Settings -> My settings
Each user can determine his or her personal settings:
- Language – choice of language of the application.
- Timezone – select your timezone via continent and capital.
- E-mail address – also functions as the username and the address where the automatic reports will be sent.
- Change password fieldset – allows password changes.
- GARMIN message forwarding – allows forwarding Garmin messages user's e-mail address (for more detail, see Messages).
- Navigatione – remember active view.
Settings -> Reports
Automatic reports – see the Reports article for details.
- Report column settings – you can choose what data is displayed in the day, period and equipment report.
The availability of the following settings depends on user privileges and they may therefore not be visible to all users. If you cannot see some of the options below, but would like to use them, contact the Ecofleet administrator in your organization or Ecofleet customer support.
Settings -> Map Layers
People with specific permissions can now upload and add organization-specific KML layers (geographic data format that most GIS software are able to export). To enable this option first go to Organization -> Settings and mark Can manage KML Layers: check box:
When enabled, following view will appear in Settings->Map layers:
Please note that the KML file cannot be larger than 3MB. If required, you can save it as KMZ (which is zipped KML) and if it is still too big, you should split the data into parts.
Example. Added layers in the map options
KML related Roles
There are two new KML related permissions in Settings -> Roles-> Vehicles:
- role can manage the KML layers Settings
- role can view the KML layers Settings
Settings -> Vehicles
Select the vehicle from the vehicle list by clicking the corresponding line. Then you can enter and edit the following information in the panel on the right hand side:
- Name – such as „Opel ASTRA“
- Number plate – for example „BA 361 UN“
- Vehicle year
- Color – defines the color of the vehicle in the map view
- Default driver
- Groups – there is no limits to number of groups assigned to a vehicle.
- Average fuel consumption – as stated in the vehicle registration document (in l/100km)
- External ID
- SIM number
- Serial number
- Fuel card number – to be entered when importing fuel cards
- CO2 emissions (g/km)
- Particle emissions (g/km)
You can set the working hours of the vehicle
- Default trip type – automatically set trip type for created trips.
It is possible to set current number of workhours to each of your vehicles. In order to do that:
- Go to Settings -> Vehicles
- Select vehicle
- Fill in the Workhours tab
After that, counting of workhours starts.
Vehicle custom data
It is possible to add custom data (year, model, color etc.) to each of your vehicles. In order to do that:
- Go to Settings -> Forms
- Click Add new
- Create the form and Save.
- Go to Settings -> Organization settings, find "Vehicles custom data form" fieldset and select the form you created.
- Go to Settings -> Vehicles. The form you created appears as a new tab on the right.
If you select 2 or more vehicles from the vehicle list, a button appears on the lower right corner of the view. By clicking this button a pop-up window appears where you can add/remove groups to multiple vehicles at once.
See how to create vehicle groups in the next chapter named "Settings -> Vehicle groups"
Settings -> Vehicle groups
You can create your own groups for vehicles i.e. "Type" with subgroups "Truck", "Car", "Van" etc.
See also "Searching and filtering" section under Vehicles chapter.
Settings -> People
There are three kinds of people in Ecofleet:
- Users. These are registered Ecofleet users in the organization. They may also be drivers.
- Drivers. These are drivers for the vehicles in Ecofleet. They may also be users.
- Contacts. To this category of people belongs any person Ecofleet keeps track of for whatever reason, but who are neither users nor drivers.
Creating a new person
In order to add a new user, click New person on the upper left corner of the screen. This will create a new person. The new person is by default a mere contact. Then fill in the e-mail address, first name, last name and the phone number. Click Save.
The person can only be saved if you've entered at least the e-mail address. The reason for this is that as a minimum, all people are contacts who may be sent messages to.
Making the person a user
Check the Is user checkbox. Several new options are now displayed for the person.
- Click the Generate password button to give the new user a password.
- Tick any roles the user ought to have. Roles are created and managed under Settings -> Roles.
- Select the vehicles the user should see. This can be either all vehicles, vehicle groups, or an individual selection from all vehicles.
Making a person a driver
Check the Is driver checkbox. Several new options are now displayed for the person.
- Type the Dallas key for the driver in the Key: box.
- Select skills with the help of Has skills checkbox and drop-down menu.
- A person can have multiple skills.
- New skills can be created and existing ones edited under Settings -> Categories -> Skills.
- Skills can include any degrees, certificates, licenses, qualifications of any sort.
- Check the Is hauler feature to define the person as a hauler. This feature is generally used to indicate third party contractors to the organization.
- Choosing the option Ecofleet allows you to select from vehicles already entered to system.
- Choosing the option External allows you to enter any description for the vehicle.
- The hauling company name can be typed into the Company: name.
Enabling private zones
Check Has private zones to enable one or more private zones for the user. This feature is primarily used in Scandinavian countries and required by labor unions. The substance of this is protection of privacy of employees - that every employee should have a zone where they are not observed by other employees. In most cases this would be their home.
To use private zones:
Administrator must allow the feature for your organization.
You must create an area for the private zone of the employee in the Areas module. Check the Sets address checkbox when creating a new area so it would appear in the private zones list for the user.
Check the Has private zones checkbox and select the area for the relevant private zone in the list.
- Click Save.
As long as private zones are enabled, then when a person who is a driver of a vehicle, enters his or her private zones, then the vehicle will disappear from the map.
This setting applies only to the real-time monitoring part of the map view. It means that if the track is loaded, it would still show person going through the private zone.
Deleting a person
To delete a person, select the person in the list and click Delete person above the list (button next to Add new).
NB! By deleting a person reports and journal data connected to this person will no longer be accessible either. If you wish to keep the journal data only uncheck the "Is User" checkbox ("Is Driver" remians checked). The person remains in database but cannot log in to Ecofleet system anymore.
Settings -> Roles
Roles are groups of users that share the same permissions in Ecofleet. You can assign a new user a predefined set of permissions instead of picking and choosing anew each time. A user can be assigned several roles.
Roles are best created thinking of the tasks, the purpose of a user in the organization. Users with the administrator role might have permissions to edit everything, but in a larger organization everybody shouldn't be able to edit everything.
Adding a new role
- Click Add new.
- Fill in the Role name.
- Choose a role, that you want to copy the permissions from. You can edit them afterwards.
- Edit permissions, if necessary.
- Click Save.
- Choose from the user list users that you want to assign the role to.
- Click Save below the list of permissions.
Two new parameters on a role:
- Each role can now be Default. This means that this role is automatically assigned to every new user
- Each role can now be Assignable by non-administrator
Settings -> Organization settings
In Ecofleet you can specify the working time according to a weekday and time. For example, the working time of the whole organization can be set as Monday to Friday, 9:00 till 17:00. This allows you to:
- create a worktime report
- set automatic journal entries (see Journal article for more information).
Specifies the style (color scheme of the application), timezone and language suitable for the whole organization. These settings will automatically apply for all new users as well.
This function allows the user to lock driving journals of all vehicles until a specified date. This is useful when a suspicion occurs, that someone could either intentionally or unintentionally change information in journal after it had been officially submitted to the supervisor or the authorities. For example, if the date is set to 1.7. 2011, then a regular user can not edit any of the journal entries until this date.
Automatic addition of trips
Activating of this setting (by checking Detect and add trips according to working time) will allow to create a simple rule which will mark all trips during the predefined working time as business trips and those outside as private. It is important to determine, how to treat the trips that start outside but end within the working hours, and vice versa. In such cases the user has to decide, whether the trip is to be classified as private or business.
Settings -> Categories
Here the organization’s Ecofleet administrator can administer simple tables of the following topics:
- Trip types - it is possible to predefine the types of trips, either ordinary or specific, for example "delivery of goods", "document transport", "transport of materials", "business trip" etc. Used in Journal.
- Expense types – such as fuel, car wash, spare parts, tires etc.
- Expense payment types – cash, credit card, invoice etc.
- Predefined comment for tasks – quick choice of messages from Ecofleet Mobile Tasks to the application (for example "will be late", "OK", "No" etc.)
- Garmin predefined messages – quick choice of messages from Garmin navigation to Ecofleet application.
Settings -> Events
See the Events article.
Settings -> Customers
Here you can import your customer database from a CSV file to Ecofleet.
The CSV file must be structured as follows:
- The first column must be the customer ID (optional).
- The customer address must be completely in one cell of the table (street, city, postal code).
- The file has to be in UTF-8 format.
- Do not use any diacritical marks.
- Choose the file with Browse (select the location of the CSV file in your computer).
- Click Import.
- After the import is successful, you will see four columns in a table (column title, column type, customer profile and sample data).
Now you have to edit the column type:
- Click the field Text in the Code line and change it in the pull-down menu to ID.
- Click Text in the line Customer and change it to Name.
- Click Text in the line Address and change it to Address 1.
- Tick all boxes in the Customer profile column.
- Click Save – after saving the column Sample data will be hidden.
Now you can start using the Customers module.