FleetOverview User Guide

Fleet Overview User Guide

Navigate to www.fleetoverview.co.nz to log in.

CONTENTS
Main Dashboard 2
Navigation 6
Vehicles 7
Drivers 8
Reports 9
Administration 10
Smartphone 18

P a g e 1 | 19
 FleetOverview User Guide

1. Main Dashboard

The Dashboard presented on login shows the current locations of your vehicles on a map, along with
a list of the vehicles on the left. All standard google map controls are available.

Clicking on a vehicle on the map brings up its last recording in a vehicle dashboard.

P a g e 2 | 19
 FleetOverview User Guide

Clicking on Quick Street View in the display box gives you an embedded google street view of that
location. Click Street View for a full page google street view.

Hover over a vehicle in the left hand column and a play button will appear. Click this to get a list of
the last 10 trips the vehicle has made, and click on one of the trips to get a map of the trip.

A “trip” is defined as the time between ignition on and ignition off and the unit sends a signal update
on every main directional change so you can see its progress.

Clicking on one of the green arrows (signal updates) brings up the vehicle dashboard display showing
what speed it was doing at the time, and allowing you a google street view of where the signal was
sent from.

There is also a “Follow” function in the blue box which will show you real-time tracking of this
vehicle.

P a g e 3 | 19
 FleetOverview User Guide

You can also click on the dropdown with Last 10 Trips to either pick a bigger history, select a day
from the last week, or at the very bottom enter a specific date range. Fleetoverview keeps
approximately 2 months of live trip history. Contact us if you need to access anything prior to this.

<- Back to List at the top left returns you to your Dashboard

Clicking on the vehicle label in the left hand column shows you the vehicle information recorded in
the system. Click on the x to close the window

P a g e 4 | 19
 FleetOverview User Guide

You may notice small purple camera icons on your map. These are traffic cameras. Clicking on one
will show you their latest image (to see traffic flow at that location). We also show you traffic flow
indication by the colouring of the roads – red for traffic stoppage and orange for slow traffic. (This is
calculated from the number of stationary/slow mobile phones detected on the road!)

Click the Toggle button at the top centre of the dashboard to remove the cameras from the screen if
you don’t want them in the display.

Along the top centre of the main Dashboard are “Alerts Events Charts Toggle” buttons

Alerts shows the most recent speed alerts if set up. Events shows the most recent signals received
from the units. Charts shows the alerts in a graphical display by vehicle. Toggle adds/removes the
traffic cameras from the display.

P a g e 5 | 19
 FleetOverview User Guide

2. Navigation

Your login appears along the top bar of fleetoverview.

Click on it to select Change Password. You must enter your existing password and the new one you
want twice.

Next to this is your Company name, the logout button and the version number of our software.

On the far right is the main navigation for

 Dashboard The current screen

 Vehicles (If your login has permission) A table of your Company Vehicles to maintain

 Drivers (If your login has permission) An optional table of Drivers to maintain

 Reports (If your login has permission) A menu of all system and custom reports

 Administration (If your login has permission) A menu of administrative functions.

On the top of the left hand column (where the vehicles are listed on the Dashboard) are:

 SEARCH (for large fleets)

Not only does this function as a normal Search facility … eg typing all or part of a registration to bring
up a vehicle, it has a number of built in search functions on a dropdown … eg only show moving
vehicles or vehicles going faster than x. etc

 Finders: A popup of filters to assist finding the vehicles you wish to see (for large fleets)

 Auto: A toggle to allow automatic refreshing of the screen every minute (leave on AUTO in
normal circumstances)

 Latest: Re-sorts the vehicle list to show the latest first

 All: Reset the screen to show all vehicles again

 Popup: List the vehicles in a printable window

 Save: Save the current Query in the Finders window

P a g e 6 | 19
 FleetOverview User Guide

3. Vehicles

Vehicles takes you to a table of all Company Vehicles to maintain – each has an EDIT and DELETE
button on the right, and there is a CREATE NEW button at the top.

For large fleets there is a SEARCH field at the top.

Each vehicle has a multi-tab window of information to maintain eg a title for the vehicle (Sales Rep
1), optionally an assigned driver, an image to appear on the dashboard map etc.

The CarJam option is the official online database that the technical and administrative vehicle
information is downloaded from.

If you wish to use them Tags and Zones are set up in Administration

The Reminders and Alerts tabs allow you to set up eg WOF reminders and/or speed or zone alerts.

P a g e 7 | 19
 FleetOverview User Guide

4. Drivers

Drivers takes you to a table of all Drivers to maintain – each has an EDIT and DELETE button on the
right, and there is a CREATE NEW button at the top.

For large operations there is a SEARCH field at the top.

Drivers is an optional feature.

Each driver has a window of information you may wish to store against them.

If you wish to use them, Schedules are set up in Administration.

P a g e 8 | 19
 FleetOverview User Guide

5. Reports

Available reports are listed down the side. Click to select one.

A selection box allows you to filter what vehicles to report on. Use the Vehicle dropdown menu and
Select All to get all vehicles covered. The date/time range to cover is also selectable.

Click Run Report to generate a screen report.

You may then elect to output the report to file by clicking on the disk icon, and depending on the
type you file you create you can use your normal print functions on it.

P a g e 9 | 19
 FleetOverview User Guide

6. Administration

The Administration screen has a menu on the left hand side.

The Provisioning section is an alternative way to the same Vehicles and Drivers screens as described
previously.

P a g e 10 | 19
 FleetOverview User Guide

Users is where you maintain who has access to the system, whether it be via browser or
smartphone.

Passwords should be at least 7 characters and are entered twice to prevent accidental mistyping.
Permissions is important in that you only want authorised people with Administration access as this
gives full power to set up and delete other Users.

Basic Users can only access the Dashboard display

We recommend setting the “Disable Hover Display” to True so that Play buttons, scroll bars etc are
always shown on windows rather than only when the cursor is hovering over them.

P a g e 11 | 19
 FleetOverview User Guide

Zones allow important areas, eg head office or important customer premises, to be geo-fenced
which can then have boundary crossings reported on.

Use Create New to set up areas.

Once in the Zone screen use the google map facilities to find the location you wish to mark.
Generally its easier to use if you switch to satellite imagery.

Then tick the “with default shape” checkbox and select from the dropdown. Normally the default
square shape is sufficient – this allows for 4 corners to the shape.

If it’s a more complicated shape use the Circle (100m radius) which has 23 corners to mark it.

Note the corner pins can be manually dragged and dropped with the mouse to match the shape of
the location.

Other shapes can be selected for marking large areas.

P a g e 12 | 19
 FleetOverview User Guide

Tags are user defined groups that can be useful for filtering large fleets.

They can be geographical (North South …) or functional (Sales Admin …) or whatever groupings are
appropriate.

Tags can be assigned in multiples so eg a North Sales vehicle can have both “North” and “Sales” tags
assigned rather than having to create a separate tag for “North Sales”, “South Sales” etc.

Tags simply require a name to create.

P a g e 13 | 19
 FleetOverview User Guide

Fleets can be used to combine Tags and Zones into different entities, again as a way of user defined
grouping of vehicles.

Basic assigning lets you check which Tags and Zones are combined in this Fleet and is sufficient for
99% of large fleets.

Advanced is a facility to build complicated attributes using AND OR functionality.

P a g e 14 | 19
 FleetOverview User Guide

Schedules is a facility for large operations that wish to record shifts against drivers.

Each Schedule has a name, days of the week and times of the day assigned to it.

P a g e 15 | 19
 FleetOverview User Guide

Subscriptions allow you to set up reports to be automatically run and emailed on a daily, weekly or
monthly basis.

Select the report, select which vehicles to report on, the report period and the time of day to run it.

Then you can select which users receive it … use the Add button for each person to have it emailed
and then the Save button to save the whole subscription.

P a g e 16 | 19
 FleetOverview User Guide

Reminders and Alerts are a central collection of all those that have been set up in the individual
vehicle maintenance.

Reminders can be set for Registration, WOF, COF, RUC and Odometer readings (for servicing etc).

Alerts are commonly set for Speeding and (Zone) Boundary crossings.

P a g e 17 | 19
 FleetOverview User Guide

7. Smartphone

Search and download the FleetOverview app from the Appstore.

Use your FleetOverview login to access it.

The default screen to load when you run it is a list of Vehicles with their last recorded location

Click on the Map button below to see their locations on a map. Use “Switch” on the map to change
to a satellite view

P a g e 18 | 19
 FleetOverview User Guide

Clicking on an individual vehicle from the list shows you its location

Click on the “=” tab on the left to bring up options

Recent, Today, Yesterday and 2 days ago Messages shows you trips the vehicle has made

Map, Street and Satellite lets you change the google maps view

“Detail” on the top right corner takes you to a scrolling screen with the vehicle’s details

P a g e 19 | 19