User manual for "Geotab Drive Cloud ELD"

Below you will find the vendor provided user manual for the ELD product "Geotab Drive Cloud ELD".

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

*Spanish Guide here. French Guide here.

Administrators Guide to the Drive App
RELATED DOCUMENTS:
Administrator's Guide to Hours of Service (HOS) A quick reference sheet. Companion to this Guide.
Drivers Guide to the Drive App Mandatory in-cab drivers guide. Also linked in the footer below.
Drivers Guide to Hours of Service (HOS) A quick reference sheet. Companion to the Drivers Guide.
Drivers Guide to Asset Inspection A quick reference sheet. Companion to the Drivers Guide.
Drivers Guide to Roadside Checks A quick reference sheet. Companion to the Drivers Guide.

Table of Contents
Introduction

Hours of Service Compliance

Company Setup

Vehicle Setup

Trailer Setup

Driver Setup

Exemptions

Clearances

HOS-Only Access

Inspection-Only Access

Asset Inspection Sub-Clearances

Messaging-Only Access

Driver ID-Only Access

Driver Assignment

Hours of Service (HOS) Reports

HOS Logs Report

Hours of Service (HOS) Logs

HOS Log Abbreviations

View Graph

Unidentified Drivers

Editing Logs

Unassigned Logs

Filter Unassigned Logs

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Incorrectly Claimed Logs

Ignoring Logs

Driver Edits

Carrier Edits

Modification History

Trip History

Trip Categorization (Feature Preview)

Status Print

ELD Logs Transfer

ELD-Exempt Devices

Unidentified Driving (Feature Preview)

Hours of Service Violations Report

Hours of Service Availability Report

Asset Inspection

Using Defect Lists

Creating Custom Defect Lists

Asset Inspection Exception Rule

Messaging

Sending Text Messages

Dispatching to Zones

Dispatching to Routes

Sending Alerts

Revision History

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Introduction
The Drive App is a mobile application for maintaining Hours of Service compliance. The App is available for
Android and iOS devices. As part of the greater Cloud ELD solution, the Drive App (running on a compatible mobile
device), is used together with a Telematics Device a type of Electronic Logging Device (ELD) and the Fleet
Management Application, to provide end-to-end compliance with federal regulations for motor carriers.
The Drive App has four main features:

Hours of Service (HOS)

Asset Inspection

Messaging

Software Add-Ins

The Drive App is available with the Regulatory, Pro, and ProPlus rate plans.
The Drive App also has self-help buttons on each page that allows users to watch support videos for the Drive
App, search the Knowledge Base, and view guided workflows while remaining in the app.
NOTE: The self-help buttons are only available on the web version of the Drive App, and Drive App version
6.0 or newer.

Hours of Service Compliance
The Drive App is a self-certifying tool for meeting the Electronic Logging Device (ELD) requirements in North
America. As a motor carrier, before using the Drive App, you must:

Know your obligation as a motor carrier FMCSA 395.20 of 49 CFR Part 395 and SOR/2005-313

Make sure every driver has a copy of the Drivers Guide to the Drive App, the Drivers Guide to Data
Transfer at Roadside Checks, and the Drivers Guide to Data Diagnostics & Malfunction Events;

Make sure every new driver has reviewed the Driver's Guide to Hours of Service (HOS) and Drivers Guide
to Asset Inspection.

! IMPORTANT: The Drivers Guide to the Drive App, the Drivers Guide to Data Transfer at Roadside Checks,
and the Drivers Guide to Data Diagnostics & Malfunction Events must be kept in the CMV at all times. For
drivers in the USA, these documents must be made available during a roadside check in accordance with
FMCSA 49 CFR 395.22 (h). In addition, drivers must have a supply of blank Records of Duty Status (RODS)
paper logs sufficient to record the drivers duty status and other related information for the duration of the
current trip. Maintain a second backup copy of the electronic hours-of-service files, by month, at a different
physical location from where the original data is stored FMCSA 49 CFR 395.22(i).
The Drive App:

Operates on a fixed 24-hour period starting at 12:00 AM.

Supports three co-drivers logged in to the same device.

Supports all time zones.

Supports the following rulesets:

FMCSA 7-day/8-day

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California Intrastate

Florida Intrastate

Texas intrastate

Canadian Duty 1 and 2

Supports the following exemptions:

Short Haul

24-hour Restart (for oil transport drivers)

Non-CDL Short Haul

16-hour

Oil well Wait Time and 24-hour Restart
(available to off duty co-drivers)

Adverse Driving Conditions

Off-duty deferral (Canadian)

Personal Conveyance

Yard Move

30-minute rest exemptions on federal
rulesets.

Salesperson

For a full list of rulesets, please refer to the Hours of Service Ruleset Matrix.
NOTE: All Records of Duty Status (RODS) fields can be edited in the Drive App. Once a new RODS is created,
a toast message displays with a Change time or annotate link. Drivers can use this link to edit. Edited RODS
will be permanently identified as having been modified.

Company Setup
For compliance with Hours of Service regulations, you must add your company information to the Fleet Management
Application. In the Fleet Management Application, go to Administration > System > System Settings. Fill in the
Company name and Company address fields, then set the Maximum personal conveyance distance.
The Personal Conveyance distance determines the maximum distance that a driver can drive under the Personal
Conveyance exemption on a single day. Exceeding this distance will disable the exemption and place the driver in
the Driving duty status. Click Save to finalize your changes.
To meet the requirements for Canadian HOS rulesets, users can also configure daily Personal Conveyance limit(s)
on the User Edit page under the HOS Settings tab when the Personal conveyance allowed: option is toggled On.
After the daily limit is exceeded, the PC button is grayed out until the next day, and the driver receives a
notification. If the driver continues to drive after receiving the notification, the status changes to Drive.
NOTE: Although the user can set the Personal Conveyance limit(s) in both the System Settings and User
settings, the daily PC limit(s) set in the User settings takes precedence.

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Vehicle Setup
You must install a Telematics Device in the vehicle to be used
together with the Drive App. Click here for installation
instructions.
Once the device is installed, log in to the Fleet Management
Application, and select Vehicles from the main menu.
Next, click the Add button and select Add device from the
dropdown menu. Fill in the device Serial number, and add a
Description to help identify the device.
Add the VIN and make/model/year of the vehicle, then click OK
to add the device.
Once the device has been added, select it from the Vehicles page. On the page that follows, click the More Details
button and complete the following information:

For License plate, enter license plate information for the vehicle (optional).

For Hours of service (HOS), set the Hours of Service option to On. This enables the creation of HOS logs
for Hours of Service compliance. If set to Automatic, this feature auto-activates when the system
determines the vehicle is using HOS features. Devices flagged as third-party using the customDevice type,
are restricted from creating automatic HOS logs. Vehicles with Hours of service (HOS) set to Off do not
create HOS logs, and are not compliant with ELD regulations.

For vehicles that are not equipped with a sleeper berth, set Sleeper Berth to Off.

When the vehicle is communicating with the Fleet Management Application, verify that the following information
is correct:

Vehicle identification number (VIN)

Odometer value

Current engine hours

Trailer Setup
Select Engine & Maintenance > Trailers from the main menu, and select the Add button at the top of the page.
Enter the desired name for the trailer and any relevant comments. Next, select the groups for this trailer. The trailer
will be visible to members of the selected groups and their parent groups. If the driver does not belong to the same
group as the trailer or a parent group, the driver will not be able to select the trailer from within the Drive App.

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Driver Setup
Once the vehicle has been properly configured, you can create and configure a user account for every driver using
the Drive App. Before drivers can use the Drive App to manage their Hours of Service (HOS) and Asset Inspection,
they must have a username and password to log in to the Drive App, and their accounts must be configured to
meet compliance regulations.
Select Administration > Users from the main menu to view all user accounts. If a driver does not already have an
account, click the Add button to create a new user. Otherwise, select the drivers account from the list. In both
cases, the User Edit page opens.
To create the new users account:
1. Verify the following information is included under the User tab:

Username

First and last name

Password

Security clearance

2. Set the users Data access to groups appropriate for the user. Users cannot see vehicles or HOS logs
outside their data access.
NOTE: The Drive App user clearance is the default clearance for Drive App users.
3. Set the following under the Driver tab:

Set This user is a driver to Yes.

Set Prevent driver access to shared data to Yes.

Enter the users drivers license number (must be compliant with Hours of Service regulations).

Enter the drivers license state or province of issue (required for Hours of Service compliance).

NOTE: A valid driver license number and/or license state or province of issue is required to configure a
driver under any ruleset.
4. Set the following under the UI Settings tab:

Distance measurement system

Fuel economy measurement

Time zone

NOTE: The time on the mobile device must be set to change automatically.
5. Set the following under the HOS Settings tab:

Ruleset: The ruleset followed by the user.

24-Hour Restart: For drivers who restart their cycle in 24 hours. This applies if vehicle operation
involves transportation of oil field or construction equipment.

Oil Well wait Time and 24-Hour Restart: If the vehicles operation involves servicing oil wells.
Waiting time (WT) at natural gas or oil well sites can be recorded as Off-Duty. The 24-hour restart
is also applied when this setting is enabled.

Home terminal: When the driver ordinarily reports for work. This can include a temporary work

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site designated by the motor carrier.

Home terminal address: The motor carriers address where the driver reports for work.

USDOT number: For US fleets, this is the motor carriers USDOT number. The USDOT number is
required for Hours of Service compliance in the US. Canadian fleets that do not travel to the US,
and do not have a DOT number, can leave this field blank. Fleets that travel to both US and
Canada enter their USDOT number only.

Yard Move (YM) and Personal Conveyance (PC): Exemptions for ON and OFF-duty driving events.
YM is an ON-duty event (for example, moving from loading dock to parking area), and PC is an
OFF-duty event (for example, personal driving time to and from the terminal). Neither is
considered driving (D) time. The Yard Move exemption is only available for U.S. customers, and
can be configured by Administrators (for example, changing the speed threshold, or disabling
Yard Move when the vehicle exits a certain zone type).

Maximum personal conveyance distance per day: The maximum distance traveled under the YM
exemption before automatically switching to the D status. For Canadian drivers, the maximum
distance is 75 km per day.

System Settings: A setting of 0 has no Personal Conveyance limit.

HOS Exempt Allowed: Exemption for vehicle operating under an emergency declaration, or other
HOS-exempt conditions defined by the ELD enforcement requirements in North America. The
name of the exemption can be customized via Administration > System > System Settings. To
learn more about this exemption, refer to How to use HOS Exempt exemption in the Community.

Authority name: The motor carrier that the driver works for.

Authority address: The motor carriers main office address.

! IMPORTANT: The HOS settings above are critical to ELD compliance. Please make sure that you fill out this
information out correctly.

Exemptions
Exemptions must be enabled by the Administrator before the driver can use the exemption in the Drive App.
Enabling an exemption allows the driver to select the exemption under the Options tab in the Drive App when
necessary.
! IMPORTANT: The Adverse Driving Conditions (ADC) exemption is enabled by default for all current and
newly created drivers. The ADC exemption can be disabled under the HOS settings in the drivers user profile.

NOTE: A list of all available exemptions can be found here. To avoid confusion, custom HOS exemptions
cannot share names with an existing status or exemption.

Clearances
Clearances determine the features that users have access to in the Drive App. Set your drivers clearances to
match their roles. Security clearances can be created and modified by clicking the Clearances button.

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The Drive App has a built-in clearance for users of the Drive App called the Drive App user. The Drive App user
clearance allows the user to access HOS, Asset Inspection, and messaging capabilities.
NOTE: Using HOS features results in additional charges if your device is not on the Regulatory rate plan or
above. To avoid additional charges, remove the Administer HOS Logs and View HOS Logs clearances for the
driver.
If you wish to limit the features that the driver has access to, select the Drive App user clearance, and click the
Add Sub-Clearance button. A sub-clearance is a customized level of access to the Drive App. Sub-clearances can
be used to expand or limit user privileges based on organizational need.
By default, the Drive App User clearance provides access to the following features. If you want to remove them,
click X. To re-add them, click .
Shipments can be removed from the Drive App by disabling the following two security clearances:

Administer Shipments Create and edit shipments

View Shipments View shipments

HOS-Only Access
Remove these clearances:
Administer Asset Inspection Logs
View Asset Inspection Logs
Send Messages
View Messages

Inspection-Only Access

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Remove these clearances:
Administer HOS Logs
View HOS Logs
Send Messages
View Messages

Asset Inspection Sub-Clearances
Asset Inspection access is further defined by which part of the inspection a user can perform based on their role
and area of expertise. Marking Asset Inspections as certified allows users to certify the vehicle as safe, or unsafe
to operate. Marking Asset Inspections as repaired allows users to certify that repairs have been made for vehicles
with defects, and performing Asset Inspection inspections allows users to inspect a vehicle for defects.
If you do not want users to perform certain actions within the Asset Inspection, remove the following
sub-clearances that apply:

Mark Asset Inspection Logs as Certified.

Mark Asset Inspection Logs as Repaired.

Perform Asset Inspection Inspections.

Messaging-Only Access
Remove these clearances:
Administer HOS Logs
View HOS Logs
Administer Asset Inspection Logs
View Asset Inspection Logs

Driver ID-Only Access

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Remove these clearances:
Administer Asset Inspection Logs
Administer Trailers
Exceptions Report
Launch Custom Reports or Add-Ins
Mark Asset Inspection logs as repaired
Manage Add-In data
View Add-In data
Send Messages
View Asset Inspection Logs
View HOS Logs
View Messages
View Trailers
View Routes

CHANGING DRIVER RULESETS:
To allow the driver to modify their own ruleset, Change your own user options must be enabled for the Drive
App User security clearance.

IGNORING AUTOMATICALLY GENERATED HOS LOGS DRIVER RULESETS:
To allow the driver to ignore automatically generated logs that they have claimed, Ignore HOS logs must be
added to security clearances. Drivers are required to annotate their logs before ignoring them. Ignoring a log
will function the same as it does on the Fleet Management Application: an ignored log will no longer count
towards HOS availability, but will still appear during Roadside Checks.

Driver Assignment
When a driver logs in to the Drive App and selects a vehicle, they are assigned to the vehicle. Any trips performed
by the driver while assigned to a vehicle are associated with their account. Once a driver has logged out of the
Drive App, they are no longer assigned to the vehicle.
If an incorrect driver has been associated with a log or if an unidentified HOS log has been generated, you must
edit the log. See the Editing Logs section for more information.

Hours of Service (HOS) Reports
The Fleet Management Application includes a collection of reports to help you understand duty status for drivers in
your fleet. The basic reports available are the HOS Logs Report; the Violations Report; and the Availability Report.
You can access these reports from the main menu by navigating to Activity > HOS > Logs.

HOS Logs Report
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The HOS Logs report allows you to view HOS logs for any driver in your fleet. Use the Options button to filter on
specific drivers and time periods, or create a Custom time period using the date pickers provided. To view
modifications and other logs, select Additional logs. To set a Default view for the report, toggle the Graph or List
buttons.

NOTE: The HOS report does not display archived drivers.

NOTE: The date information on HOS logs is displayed in the drivers time zone, which may be different from
the Administrators time zone.

Hours of Service (HOS) Logs
By default, the drivers HOS logs are listed for each vehicle. You can switch views by clicking the buttons.

Exemptions used for a
particular log are
indicated with an
abbreviation matching
the exemption.

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Hours of Service
violations are indicated
with a red warning.

Ruleset changes are
shown alongside other
HOS logs.

NOTE: HOS logs can only be moved between co-drivers. When Administrators reassign HOS logs, both
users must accept the change to successfully reassign the log.

HOS Log Abbreviations
The following abbreviations indicate exemptions:

Engine Power Up: EPU

Engine Power Shutdown: ESD

Ruleset Change: RSC

Malfunction and Diagnostics: COMP

Adverse Weather: AW

Situational Driving Clear: SDC

Exempt HOS: XEMPT

View Graph
For any vehicle, you can click the View Logs button to view 24-hour status graphs, with the following legend:

Gray: Unverified logs

Green: Verified logs

Yellow: Edited logs

Red: Driving in violation of HOS ruleset

Striped: Personal Conveyance or Yard Move exemption

Blue: Qualifying Break identifies logs that meet the break requirements for Canadian rulesets only.

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Each graph displays duration and distance information for Yard Moves and Personal Conveyance. As well, graphs
will display summarized information about violations, ruleset changes, authority changes, attached and detached
shipments, trailer information, and malfunctions. You can click any bar on the graph to view the relevant log on the
logs list.
NOTE: For drivers using Canadian rulesets, daily and driving violations are combined into a compact view,
rather than being separated at the top and bottom of the screen.

NOTE: For Canadian cross-border drivers that switch to a U.S. ruleset when driving across the border, daily
off-duty violations will not be generated. A violation can still be generated if the time remaining in the day is
insufficient to meet the daily off-duty requirement while operating under a Canadian ruleset.
When a log is ignored, the status color changes to gray, and is highlighted by a dashed border.

Unidentified Drivers
You can use the Unidentified driver filter from the Options menu to find HOS logs created by unidentified drivers.

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HOS logs for unidentified drivers provide some information about the trip, including the name of the vehicle and
the area where it was driven. You can click a log to edit it. If you know the driver responsible for creating the log,
you can assign it to them.

Editing Logs
If you are the Administrator or possess the required clearance, you can edit a drivers HOS logs. Generally, logs do
not need to be edited if the Drive App is being used properly. However, there are two instances that can result in
inaccurate logs for a driver unassigned logs and incorrectly claimed logs.
NOTE: Administrators cannot edit unverified logs in the Fleet Management Application.

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Editing Multiple Logs
You can use the check mark to select multiple logs for editing at the same time. Drive logs are
automatically paired with the proper ON logs in the Fleet Management Application. Drive logs
can be moved individually; however, we recommend that you move ON logs with them.
Filtering Logs for Annotations
Select the Filter button to filter logs by those that already have annotations and those that need annotations.
NOTE: Annotations can be added to logs without an assigned driver.
Unassigned Logs
Unassigned logs are created when a vehicle is driven without a driver logged in to the App. Trips made without a
driver logged in are still recorded, and have a duty status set automatically. These logs will all be assigned to the
built-in Unidentified driver user. Drivers who do not claim their trips will not have accurate Records of Duty Status.
You can assign an unassigned log to a driver as follows:
1. Navigate to the Activity > HOS > HOS Logs.
2. In the Options menu, select the Unidentified driver and an appropriate date range.
3. Click Apply changes to run the report.
4. Locate the day that you want to edit on the graph, and click View Graph.
5. Examine the HOS logs on the page. The location, date, and vehicle name information provide insight into
which driver was responsible for the trip.
6. To edit a single log, click the log. If editing an automatic D log, click the Bulk edit link to apply the changes
to the paired ON log as well.
7. To edit multiple logs, click Select individual from the check mark button at the top-right, then click the Edit
selected HOS logs button.
8. On the HOS Log Edit page, enter the name of the driver in the Driver field to edit a single log. For multiple
logs, click the Replace With button beside Driver:, then start typing to select the driver name.
9. Follow the same steps to edit the Co-driver.
10. Click Save to finalize your changes.
Unassigned D Logs Must Be Assigned With Paired ON Logs
You cannot edit an automatic D log without editing its paired ON log. Doing so creates a duplicate ON log. To
ensure edits are applied to both logs, this operation can only be completed using the Bulk edit feature.
Filter Unassigned Logs
When viewing the list of unassigned HOS Logs (assigned to Unidentified Driver), select the Filter dropdown at the
top of the page, and choose Without annotations or With annotations.
NOTE: Annotations can be added to logs without an assigned driver.
Unassigned Logs That Cannot Be Claimed
The carrier can choose to leave logs unassigned. However, per 395.32 (c)(1)(i), the carrier must provide an
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annotation for any log without an assigned driver. For example, a carrier uses a number of third-party mechanics
for maintenance and repairs. The mechanics do not have credentials to log in to the Drive App. When moving a
vehicle as part of their work, the mechanics will create unassigned logs for the vehicle. Because the mechanics
are not part of the organization, they cannot claim the logs. The carrier must annotate these logs with an
explanation about the mechanics work.
Incorrectly Claimed Logs
The Drive App asks drivers to claim unassigned logs every time they log in. Sometimes, drivers can make errors
when claiming logs as their own. Incorrectly claimed logs affect the drivers Record of Duty Status, and it only
takes a few errors to put a driver in violation of their Hours of Service. Administrators can reassign incorrectly
claimed, and unidentified logs to the correct driver. Each unidentified driving event records all drivers that have
unassigned a log. Upon the next login, the driver will be asked to claim them.
Ignoring Logs
To ignore incorrectly claimed logs, follow the steps below:
1. Navigate to the HOS Logs report (Activity > HOS > HOS Logs).
2. In the Options menu, select the driver who has incorrectly claimed a log, and click Apply changes.
3. Locate the day that you want to edit on the graph, and click View Logs.
4. Find the log or logs that have been incorrectly claimed.
5. To edit a single log, click the log. To edit multiple logs, click Select individual from the check mark
dropdown at the top-right, then click the Edit selected HOS logs button.
6. On the HOS Log Edit page, set Ignored: to Yes, or select the Bulk Edit link, to ignore multiple logs.
7. Click Save to finalize your changes.
The ignored log, including those that continue from the previous day, fade with a note that it has been ignored. To
learn more about ignoring logs, click here.

Driver Edits
When a log is edited, it is marked with a pencil icon. If you edit a verified log, the logs verified status disappears,
and the driver must verify the log again.

Carrier Edits
When a log is edited by a carrier, it displays as a carrier edit in the Drive App, and the Fleet Management
Application. All modifications are displayed below the log.

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Carrier edits do not affect the drivers availability until the driver accepts or rejects the edit. If you edit a verified
log, the verified status disappears, and the driver will have to accept the edit and verify the log again. If the edit is
rejected, the logs and the drivers availability do not change.
Carrier edits display in yellow on the graph.

Modification History
When a log is edited, modifications can be viewed by selecting the log and scrolling to the bottom of the page.
The Modifications list displays any edits made to the log.

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NOTE: Automatically generated logs cannot be edited. Only manually created logs can be edited in the
application. Automatically created logs cannot be modified or changed to another status. If you attempt to
change the status of an automatic log, you are prompted to create a new log with the desired duty status.

Trip History
When viewing a drivers HOS Logs, click the location pin to view the Trips History on the map.
Trip Categorization (Feature Preview)
Trip Categorization allows Drivers to classify their assigned driving trips as either business or personal. You can
generate a Trip Categorization report from the Reports dropdown menu on the Trips History page. The Trip
Categorization report shows distance and ratios driven under each category for each driver.
NOTE:
To use the trip categorization feature, you must have the following security clearances:
For trip categorization only: Trips and activity report and Manage driver activity group.

For annotations on the report: View trip annotations and Administer trip annotations.

To enable the feature for drivers, enable the security clearances listed above then, follow the steps below:
1. Navigate to Administration > Users.
2. Select a user from the list.
3. On the User Edit page, select the Feature Preview tab.
4. Toggle Trip categorization to On.
5. Click the Save button.

Status Print
Click the Print button to create a print-ready set of logs grouped by day for a driver.

! IMPORTANT: All logs must be verified before they are submitted to the enforcement officials.
To save the compliance print as a PDF, set your browsers printer destination to Save as PDF.

ELD Logs Transfer
ELD Settings Validator
We recommend that you validate the drivers settings to ensure that drivers and their vehicles are set up correctly
to transfer logs to the enforcement officials. Visit the Marketplace to enable the ELD Settings Validator Add-In for
your fleet.
In the event of an audit, you can electronically transfer logs from the application to the enforcement officials for
any 30-day period within the last six months.
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For Canadian Drivers
When electronically transferring logs, Canadian drivers are notified when logs are missing the following
information, and prompted to Cancel or Proceed:

Vehicle distance
Engine hours
CMV VIN
CMV power unit number
On the Logs screen, select the Transfer
button, and select whether the transfer
is based on Drivers or Vehicles for the
desired time period. Consult the
Auditor or Roadside Inspector for the
preferred Transfer type, i.e. Email or
Web Services.
To enable the Jurisdiction feature,
toggle Transfer type to Email. Press
Canada or USA as needed.
Enter the code provided by the
Inspector in the Comment field, and
click Send. If the transfer is successful,
a broadcast will return indicating a
successful transfer.

NOTE: For Canadian drivers, logs can only be transferred using email. Web service transfers are only
available to USA drivers at this time.
Additionally, an audit log is created when ELD logs are transferred. The audit log includes the transfer type, the
date and time of the transfer, and the date range included in the transfer. The Audit Log confirms that the App
does a local validation when an ELD file is transferred.
! IMPORTANT: If the transfer fails, review the broadcast carefully to determine the cause of the failed transfer.
See ELD Settings Validator above to learn how to validate the driver and vehicle settings.

ELD-Exempt Devices
In the Fleet Management Application, Administrators can set a vehicles status to HOS enabled or HOS disabled
to control when HOS logs are created. The HOS enabled option generates automatic logs within the specified date
and time independent of the AutoHOS flag. The HOS disabled option will not generate logs within the specified
date and time, even when a reprocess is triggered. Drivers can use this feature to compare the amount of time a
vehicle is in use before an automatic HOS log is created; as well as the amount of time a vehicle is in use before
an automatic log is created.
To add HOS enabled or HOS disabled logs, ensure that you have the Administer the devices advanced settings
clearance and follow the steps below:
1. Navigate to Activity > HOS > Logs.
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2. On the HOS Logs page, click the Add button.
3. On the Add HOS Log page, enter the required information.
4. For Status, select HOS enabled or HOS disabled from the dropdown menu.
5. Click the Save button to save your changes.
! IMPORTANT: When adding HOS enabled or HOS disabled logs, the system displays the following message:
This log type is intended for ELD-exempt devices in which HOS can be disabled. Use at your own risk.

Unidentified Driving (Feature Preview)
The Unidentified Driving page provides information about unassigned trips and allows Administrators to identify
the correct driver, as well as assign or annotate single or multiple trips. To access the Unidentified Driving page,
navigate to Activity > HOS > Unidentified Driving.
To enable the feature, follow the steps below:
1. Select the user profile located in the top-right corner.
2. From the dropdown menu, select Options.
3. On the Options page, select the Feature Preview tab.
4. Toggle Unidentified driving page to On.
5. Click the Save button.
The Unidentified Driving page includes the following information:

Vehicle groups and comments to provide context about the vehicle.

Trip distance, duration, and a link to a map with the highlighted route.

If available, the driver of the previous and the next trip made by the vehicle.

The ability to filter trips by annotations, minimum distance and minimum duration.

The option to identify probable Yard Moves with the Vehicle Movement Within Zones rule.

Hours of Service Violations Report
The Violations Report provides a list of all HOS violations that have occurred in your fleet within a selected time
period. The report includes the type of violation, when it began, when it ended (if available), and the total time
spent driving in violation. You can also select Yes for the Show only drivers in violation display option from the
Availability screen to view HOS violations.

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Hours of Service Availability Report
The Availability Report displays a list of all drivers in your fleet with HOS logs. Non-drivers do not display in the
Availability report. The Availability Report page updates every minute and includes:

A recap of driver hours;

Future availability with hours gained at midnight;

Shipments;

Trailer attachment;

Ruleset;

Location; and

Attached vehicle.

Asset Inspection
A vehicle inspection must be performed at the end of a drivers shift. If the driver operates more than one vehicle
during the day, a report must be prepared for each vehicle.
Maintenance staff must review the Asset Inspection, take corrective action on identified issues, and update the
inspection report in the Fleet Management Application, noting that repairs were made, or repairs were not
necessary.
At the beginning of a drivers shift, the driver must review any open reports and confirm whether the vehicle is safe
to operate or not.
Drivers also have the option to perform an in-trip inspection to check for any defects incurred on the road, or to
ensure the vehicle is in good operating condition.
! IMPORTANT: The Drive App helps drivers meet the ELD enforcement requirements in North America.
NOTE: For Canadian Asset Inspections, the Inspector only option allows users to complete the Asset
Inspection as an Inspector. A compliance message prompts the Driver to accept or reject the inspection
before the Inspector proceeds. If the Driver rejects the inspection, the Inspector cannot proceed and the
system returns to the New Inspection screen.
The Asset Inspection lists all vehicle inspection reports that have been performed. To access the Asset Inspection
in the Fleet Management Application, navigate to Engine & Maintenance > Asset Inspection.
You can search for reports by vehicle, trailer, and date. You can also filter reports based on the defect, repair, and
certification status of each report.

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Each report displays an icon associated with the vehicle certification status.
Vehicle is safe to operate

Vehicle is unsafe to operate

Vehicle has been repaired

Vehicle needs repairs

Vehicle needs repairs (unregulated defect)

Vehicle includes a photograph of defect or repair

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You can create, review, and certify Asset
Inspections from within the Fleet Management
Application.
Select any Asset Inspection log from the list to
display the Edit Inspection page, where you can
view additional information about the inspection,
including vehicle information, repair information,
and certification.
Asset Inspection Type displays as Pre-trip,
In-trip, or Post-trip based on the drivers
selection.
The Asset Inspection is categorized as pre-trip if
the vehicle is driven after the Asset Inspection is
completed, or post-trip if the vehicle is driven
before the Asset Inspection is completed.
Drivers have the option of attaching an image for
visual representation of a defect or related repair.
Depending on the status of the Asset Inspection,
the Asset Inspection Edit page displays the
options necessary for certifying the inspection. If
the vehicle has reported defects, it must be
inspected or repaired, then certified. After
repairing the defects, select Repaired or not a
defect under the Repairs section.
Or, select Repair not necessary for the safe
operation of the vehicle if no repair is needed.
You can also add a remark to provide more
details about each defect. Remarks made during
previous inspections are displayed at the top of
the page, next to Legacy Repair Remark.
NOTE: In Canada, if a minor defect is not
marked as repaired, it is reported on the
next Asset Inspection. Once the defect is
marked as Repaired or not a defect, all
Asset Inspections reporting the defect are
marked as Repaired or not a defect.

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NOTE: Users without the clearance to repair defects can only mark defects as Repair not necessary for the
safe operation of the vehicle. The Repaired or not a defect option is not displayed.

Click Save to save your changes. If desired, you can also Print the Asset Inspection on the top menu.

If the vehicle has been repaired, certify that it is safe to operate under the Certification section.

NOTE: Certifications only apply to U.S. inspections where a defect has been reported, and is not required
for Canadian or Australian rulesets. If the asset is certified as unsafe, you are required to select a new asset.

Then click Save and certify on the top menu.

As a dispatcher or manager reviewing
an inspection report, you can associate
a certification or a repair with a
particular user.
After a repair has been made or
deemed unnecessary within the Fleet
Management Application, the driver
sees the updated information on the
Drive App.

Using Defect Lists
The defects list is the set of items that a driver can look over when performing an Asset Inspection. The Fleet
Management Application pre-configures all assets in your fleet to use a default defects list. This list contains
most of the common defects that a vehicle might experience on the road.

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Creating Custom Defect Lists
If your assets require specialized defects that are not covered by the default defect list, you can create a custom
defect list(s) to meet the needs of your fleet, and apply those defect lists to specific groups. You can create as
many defect lists as your fleet requires, which your drivers can select by name when performing an Asset
Inspection.
NOTE: If you are applying custom defect lists to groups, be sure that the groups include vehicles.
1. In the Fleet Management Application, navigate to Engine & Maintenance > Asset Inspection.
2. Click the Defect Lists button.
3. On the Defect Lists page, click the Add button.
4. Fill in the Name field, and select the applicable groups to display the defect list for those vehicles.
5. Select whether the list applies to Devices, Trailers, or All.
6. In the Parts and defects field, enter the name of a part and click Add part.
7. Click the + button to add specific defects to each part.
8. Continue adding parts and defects until you have completed your list, then click Save.

You can categorize defects as Major, Minor, or Unregulated. Categorize most defects as Minor and reserve the
Major defect status for defects that can endanger the safety of your drivers. Use the Unregulated defect status
for defects that are not associated with federal compliance requirements, and do not pose a safety risk to the
driver.
During asset inspection in the Drive App and Fleet Management Application, you can also mark parts as Required.
Required parts must be marked as either safe or faulty by the user, and cannot be ignored. During the asset
inspection workflow, the Required parts are displayed together, above the optional parts.
Major defects are shown with visual emphasis in both the Fleet Management Application and the Drive App.
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Administrators also have the option to toggle the view of the Other defect option does not require the
NODVIROTHER custom code. The Other label includes any miscellaneous issues that may not be listed in the
Defect List.

Asset Inspection Exception Rule
The Asset Inspection Exception Rule is a custom rule to alert drivers when an Asset Inspection defect has been
reported. The rule is only available for vehicles at this time; trailers are not included in the rule. To learn more
about setting up exception rules, please refer to the Fleet Management Application Product Guide.

Messaging
The Messaging feature allows you to communicate with your drivers through text messages sent between the
Fleet Management Application and the Drive App. You can access the Messaging page in the Fleet Management
Application by navigating to Zones & Messages > Messages. In the Drive App, the driver can click the Messages
button to use the messaging feature.
AUDIBLE MESSAGES: The driving lock screen prevents drivers from reading and writing messages if the
vehicle is in motion. The Drive App vocalizes the text message using its built-in text-to-speech capability.
TEXT MESSAGES: The driving lock screen prevents drivers from reading and writing messages while
operating the vehicle, but the messages are still audible to the driver.
The conversation-style message layout provides simple-to-use input controls, such as adding links and canned
replies. A message can be sent to a single device or user, or to multiple devices or users.
NOTE: If you choose to send a message to more than one recipient, their replies will be visible to you only.
Unread messages are displayed in tab titles for easy detection or as shortcuts under Notifications on the main
title bar. Search for messages using date and display filters for accurate results.

Sending Text Messages
Messages sent to drivers display as alerts and can be answered using easy, single tap responses.

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Messages can be sent to devices for
anyone driving the vehicle to see, or
directly to users for private two-way
communication. The maximum text
message length is 5000 characters.
You can also bind canned responses to
a message, which provides reply
options to the recipient.
For messages sent in offline mode, a
clock icon is displayed to indicate the
message is pending.

Dispatching to Zones
Vehicles and drivers can be dispatched to specific zones from the Fleet Management Application. You can
dispatch zones to vehicles from the Map by clicking a zone and selecting Dispatch vehicle here.
On the screen that follows, the message
field is pre-filled with the address or zone
name of the selected location. Select a
recipient, and click Send to complete the
dispatch.

After you send the dispatch, the
message displays in the drivers inbox in
the Drive App. When the driver presses
a message, a link displays to open the
zone in a navigation app.

Dispatching to Routes
Routes are a set of destinations meant to be visited in a defined order. You can dispatch vehicles and drivers to
specific routes from the Fleet Management Application.

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To send a route, navigate to Zones &
Messages > Routes > Routes, select a route
from the list, and click the Send to vehicle
button.
On the screen that follows, select the
recipients of the route and click Compose
message.

After you send the route, the driver receives a
single message with the routes grouped
together.
The message expands when the driver
presses it and displays a list of routes. When
the driver selects a message from the list, a
link displays to open the location in a
navigation map.

Sending Alerts
Alerts notify drivers about the infractions they make on the road. You can customize alerts to notify drivers in
response to many on-road behaviors, including speeding, harsh braking, and working after hours.
NOTE: See the Fleet Management Application Product Guide for more information on rules and alerts.

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You can create alerts for the driver by
navigating to Rules & Groups > Rules
and clicking the Add button.
On the screen that follows, enter the
text the driver will receive as an alert.
To learn more about rules and alerts,
refer to the Fleet Management
Application Product Guide.

Once a driver triggers a rule, the Fleet
Management Application will
automatically send a message to the
drivers message box in the Drive
App.

AUDIBLE MESSAGES
If the vehicle is in motion when the driver receives a message, the Drive App will vocalize the text message
using its built-in text-to-speech capability.

WIRELESS CONNECTIVITY ALERTS
If the vehicle is in an area with no wireless connectivity, the Drive App will display an alert.

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Revision History
Version

Date

Editor

Changes

Approved by

1.1

January 22, 2019

Product Editing Team

1804 updates, ongoing
document scrubs

Product Editor

1.2

March 7, 2019

Product Editing Team

1901 updates

Product Editor

1.3

June 4, 2019

Product Editing Team

New template and typography
standards, 1902 updates

Product Editor

1.4

July 22, 2019

Product Editing Team

Separated Administrator and
Driver sections into separate
guides, 1903 updates

Product Editor

1.5

December 20, 2019

Product Editing Team

1904 updates

Product Editor

1.6

March 9, 2020

Product Editing Team

2001 updates

Product Editor

1.7

June 14, 2020

Product Editing Team

2002 updates

Product Editor

1.8

September 18, 2020

Product Editing Team

2003 updates

Product Editor

1.9

December 11, 2020

Product Editing Team

2004 updates

Product Editor

2.0

March 5, 2021

Product Editing Team

2101 updates

Product Editor

2.1

June 2021

Product Editing Team

2102 and, CA ELD updates

Product Editor

2.2

August 2021

Product Editing Team

2103 updates

Product Editor

3.0

October 2021

Product Editing Team

New template and typography
standards, 2104 updates

Product Editor

3.1

January 2022

Product Editing Team

6.0 updates

Product Editor

4.0

March 2022

Product Editing Team

7.0 updates

Product Editor

4.1

June 2022

Product Editing Team

8.0 updates

Product Editor

4.2

September 2022

Product Editing Team

Updated in-document Drive App
Guide links to point to Google
Docs instead of PDFs

Product Editor

4.3

January 2023

Product Editing Team

9.0 updates

Product Editor

4.4

March 2023

Product Editing Team

10.0 updates

Product Editor

4.5

April 2023

Product Editing Team

11.0 updates

Product Editor

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