User manual for "TRACKEASE ELD"

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

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

Version

TRACKEASE INC

TRACKEASE 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

DRIVER,

SUPPORT

PERSONNEL

AND

BACK-OFFICE

GUIDE

Chapter

Configuring the ELD
before operation
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.
In some instances, this manual uses Icon Keys to direct
ICON KEY
your attention
to
specific
and
important
% Important information information. See the different icons on the left.
Take notes
Online support
account
Appears on
Logbook

What you need before operating the ELD?
1

DRIVER,

SUPPORT

PERSONNEL

AND

BACK-OFFICE

GUIDE

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
device:

the

ECM

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.

DRIVER,

SUPPORT

PERSONNEL

Local Support
configuration)

AND

BACK-OFFICE

Account

(initial

GUIDE

ELD

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:

Enter

% Important:

dashboards odometer
(twice) in order for
to adjust

discrepancies between dashboard and engine odometer.

the vehicles
value
the ELD

DRIVER,

Establishing
Connection

SUPPORT

PERSONNEL

AND

BACK-OFFICE

GUIDE

ECM

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
4

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

DRIVER,

SUPPORT

PERSONNEL

AND

BACK-OFFICE

GUIDE

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.

DRIVER,

SUPPORT

PERSONNEL

AND

BACK-OFFICE

GUIDE

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:

DRIVER,

SUPPORT

ELD
Operation

PERSONNEL

AND

BACK-OFFICE

GUIDE

Driver

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
8

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.

Enter
your vehicles
dashboards

% Important:

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

Make tractor and trailer selection:

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)

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
9

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 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
(Preferences)

Profile

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 dropdown 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 predefined 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:
12

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

Engine data

BLuetooth
Connection

Currently active
user
(tap to
switch

Shift remaining
Driving time (used
vs available)

Shift remaining
ON- Duty time
(used vs available)

Cycle remaining
ON- Duty 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
Status

Duty

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 predefined 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, ON- Duty 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
report)

Capture

(IFTA

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

Co-Driver
remarks)

Operation

(authentication

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.

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 non- compliant.
Daily ON-DUTY, cycle ON-DUTY and possible violations will be calculated
according to the new record change.

delete
log

editlog

addanew
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

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 carrierproposed 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
notifications

messages

and

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
(Resolution)

and
35

Malfunctions

DIAGNOSTICS:

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
diagnostic 1)

(related

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)
37

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 &
ca riers)
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 realtime. 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:
shipment- sync.com) is sent to each destination. Shippers and receivers
43

(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
ScanDevices, 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