FleetMonitoring User Guide

Use this guide to check vehicle locations, review journeys and generate reports in the FleetMonitoring dashboard.

Available features depend on your account permissions, system configuration and tracking equipment. Menu names may vary between dashboard versions. If an option described here is missing, contact your account administrator.

1. Logging In

1. Open the login page provided when your service was activated.
2. Enter your login details. If the form has separate account and username fields, complete both.
3. Enter your password and select Log In.
4. Open the map or select a vehicle from the available list.

If you cannot log in, check capital letters, Caps Lock and any spaces accidentally included when copying your details.

If you have forgotten your password, use the recovery option if available or contact your administrator. Never share your password.

Log out when you finish, especially when using a shared computer.

2. Checking a Vehicle’s Location

1. Open the vehicle map.
2. Select the vehicle you want to check.
3. Select Update, Refresh or the equivalent button if required.
4. Select a marker on the map to view the recorded information.

Always check the position’s date and time. The marker shows the last recorded location available for that vehicle. An older position does not confirm where the vehicle is now.

Depending on the device and configuration, position details may include:

• Date and time.
• Speed.
• Coordinates.
• Address.
• Event information.
• Additional vehicle data.

Use the map controls to zoom in or out. If the vehicle is not visible, check your vehicle selection and date range. Use the option to fit the map to the recorded points if available.

3. Viewing a Fleet or Vehicle Group

The group map lets you view the last known positions of several vehicles together.

1. Open the fleet or group map.
2. Select a vehicle group.
3. Confirm your selection if required.
4. Select a vehicle marker to view its details.

Vehicle positions may have different timestamps. Check how recent each position is before comparing locations or planning the next job.

If a vehicle is missing, check whether it belongs to the selected group and whether your user account has permission to view it.

4. Reviewing Journey History

1. Open the map for the selected vehicle.
2. Set the start and end dates.
3. Set the times if these fields are available.
4. Select Update, Show or the equivalent button.
5. Select recorded points on the map to view their details.

Start with a single day. A shorter period makes it easier to follow a journey and find a particular event.

Journey Replay

If journey replay is available, display the required history and select the playback control.

Replay shows recorded points in chronological order. It displays historical data rather than live vehicle movement.

Understanding the Route Display

The map shows positions recorded by the tracker. Lines between points may simply connect those positions rather than show the exact roads travelled.

Long gaps between records can make a route appear incomplete or show a straight line across an area.

Older Records

The availability of older journeys depends on your account’s data retention period. If a date falls outside that period, its records may no longer be available.

5. Understanding Stops and Vehicle Activity

Journey records and reports can help you review where a vehicle stopped and when it arrived at a location.

When interpreting the data:

• A speed of zero does not necessarily mean the ignition was switched off.
• A vehicle’s presence at a customer’s site does not confirm that work was being carried out.
• Time spent at a location is not automatically the same as an employee’s working time.
• The accuracy of arrival and departure times depends on the recorded data.

Ignition status is a separate parameter and requires suitable equipment and configuration.

6. Generating Reports

1. Open the Reports section.
2. Select an available report type.
3. Choose a vehicle or group, where supported.
4. Set the start and end dates and times.
5. Generate the report.
6. If export is available, choose one of the formats offered by the dashboard.

Depending on your account configuration, reports may cover:

• Detailed events.
• Last known locations.
• Speed records.
• Driving and stopped time.

For example, to review a vehicle’s activity on a Monday, select that vehicle and the full Monday date range.

Check the account’s time zone before interpreting timestamps.

Report calculations depend on the data source and configuration. For example, recorded mileage may be calculated from GPS positions or supplied by another source. It may not match the vehicle’s dashboard odometer.

7. Using Geofences

A geofence is a named area on the map, such as a depot, warehouse or customer’s premises.

Geofences can make locations easier to recognise. Entry and exit records depend on the features enabled for your account.

Creating a Geofence

If your permissions allow it:

1. Open the geofence management section.
2. Select the option to add a geofence.
3. Enter a clear name, such as “Main Warehouse”.
4. Set its location and boundaries using the available tools.
5. Save it and check the area on the map.

Allow enough space for the site and normal GPS position variation. A boundary drawn too tightly around a building may make entry and exit records harder to interpret.

Creating a geofence does not automatically enable alerts. Notifications require separate support and configuration. Contact your administrator to check which options are available.

8. Managing Vehicles and Groups

Users with the appropriate permissions can edit available vehicle descriptions and organise vehicles into groups.

Use clear names, such as a registration number followed by a short description. Groups can represent branches, teams or vehicle types.

After making changes:

1. Save the settings.
2. Check that the vehicle appears in the intended group.
3. Confirm that the relevant users can access it.

Do not change device identifiers or communication settings without guidance from your system administrator. Editing a vehicle’s description does not connect a new tracker to the system.

9. Users and Access Permissions

Each person should use an individual account.

Depending on the available settings, an administrator can manage access to vehicles, groups and dashboard functions.

If you cannot see a vehicle, report or settings page, ask your administrator to check your permissions.

Changing Your Password

1. Open the password change option in your user settings.
2. Complete the required fields.
3. Save the change.
4. Store your new password securely.

If you cannot access your account, follow the available recovery procedure or contact your administrator.

10. Additional Vehicle Data

Some installations provide information such as ignition status, mileage or fuel data.

Availability depends on:

• The vehicle.
• The tracker model.
• The installation and connections.
• The data source.
• The system configuration.

A GPS location alone does not provide fuel level or ignition status. If an expected parameter is missing, contact support to confirm what your installation can supply.

11. Frequently Asked Questions

Why has the vehicle’s position stopped updating?

Check the timestamp of the latest record, refresh the view and confirm that you selected the correct vehicle and date range.

An older position can result from transmission settings, limited mobile coverage, poor GPS reception or a power issue. A stationary marker alone does not identify the cause.

Why is there no journey history for the selected day?

Check the vehicle, date range, times and account time zone. Try a shorter period.

If records are still missing, contact support to check data availability and retention.

Why does the address differ from the location I recognise?

The address is generated from coordinates by a mapping service. It may refer to the nearest road or building.

Check the marker’s position and timestamp as well as the written address.

Why is the route shown as a straight line?

The map may be connecting consecutive recorded points. If there is a long gap between those points, the line may not follow the actual roads travelled.

Why can I not see fuel information?

Fuel data requires suitable hardware, a supported data source and system configuration. Ask support which parameters are available for the vehicle.

Can I use the dashboard on a phone?

Open the login page in your phone’s browser. The layout and available controls depend on the dashboard version.

If a map or table is difficult to use, try landscape orientation or access the dashboard from a computer.

Why are some functions missing from my account?

Features may be restricted by your permissions or may not be included in your system configuration. Contact your administrator for clarification.

12. Contacting Support

Use the contact details provided on the FleetMonitoring website or in your service information.

To help us investigate, include:

• Your account name.
• The vehicle name or registration.
• The date and time of the issue, including the time zone.
• What you were trying to do.
• What happened.
• Any error message.
• A screenshot, if helpful, with passwords and unrelated personal information removed.

Example:

“Vehicle ABC 123 has not shown a new position since 08:15 UK time on 3 November. I refreshed the map and checked today’s date range. Other vehicles are updating normally.”

Never include your password in a support request.