Fleet Director Software
The following hardware requirements are needed:
- Processor - 2.2 GHz or Better
- RAM – 2 GB or more
- Video Card - 4 MB AGP
- Operating System - Windows 2000/XP/2003/Vista Home Premium/Vista Business Download detailed specs.
You will need to assign the vehicles to the user Watchlist. By default this feature requires Administrators or User Security Group access.
To create a Vehicle Watchlist for a user, complete these steps:
- Click on the Control Panel Tab.
- Under Preferences on the Side Menu, click on the Watchlist icon.
- In the user list on the left, click on a user name to create a vehicle watchlist.
Note: To search for a user, type a user name in the search/filter bar.
- Click on the Vehicle Watchlist tab.
- Check the appropriate box (or multiple boxes for All Vehicles, Sub-fleet, or individual vehicles to add to the user watchlist.
- Click on Save to complete your changes.
Additional information can be viewed in the How To Video “Account Setup” and by using the Help menu at top of the software.
By default this feature requires Administrators or User Security Group access.
To edit vehicle information, complete these steps:
- Click on the Control Panel Tab.
- Under Resources on the Side Menu, click the Vehicles icon. A Vehicles window appears.
- In the Vehicles list, click on the vehicle to edit information.
Note: To edit a specific vehicle’s information, type in the name of the vehicle in the search/filter bar. The targeted vehicle appears (if listed).
- Change the vehicle information as necessary.
- Click on Save to complete your changes.
Additional information can be viewed in the How To Video “Account Setup” and by using the Help menu at top of the software.
To Send Route to a vehicle, complete these steps:
- Click on the Map View Tab.
- Under the Vehicles List on the Side Menu, select All Vehicles, a Subfleet, one or more vehicles.
Note: To find a specific vehicle, type in the name of the vehicle in the search/filter bar. The targeted vehicle appears (if listed).
- Do a right-click and select the Send Route option. The Send Route dialog box appears.
Note: You can send a route based upon Address or Landmark.
- For Address enter the address, press Search, press Send.
- For Landmark select Landmark tab, select the Landmark, and press Send.
Note: You can also access the Send Route feature by doing a right click on the vehicle on the map or in the Data View and following the instructions above
Additional information can be viewed in the How To Video “Message and Navigation” and by using the Help menu at top of the software.
To send a Message to a vehicle using the vehicle list, complete these steps:
- Click on the Map View Tab.
- Under the Vehicles List on the Side Menu, select All Vehicles, a Subfleet, or one or more vehicles.
Note: To find a specific vehicle, type in the name of the vehicle in the search/filter bar. The targeted vehicle appears (if listed).
- Do a right-click and select the Send Message option. The Send Message dialog box appears.
Note: You can send a Canned, Form, or Free Text Message.
- For Canned Message select the Message and press Send.
- For Form Message select the Form tab, Select the Message, fill in the fields and press Send.
- For Free Text Message select the Free Text tab, type in up to 500 characters and press Send.
Note: You can also access the Send Message feature by doing a right click on the vehicle on the map or in the Data View and following the instructions above
To send a Message to a vehicle using the Send Message Icon, complete these steps:
- Click on the Map View Tab.
- On the Quick Access Menu in the upper left select the Message Icon. The Send Message dialog box appears.
- Select All Vehicles, a Subfleet, or one or more vehicles from the list.
- For Canned Message select the Message and press Send.
- For Form Message select the Form tab, Select the Message, fill in the fields and press Send.
- For Free Text Message select the Free Text tab, type in up to 500 characters and press Send.
Additional information can be viewed in the How To Video “Message and Navigation” and by using the Help menu at top of the software.
Alerts are remote notification that can be received via email and/or mobile phone (SMS) for Inbound Messages or Exceptions. Alerts can be set for one or all vehicles, or any subfleet. Individually set each type of alert for specific vehicle, subfleet, or watchlist to include or exclude drivers. Alerts can be sent to the users' mobile device or desktop using email and/or SMS to phone. Go to the Control Panel tab and look for the Alert icon on the Side Menu in the Scheduling section. If icon is not there, please call or email our Support team to have this feature turned on.
Step by Step instructions can be viewed by using the Help menu at top of the software and in the How To Video “Advanced Features”.
By default this feature requires Administrators Security Group access.
A User record contains a Username and Password that must be entered to log in to Fleet Director. Each person who accesses Fleet Director should have their own unique user record (password, username).
To create a User, complete these steps:
By default this feature requires Administrators Security Group access.
- Click on the Control Panel Tab.
- Under Security on the Side Menu, click on the Users icon. The Users dialogue box appears.
- On the Users window, click on the [+] icon.
- Complete the following fields:
- User ID: The username used to log in to Fleet Director. Requires three or more characters not to include symbols, spaces or punctuation.
- First Name: User’s first name
- Last Name: User’s last name
- Password: The password used to log in to Fleet Director. Requires three or more characters: no symbols, spaces or punctuation
- Press Save
Additional information can be viewed in the How To Video “Account Setup” and by using the Help menu at top of the software.
Landmarks can easily be imported into Fleet Director. By default this feature requires Administrators or User Security Group access.
Fleet Director 9 customer will find this feature under Landmarks on the Control Panel tab Resources section. Step by Step instructions can be viewed using the Help menu at top of the software and in the How To Video “Advanced Fetaures”.
Fleet Director 8 customers will find this feature on the Report tab and can use the document provided. Click here for detailed instructions.
To create a Landmark from the Map View tab, complete these steps:
- Click the Map View Tab.
- On the Quick Access menu, click on the Landmarks icon. The Landmark window appears.
- Click on the [+] icon below the Landmark list.
- In the Landmark Name text box, type the name of your Landmark. Fleet Director validates the Landmark name to prevent duplication.
Note: The following characters are not supported as part of Landmark names: *@$%^&()+, and the Tab character.
- From the icon drop-down menu, choose a Landmark icon or accept the default icon.
- In the Landmark Address text box, type the street address of your Landmark; then click on Search.
Note: If you do not type a complete address, Fleet Director searches for the closest possible match to use as a location.
7. To add the Landmark to an existing Landmark Group, select the group from the Landmark Group drop- down list. To add a new Landmark group, click Add, type the name of the Landmark group; then click on Save.
- To select a Radius, use the arrows to add or subtract percent of mile(s). The minimum radius is one tenth of a mile (0.1). For metric customers this is 1.6 kilometer.
- To select Hide on Map, check off the box to hide a Landmark in the Map View.
- Click on Save to finish creating the Landmark and save your changes
To create a Landmark from the Control Panel tab, complete these steps:
By default this feature requires Administrators or User Security Group access.
- Click the Control Panel Tab.
- Under Resources on the Side Menu, click on the Landmarks icon. The Landmark window appears.
- Click on the [+] icon below the Landmark list.
- In the Landmark Name text box, type the name of your Landmark. Fleet Director validates the Landmark name to prevent duplication.
Note: The following characters are not supported as part of Landmark names: *@$%^&()+, and the Tab character.
- From the icon drop-down menu, choose a Landmark icon or accept the default icon.
- In the Landmark Address text box, type the street address of your Landmark; then click on Search.
Note: If you do not type a complete address, Fleet Director searches for the closest possible match to use as a location.
7. To add the Landmark to an existing Landmark Group, select the group from the Landmark Group drop- down list. To add a new Landmark group, click Add, type the name of the Landmark group; then click on Save.
- To select a Radius, use the arrows to add or subtract percent of mile(s). The minimum radius is one tenth of a mile (0.1). For metric customers this is 1.6 kilometer.
- To select Hide on Map, check off the box to hide a Landmark in the Map View.
- Click on Save to finish creating the Landmark and save your changes.
Additional information can be viewed in the How To Video “Map View tab” and by using the Help menu at top of the software.
Landmarks can be imported into Fleet Director allowing you to enter an unlimited number of landmarks at once. By default this feature requires Administrators or User Security Group access.
Fleet Director 9 customer will find this feature under Landmarks on the Control Panel tab Resources section. Step by Step instructions can be viewed using the Help menu at top of the software and in the How To Video “Advanced Features”.
Fleet Director 8 customers will find this feature on the Report tab and can use the document provided. Click here for detailed instructions.
To create Scheduled Reports, complete these steps:
- Click the Reports Tab.
- On the Side menu, click on the Scheduled Reports icon. The Scheduled Reports window appears.
- Click on the Add button.
- Select the report form the Select Reports drop down menu.
- Choose the format form the Format drop down menu.
- Choose the frequency from the Run drop down menu.
- Enter one or more email separated by a comma.
- Complete the Subject and Message fields.
- Choose what vehicles from the Vehicles drop down menu.
- Select the time zone from the Timezone drop down menu.
- Press Save.
Additional information can be viewed in the How To Video “Advanced Features” and by using the Help menu at top of the software.
The following Types of Exceptions are available. Each Exception has different criteria.
- Zone: Triggered when a vehicle is located inside or outside a zone (Landmark) for the specified time.
- Stationary Vehicle: Triggered when a vehicle is motionless longer than the amount of time specified in the exception; the vehicle is considered stationary.
- Scheduled Stop: Defines when and how long a vehicle should be at a specific Landmark. There are two types of Scheduled Stop Exception; Inside and Outside.
- Out of Service: Triggered when a vehicle fails to send its location more than the number of times specified in the exception; the vehicle is considered out of service.
To create an Exception, complete these steps:
By default this feature requires Administrators or User Security Group access.
- Click on the Control Panel Tab.
- Under Services on the Side Menu, click on the Exception icon. The Exceptions window appears.
- On the Exceptions window, click on the [+] icon.
- From the Type drop-down menu, select the Exception.
- Enter a Condition Name (required). Note that each condition name must be unique.
- Select from the Notification Options.
- Complete the fields required for the Exception type.
- Click on Save to complete your changes.
- Select the created exception from the Exceptions list.
- Click on Schedule. The Event Scheduler appears.
- Click on the [+] icon. Then complete the following fields:
- Vehicle: This is the Vehicle, Sub-fleet or All Vehicles list to which you want to assign the Exception.
- Day of Week: Assign the Exception to trigger Monday through Sunday, Weekdays, Weekends or Everyday. If you want the trigger to change based on the day(s), you may create multiple schedules using different Day of Week selections.
- Start Time: The time you want the monitoring to start. The start time must precede the stop time.
- Stop Time: The time you want the monitoring to stop.
- Status: The value should remain on No Selected Status.
- Description (optional): This is the description of the schedule. This is optional.
- Press Save
Step by Step instructions can be viewed using the Help menu at top of the software and in the How To Video “Advanced Features”.
Yes, there are default messages for Inbound- coming in from the driver and Outbound- going out to the driver default messages.
Fleet Director has Inbound- coming in from the driver and Outbound- going out to the driver default messages. There are 3 types of messages: Canned, Form, and Free Text. These message can be customized by contacting your Teletrac representative or support@teletrac.com.
Teletrac offers an app for both the iPhone and iPad. The app can be downloaded from the App Store (virtual store) free of charge.
Under the User Menu in the upper right of the software you may have an option for Change Password. If not contact your Fleet Director Administrator.
To edit a User’s password, complete these steps:
By default this feature requires Administrators Security Group access.
- Click on the Control Panel Tab.
- Under Security on the Side Menu, click on the Users icon. The Users window appears.
- On the Users list select the User you wish to edit.
- You may have the option for Force Password Change on Next Login which will have the User create a new password.
- Enter a new password in the Password field.
- Re-type the password in the Confirm Password field.
- Press Save.
Trend analysis allows managers to view discrete data over selected timeframes to identify critical peaks and declines for specific vehicles, subfleets or an entire fleet. This data allows managers to help keep vehicles and drivers most productive as well as lower operational costs.
Users can view discrete data over a selected time frame in 3 month increments to identify critical peaks and declines. Six months of rolling data is always available. Older data can be restored by contacting Teletrac.
There are pre-defined Trend dashboards available on the Analytics tab. These are Travle Trend and Fuel Usage Trend.
In addition rending widgets are available under the New Dashboard option on the Analytics tab. Here you can select from seven options to build a custom dashboard: the operational variables available are Total Exception Event, Total Fault Event, Utilization %, AVG Idle Time, AVG PTO Time, and AVG Travel Time.
Additional information can be viewed in the How To Video “Reports, Analytics, Community tab” and by using the Help menu at top of the software.
Safety Analytics is an additional feature that can be added to your account. The Trend analysis options are available on all accounts.
Safety Analytics provides critical safety metrics for five Safety Parameters: Harsh Cornering, Harsh Acceleration, Harsh Braking, Stop Sign Violation, and Speeding. Safety Analytics has three components: Safety Analytics Dashboard, Safety Score Trend and Safety Analytics Event Viewer.
Additional information on Safety Analytics can be viewed in the How To Video “Safety Analytics” and by using the Help menu at top of the software.
Hours of Service (HOS)
The Logs page in the HOS Tab allows users to edit the driver logs. Only users with administrator Security Group assigned to their Fleet Director User name/login can make edits. All edits are color-coded to facilitate the different type of log edits. Details of any edit can be viewed using the Show Edits feature on the Logs page below the header.
To edit a driver log, complete these steps:
- Click on the HOS tab.
- In the Drivers Group on the left pane, click on All Drivers or a Driver Group name.
- Click on an individual Driver Name. The 7-Day Summary Logs displays in the right side pane.
- Select the current date.
- From the Logs page, use the calendar feature to select the appropriate date.
- To expand the status to be edited, click on the right-facing triangle located to the left directly in front of the Time and Status columns.
- Click on the Edit icon on the far right, next to Commodity. The Edit box appears at the bottom of the page directly above the Key.
- To edit Time, click on the Hour or Minute or Second and use your keyboard’s arrows or numbers to change the time.
- To edit AM or PM, click on AM or PM and use your keyboard’s arrows to change.
- To edit Status, click on the drop-down menu and select a status.
- To edit Co-Driver, click on the drop-down menu and select a driver.
- To edit Vehicle, click on the drop-down menu and select a vehicle.
- To edit Trailers, type in the trailer numbers.
- To edit Manifest, type in the manifest information.
- To edit Shipper, type in the shipper information.
- To edit Commodity, type in the commodity information.
Note: All edits must include a City, State and Comment. Comments are visible on DOT HOS reports.
- Click on check mark in the upper right to save your changes.
- Click on the X in the lower right to cancel your changes.
Note: Edits will appear as a color-coded change on the status detail and as a dotted line on the grid section of the Logs page.
Note: Once the edit has been made to the log In Fleet Director the Driver must then download the logs to capture changes on the display side.
Additional information can be viewed in the How To Video “Hours of Service- Managers” and by using the Help menu at top of the software.
Yes. The HOS module allows the supervisor to perform multiple edits at the same time. In the driver’s HOS logs in Fleet Director, under the driver’s name, click Multiple Edits icon and all events for that driver will be available for modification.
Additional information can be viewed in the How To Video “Hours of Service- Managers” and by using the Help menu at top of the software.
The Logs page in the HOS Tab allows Fleet Director users to print the HOS report for a chosen date range. This report is also available on the Reports Tab under Driver reports listed as the DOT HOS Report.
To print the HOS Report, complete these steps:
- Click on the HOS tab.
- In the Drivers Group on the left pane, click on All Drivers or a Driver Group name.
- Click on an individual Driver Name.
The 7-Day Summary Logs displays in the right side pane.
- Select the current date.
- From the Logs page, use the calendar feature to select the appropriate date.
- Click on the Print HOS Report icon listed below the Carrier section of the Logs page header. The Print HOS Report box appears.
- To select a Time Zone, use the drop-down menu.
- To select a Start Date and End Date, click in the date field and use the calendar feature.
- To print the report, click on Print. To cancel your selection, click on Cancel.
- Selecting Print will display the DOT HOS Report for the chosen date(s), as shown below.
- Users can print reports or export them as a PDF or to Excel.
Additional information can be viewed in the How To Video “Hours of Service- Managers” and by using the Help menu at top of the software.
Teletrac Hours of Service makes Automatics duty status changes under the following conditions:
- Upon login with no edits made the Driver is automatically placed in On Duty status
- When the vehicle travels at a rate of 5mph for 1 minute the Driver is automatically placed in Driving status
- When the vehicle is stationary for more than 5 minutes there is a prompt asking if the Driver is still driving. If the driver does not respond or responds NO the Driver is automatically changed to On Duty status. If the Driver responds YES then the Driver remains in Driving Status.
HOS decals are available. To order decals, please send an email to customersupport@teletrac.net with your account number, contact information, address and number of decals needed.
To access the driver e-log Web site, follow these steps:
- Go to http://www.teletrac.com/
- In the upper right click on Customer Login
- Enter the Teletrac Account number as the Account ID
- Enter the Driver ID as the Username
- Enter the PIN as the Password. The Driver Logs page will appear.
Prior to login the Driver needs to start the vehicle and allow at least 1 minute for the equipment to establish a connection with our servers. Ensure they are using the correct Driver ID and PIN. In some cases due to poor coverage you may need to move the truck a few yards to acquire cell reception. If the problem persists contact Teletrac at 1.800.487.4357.
Yes. Each Driver should have been provided the Visor Card and Operators manual for the in can display. These can be downloaded on the Community tab or Teletrac can send you printed booklets.
Additional information can be viewed in the How To Video “Hours of Service- Drivers and Managers” and by using the HOS Presentation.
Have the Driver try to synchronize the device with our server to capture any supervisor edits or missing information.
If using an MDT960CE, have the Driver follow these steps:
- Press the HOS (F5) button
- Using the SCROLL KNOB, highlight the correct Driver
- Press the LOG (F2) button
- Press either the DATA (F3) button
- Press DNLD (F5) to download the updated logs on the DATA screen.
- Press OK (F5) to download logs
If using a 5” or 7” Tablet:
- From the Driver List screen, touch the Driver ID
- Touch View Logs
- Touch Log Data to download 8 days logs
- Touch Reload Log. A confirmation screen will appear: REQUEST ALL 8 DAYS HOS LOGS?
- Press YES to download all the logs or CANCEL to stop the download
Additional information can be viewed in the How To Video “Hours of Service- Drivers and Managers” and by using the HOS Presentation.
On the Community tab there is an Operators Manual and an HOS Presentation.
Additional information can be viewed in the How To Video “Hours of Service- Drivers and Managers” and by using the HOS Presentation.
Teletrac provides a weekly Hours of Service Live Webinar. On the Community tab there are two How To Videos for Hours of Service available. If additional assistance is needed contact customersupport@teletrac.com.
For the equipment MDT Teletrac has a quick, easy-to-use tutorial available via the Web site. To access the tutorial, go to http://learning.teletrac.net/teletrachos.html, Enter the Password: 1mdtdriver and click “Login”.
Teletrac provides a laminated Visor Card that can be ordered by contacting customersupport@teletrac.com and providing your Account number, name, address and quantity needed. This can be downloaded on the Community tab as well.
Color Touchscreens
Start the vehicle ignition and wait for the system to activate. Your current location is displayed on the Map by an Icon.
To send a message using the CTO, follow these steps:
- Press on the Map
- Press Messaging
- Press Canned Messages or Forms
- Scroll using Arrows, Press to Select
- Fill in Form or enter Free Text
- Press Right Arrow to advance
- Press Send
Additional information can be found in the Color Touch Screen User’s Manual and Quick Start Guide available for download on the Community tab.
To create a route using the CTO, follow these steps:
- Press on Map
- Press Route
- Address options: Favorites, Last or Address
- To enter your own address, Press Address, Fill City/Zipcode – Street – Number
- Destination will appear, accept by pressing GO
Additional information can be found in the Color Touch Screen User’s Manual and Quick Start Guide available for download on the Community tab.
To change or set a default state on the CTO, follow these steps:
- From the Address Entry menu, the first screen listed is State/Province
- To change the state, type the name of your preferred state on the keypad
- Once the State appears, click on the State name. The screen will change and will be labeled “State Places”
- Press and hold the GO button in the lower right hand corner for 5 seconds
- When the prompt “Do you wish future address search to start in ‘State’ places? appears press the Accept button to select or Back button to cancel.
- After the appropriate button is selected, you will be taken back to the “State Places” screen to continue your address entry by selecting the city, street and numbered address.
CTO displays do not support HOS.
Tablets
Start the vehicle ignition and wait for the system to activate. Your current location is displayed on the Map by an Icon.
Additional information can be found on the Community tab in the How to Video “Message and Navigation” and the Training Guide Message and Navigation Presentation.
To send a message from the tablet to Fleet Director Software, follow these steps:
- From the menu on the right, touch envelope icon. This will bring you to the Messaging Inbox.
- Touch Canned Messages. Scroll to search for message
- Press the message to select
- Press the Check Mark to confirm selection
- Press the Check Mark to send the message
Additional information can be found on the Community tab in the How to Video “Message and Navigation”, the Training Guide “Message and Navigation Presentation”, the weekly webinar class and the User’s Guide “Message and Navigation for the Tablet.”
To create a destination using the Tablet, follow these steps:
- Touch Navigation Icon on the right panel
- Touch the Map
- Touch Navigate To
- Touch Address
- Start typing the city or zip code, Touch green Check Mark icon
- Start typing the street name, Touch green Check Mark icon
- Type the address number, Touch green Check Mark icon
- The Launch Navigation screen will appear. There is the option to change the vehicle type. There is the option to change the default route settings to either:
- Shortest time
- No highway
- No Highway and No Toll
- No toll
- Shortest way
- Once you have your appropriate settings, touch either the Red X to cancel your route or the green GO icon to continue routing
Additional information can be found on the Community tab in the How to Video “Message and Navigation”, the Training Guide “Message and Navigation Presentation”, the weekly webinar class and the User’s Guide “Message and Navigation for the Tablet.”
To cancel a route on the tablet, follow these steps:
- Touch Navigation icon on the right panel
- Touch any location on the map
- Touch Navigate To
- Touch Stop Navigation
Additional information can be found on the Community tab in the How to Video “Message and Navigation”, the Training Guide “Message and Navigation Presentation”, the weekly webinar class and the User’s Guide “Message and Navigation for the Tablet.”
If the Tablet freezes it may be related to a firmware issue or a harness issue. To check for the correct firmware version please contact one of our Customer Support Representatives at 1-800-ITS-HELP or by email CustomerSupport@teletrac.com. You may also disconnect the Tablet and plug it into a vehicle with a known working Tablet to determine if issue is related to the Tablet or the power harness.
Yes, Tablets support HOS, DVIR, Message and Navigation simultaneously.
Yes, Tablets support custom messages.
MDT960CE
- Press MSG button (F1)
- Navigate through the list of different messages using the scroll knob to find the message you want to send
- Press ENT to send message
Press F1, 5 and 8 keys simultaneously to reboot the MDT. If rebooting the MDT does not work contact one of our Customer Support Representatives at 1-800-ITS-HELP or by email CustomerSupport@teletrac.com.
Yes, MDT960CE supports HOS.
Yes, MDT960CEs support custom messages.
Garmin
Teletrac has developed software for the Prism which enables select Garmin devices to be used in place of our proprietary Tablet 5” and 7”. The integration supports 2-way messaging and Send Route with Fleet Director.
Any local retailers such as, Amazon.com, Best Buy, Wal-Mart, and Target or by finding a Garmin dealer near them – http://www.garmin.com/us/dealerlocator. Select Automotive as the dealer type. Teletrac is compatible with any Garmin device which supports Garmin’s Mobile Resource Management, which is referred to by Garmin as “FMI.” Garmin maintains a list of compatible devices at www.garmin.com/solutions/mobile-resource-management/supported-devices/
The following series are supported.
- Dezl 760LMT
- Dezl 560 series
- Nüvi 24xx series
- Nüvi 465T
- Nüvi 2x5 series
- Nüvi 14xx series
- Nüvi 2xx5 series
- Nüvi 23xx series
- Nüvi 13xx series
- Nüvi 22xx series
- Nüvi 12xx series
Disconnect the Garmin device and plug it into a vehicle with a known working Garmin to determine if issue is related to the Garmin or the power harness.
No, Garmin does not support HOS.
No, Garmin can only support our default messages.
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