make sure the Bluetooth and ECM connection indicators remain green.
If the indicator turns red, please go to Scan Devices and connect to the ECM-linked
device.

Driver Profile (Preferences)

We recommend verifying the driver's profile. Please make sure the information is
correct: carrier name, your rule set
(60-hour or 70-hour) and the home
base time zone. Select the ruleset
drop-down to change rule set from
60h to 70h and vice versa. Select the
units of measurement (miles, gallons,
kilometers or liters). Starting 24h time
is set by your carrier but could be
changed at any time. Just keep in
mind that the new 24h starting time
will take effect on your next cycle
(after the 36h restart).

Personal Use (PU) and Yard Moves (YM)

As a driver, current regulations allow up to 75 Km of driving for personal use. This
provision allows you to, for instance, drive to the nearest rest area, drive home
among other reasons. The ELD will prompt you to add a pre-defined remark or type
a different reason.
!

The ELD must be connected to the ECM device in order for the Personal
Use provision (button) to be available.

Once you have reached the 75 Km limit you will receive a notification and you will
be automatically switched to Driving duty status:

If the ELD shuts down (e.g. power loss) or restarted, you will be prompted to either
exit or continue the Personal Use status:

The ELD also allows you to drive the vehicle inside a yard. Please, switch to Yard
Move (YM button) before putting the vehicle in motion. If the vehicles speed
exceeds 32 Km/h you will be switched (automatically) to Driving duty status.
Same as Personal Use, if the ELD is restarted, you will be prompted to either remain
in the Yard Move status or exit such a status.

ELD Main Operation Screen
Interactions
Diagnostic

BLuetooth Connection
totoBluetoothBluetoothBluetoo

Engine data

Currently active user
(tap to switch
between drivers)
Shift remaining
Driving time (used vs
available)

Malfunction
indicator
(tap for additional
information)

Shift remaining ONDuty time (used vs
available)

Cycle remaining ONDuty time. Tap for
Recap information

Time spent in current
duty status

Available and
current status

Adverse condition
will activate each day
when nearing shift
driving/on duty time

Roadside Inspection Mode

Changing Duty Status

To change the duty status tap on the desired duty status button. Changing to (and out
of) ON-DUTY, YARD and PERSONAL will prompt you to select a pre-defined
remark or enter your own remark.
!

When coming out of ON-DUTY status, you can input the number of gallons
fueled into the vehicle which are required for proper IFTA reporting.

Time Remaining

The three donuts constantly show the actual time spent on each status (driving, ONDuty and cycle ON-Duty). The corresponding donut will turn yellow or red to
indicate proximity to the time limit.
Recap

Tap on the ON-Cycle (see recap) donut to see how much ON-Duty time will be
removed once the 7th or 14th day is reached. The recap summary message also tells
you the day and time when the next available recap will take place. This information
has great value for the driver, so you can plan your weekly cycle and be aware of
how much time you will get back each day, after the 7th or 14th day (according to
the currently selected ruleset).

Possible Violations

This area shows the closest possible violation. It also triggers a notification pop-up
one hour before the violation and another one thirty minutes before the next possible
violation.

Annotations & Remarks

When changing to (and out of) ON-DUTY, YARD and PERSONAL duty status, the
ELD will show you the pre-defined remarks to simplify the use of the ELD. You can
also type your own remark:

Fuel Purchase Capture (IFTA report)

% Please, enter the number of gallons put in the vehicle (when refueling) for an
accurate IFTA report:

Co-Driver Operation (authentication & remarks)

A co-driver can authenticate by tapping on the currently active driver button (which
brings the login screen) or the co-driver can go to the menu and select the Co-Driver
Login option.

Roadside Inspection Mode

% If you are stopped on the road, we recommend you to enter the Roadside
Inspection Mode by tapping on the button.

This mode allows you to export the Printout/Display document as well as exporting
the ELD data file:

Four Ways To Export Logs

Print display Logs

PDF Print Display Logs

Certifying your records and Log Edits

Every duty status change must be certified before exporting the drivers logs. Select
the Certify Logs option from the menu to list all unverified logs. Select each day
and tap on the Certify button. At the end of each 24-hour period, the ELD will
automatically prompt the driver to certify logs for the last 24 hours period. During
the driver login and logout, the driver will be prompted to certify the logs.

You can also certify your logs at any time by going to the main menu and selecting
Certify Logs. Select the day or days you would like to certify:

Select the 24-hour period you want to certify then tap on the CERTIFY button. You
need to agree to the statement.

To view your Logbook, edit your logs or export Logs/ELD data file, go to the
Logbook option in the menu.

LOGS tab
24

You can move to a different day by selecting the left and right arrows:

The Logbook tab shows the logbook for the selected day and the Logs tab has a list
with all the logs for that day, where you can edit an existing log. You can use the
mobile devices swipe option to move between the Logbook and the Logs tabs:

Adding, deleting and editing an existing record (log): On the LOGS tab select the
edit icon. Make the necessary changes, input the mandatory remark explaining the
reason of the change and then Confirm Changes. Remember, driving time can only
be increased, on automatically recorded records; and deleted, reduced or increased
on manually recorded records! Your ELD must be synchronized to your tractors
ECU (via ECM device). Failure to read engine values will make you noncompliant.
Daily ON-DUTY, cycle ON-DUTY and possible violations will be calculated
according to the new record change.

delete
log

edit log

add a new
log

Assumption of Unidentified Logs

During the login process, you will
be prompted to review the existing
unidentified logs.
If the unidentified logs do not
belong to you, just tap on SKIP. If
some, or all, unidentified logs
belong to you select REVIEW
LOGS, select the checkbox
associated to the logs that belong to
26

you and assume the logs. The carrier can later revert those logs back to the
unidentified if needed for which you will be asked to confirm.

Motor Carrier Suggestions

For time to time, the carrier you work with may suggest some changes to your
logs. You are responsible for assuming or rejecting those suggestions.
!

Carrier-proposed edits will show on your ELD at different times. They
will show during login and logout process and they will also be shown as
a new ELD message on the main screen:

Carrier-proposed log edits are shown during the login, logout and in the message
inbox (see image above).
Please make sure:
-

You are not driving while attending to carrier-proposed log edits

You re-certify your ELD records if a carrier-proposed log edit is
assumed

Once you tap on the ELD message button a list of carrier-proposed log
changes will be shown:

2) Select REJECT or
ACCEPT to perform
the desired action.
The action selected
will be applied to the
selected logs

1) Select the logs you
want to accept OR
reject

ELD general messages and notifications

Some notifications are shown while operating the ELD. Some of them are errors,
warnings or just specific information regarding an operational change. These are the
most common notifications:
During authentication:
-

You are logged on a different device: A driver can only use credentials to log
in to one ELD. The same driver account cannot be used on multiple ELDs.
If you lost your ELD while authenticated, contact your company and ask
them to Unlock your account. You will be able to log in after your account is
unlocked.

Wrong authentication: Make sure your Username and Password are correct.
Also, make sure you have internet access and good upload/download speed.

Downloading _________ (e.g. shipments, events, violations, etcetera) error:
Make sure you have internet access and good upload/download speed.

Unidentified Driving: Once the vehicle, to which the ELD is connected to, begins
moving a Driving event is created. The ELD will show a visual and audible
notification indicating the driver to stop and authenticate on the ELD. The driver
could continue to the destination, authenticate later on and review/accept
unidentified events.

Logs Certification: At the beginning of every 24-hour period, the ELD shows a
notification to the driver asking to certify the logs for the previous day or past days.
You can select not to certify your logs (yet), certify the previous 24-hour period or
all pending logs.

Once you are ready to certify your logs, please agree to the following statement:

Automatic Driving status with multiple drivers authenticated: If the vehicle moves,
there is more than one driver authenticated on the ELD and no driver is on Driving
duty status; the ELD shows an audible and visual notification prompting drivers to
select the driver currently operating the vehicle.

Carrier-proposed log edits: If the carriers back-office personnel propose a change to
the drivers logs, a notification is shown on the ELD. The driver can assume or reject
the carrier-proposed edits during login, logout or by taping on the new message icon.
Notification of carrier-proposed edits during normal ELD operation:

ELD Diagnostics and Malfunctions (Resolution)
DIAGNOSTICS:
35

1- Power Data/Compliance Diagnostic (ECM parameters must be available within 1
minute of powering the vehicles engine on)
Resolution: Make sure you are connected to the ECM device. On the menu, go to Scan
Devices and select your ECM device. Make sure all engine parameters pass the
diagnostics (all green)
2- Engine Synchronization Data Diagnostic (not all ECM parameters are available
when the ELD records an event e.g. duty status change)
Resolution: Make sure you are connected to the ECM device. On the menu, go to Scan
Devices and select your ECM device. Make sure the diagnostic passes all engine
parameters (all green)
3- Missing Required Data Elements Data Diagnostic (other required data e.g.
location, coordinates) not available when recording an event)
Resolution: Make sure the GPS module is enabled on your ELD
4- Data Transfer Data Diagnostic (An ELD must verify this functionality at least
once every 7 days)
Resolution: Verify that you have an active cellular or wifi connection all the time.
Confirm that your logs are always updated on the ELD portal
5- Unidentified Driving Records Data Diagnostic (more than 30 minutes of driving
without a driver logged on the ELD)
Resolution: You are not logged on the ELD and the vehicle moves for an extended
period. Please log in and select your Driving time
6- Other ELD identified Diagnostic (ELD provider may implement additional,
technology-specific malfunction and data diagnostic detection schemes)
MALFUNCTIONS (most malfunctions relate to a Diagnostic, but a malfunction is
generated when the same diagnostic occurs for at least 30 minutes in the last 24 hours):
P- Power Compliance (related to diagnostic 1)
E- Engine Synchronization Compliance (related to diagnostic 2, for instance
multiple periods of no ECM data that, when added together are more than 30
minutes in the last 24 hours)
T- Timing Compliance (the time on the ELD, compared to an external time source
are different)
Resolution: Make sure the date and time on your mobile device is properly set. DO NOT
(manually) change the date or the time on your ELD

L- Positioning Compliance (no location available, (related to diagnostic 1)
R- Data Recording Compliance (monitor storage capability to store records)
Resolution: Make sure you have sufficient internal storage on your ELD. Delete files if
necessary
S- Data Transfer Compliance (ELD records not able to be uploaded)
Resolution: You probably dont have internet access. Restart the ELD (if needed) and
confirm you reconnect to the network

Driver Vehicle Inspection Reports (DVIR)
Select the DVIR button on the main screen. Go to the menu and select DVIR to
select the applicable region.
A compliant checklist is shown. Select any defect you might have found during your
vehicle and trailer inspections. On the last step enter a remark and indicate if the
defects were corrected or not.

Select the item with defects and tap on NEXT.

We have separated items under the C-TPAT 17 agreement in order to help you
reduce border delays (if applicable) and minimize risks.
Check all. Minor and major, defects accordingly. Take pictures of defects which are
uploaded to the ELD portal and could be shared later on.

On the last step, enter the remark and sign the inspection report:

If defects were found and corrected, you can ask the mechanic for a signature. There
is a third, optional signature which some carriers require before a vehicle leaves the
yard.
You can take up to 9 different pictures. Once you are done select Upload.

Shipments (connecting to brokers, shippers, receivers &
carriers)
Addressing two of the biggest complains from drivers using an ELD
The new Shipment Sync feature, implemented on app release 133, targets those
specific needs by allowing drivers, motor carriers, brokers, shippers and receivers to
be connected and sharing shipment information in real-time. Shippers and receivers
can confirm exact arrival time, bay number assigned to the driver, safe parking
instructions and additional notes. This information is shared (instantly) with drivers,
allowing them to better plan their routes, rest times and minimize dock waiting time.
The next page shows a general overview of Shipment Sync:

First you need to create the shipment (see image above). Once the shipment is
uploaded to the ELD portal, the carrier can share the shipment with brokers, shipper
and receiver.

On the new Shipments tab (online portal), motor carrier personnel can see all
shipments created by drivers. A pop-up window is displayed once the Details link is
clicked. The motor carrier can share these ETAs with the broker and pickup/delivery
warehouses. To do so, the motor carrier just needs to input the email address of
every entity they want to share the shipment information with and save the shipment.

Once the shipment is saved on the ELD portal an email (from domain: shipmentsync.com) is sent to each destination. Shippers and receivers (independently) can
input the specific warehouse arrival, bay number, safe parking information and

additional notes. Information about the motor carrier, drivers first and last name,
shipping document, last known location is shown on the left pane. The last know
location is updated every time the page is loaded.

Once
the
shipment information is saved, an instant notification is sent to the driver including
all the details added by the pickup/delivery personnel, keeping the driver updated at
all times.

Index

adapter, 2
Annotations, 19
asset, 4, 9, 10
Bluetooth, 2, 5, 12
carrier, 4, 8, 10, 13, 25, 27, 28, 35, 42,
43
Certify, 22, 23
co-driver, 20
Deferral, 16, 17
diagnostic port, 2
Diagnostics, 11, 36
Driver, ii, 8, 13, 20, 39
Duty Status, 15
DVIR, 39
ECM device, 1, 2, 4, 5, 11, 13, 24, 36
Edits, 22
ELD Exports, 29
Engine Synchronization, 5, 11, 36, 37
Fuel, 20
identifier, 1
IFTA, 15, 20
internet, 2, 31, 37
J1939 port, 2

license plate, 4, 9
location, 1, 36, 37, 43
malfunctions, 1, 36
mobile device, 2, 8, 24, 37
Motor Carrier Suggestions, 27
odometer, 4, 9
plug, 2
Printout, 21, 29
Recap, 16
registration state, 4, 9
reinstall, 7
Remarks, 19
Roadside Inspection, 21, 29
Scan Devices, 5, 6, 11, 12, 36
Shipment, 42
Support Account, 4
tractor number, 4
Unidentified, 8, 25, 31, 36
vehicle, 2, 4, 5, 8, 9, 14, 15, 20, 31,
34, 36, 39, 41
VIN number, 4, 9
violation, 19