Fleets and Teams
Quick Reference Guide
Overview
Every Telogis Fleet account has an administrator. The administrator can see all the
vehicles, drivers, and markers belonging to the account, and has full authority to
perform any action, such as creating fleets and teams, adding drivers and markers,
assigning drivers to vehicles, creating reports, and so on. This quick reference guide will
cover setting up Fleets and Teams in Fleet.
Fleets and Teams are the main collections of vehicles and drivers. By organizing
your vehicles and drivers into fleets and teams you can specify the fleet, team, and/or
drivers to run reports on, or you can control what vehicles or drivers other users have
permission to use.
How to Access:
Navigation bar > Main > Fleets & Teams
There are two types of fleets and teams:
1. Hierarchy fleets and teams – Defined completely using the hierarchy*. Enables users
to work with vehicles or drivers based on their position in your organizational structure.
2. Explicitly created fleets and teams – Defined explicitly using information with
customers or organizing information about vehicles and drivers by some criterion other
than your company’s structure (example: truck type).
*The Administrator can set up a hierarchy based on the organizational structure (how to access: Navigation Bar > Tasks > Hierarchy). The hierarchy is made up of
nodes, or components, where each node represents access to information about a specific fleet of vehicles and a specific team of drivers. Typically, the nodes in the
hierarchy correspond to an area, location, or position within your organization.
Telogis Fleet | FLEETS AND TEAMS
Finding Your Way Around the Fleets and Teams Screen
ICON
ACTION
Fleets: Select this button to set up specified fleet criteria. Fleets are collections of vehicles.
Teams: Select this button to set up specified team criteria. Teams are collections of drivers.
Create: Create and add a new explicitly-defined fleet or team.
Clone: Create a new explicitly-defined fleet or team by first making a clone (copy) of the currently
selected fleet or team.
Export: Export the selected fleet or team to a spreadsheet.
Tag: Assign a tag to every vehicle or driver in the selected fleet or team. (examples: lift gate, boom
truck, etc. – administrator defines the type)
Set Asset Type: Set the asset type of every vehicle in the selected fleet to a single value (example:
chippers, construction, etc. – administrator defines the type)
Set Install Type: Set the install type of every vehicle in the selected fleet to a single value.
Manage Customer Shares: Manage shared accounts with Live customers.
Delete: Delete the selected fleet or team.
TAB
Details
Hierarchy
ACTION
Enables you to select the checkbox to make fleets and teams public to all users. Leaving the Available
to all users (Public) checkbox deselected only enables the creator and those given permission viewing
capability. Note: Selecting the Live Fleet (Fleet must be empty) checkbox indicates that the fleet is a
customer’s fleet created via Live.
Enables you to add or remove fleet or team members using the hierarchy
Telogis Fleet | FLEETS AND TEAMS
TAB
Flat List
ACTION
Enables you to add or remove fleet or team members using a list sorted by name.
User Permissions
Enables you to control who can work with the fleet or team.
Role Permissions
Enables you to control what roles** can work with the fleet or team.
Live
Enables you to create fleets and monitor vehicles within the fleet by providing your customer
with access to specified areas of your fleet account
Note: Tabs are available based on account permissions.
** The Administrator can set up roles (how to access: Navigation Bar > Tasks > Roles). Roles are common sets of tasks that a member of your business organization (such as
dispatcher, manager, personal assistant, human resources, etc.) needs to perform. You can define roles and specify the rights or privileges that go with them. Roles do not need
to be exclusive - a subuser can have an arbitrary number of roles.
Adding a New Fleet or Team
You will follow the same steps to set up a new Team as performed for setting up a new Fleet. The differences when setting
up a Team versus a Fleet are as follows:
• You will create a new Team Name (instead of a Fleet Name).
• Selecting the Flat List will display driver names to add to the team (instead of vehicles).
• Selecting the User Permissions will provide specified users with permissions to the Team (rather than permissions
to the fleet).
• Selecting the Role Permissions will provide specified roles with permissions to the Team (rather than permissions
to the fleet).
For the purposes of this guide, we’ll walk through setting up a new Fleet.
1. Click the Create Icon.
2. In the pop up window, add a Fleet Name and click OK.
3. To make this fleet viewable to all users, select the Available to all users (Public). Optional
4. To set the fleet up as a customer fleet, select the Live Fleet checkbox. Optional (see next section for more information)
5. Add vehicles to your New Fleet using either the Hierarchy tab or the Flat List tab.
Hierarchy Tab:
• Click the Hierarchy Tab located at the top of the panel.
• Click on the Hierarchy Folder and drill down to the fleet of choice.
• Note: You can locate a specific fleet using the Find to perform a search.
• Select vehicle checkboxes to add to the fleet. Optional
Flat List Tab:
• Click on the Flat List tab located in the top right panel.
• Click the checkbox beside each vehicle to add the vehicle to your fleet.
• Note: You can specify a Vehicle ID in the Filter to locate and display vehicles quickly.
Telogis Fleet | FLEETS AND TEAMS
6. Select User Permissions:
• Click on the User Permissions Tab located in the top right panel.
• Locate a User Name with the provided list.
• Note: You can specify a User Name in the Filter to locate and display users quickly.
• Directly below the list, select the radio button for applicable Item Rights and Member Rights for the user.
• Select the Only show user with access checkbox located in the top right corner of screen to verify selections. Optional
7. Select Role Permissions:
• Click on the Role Permissions tab located in the top right panel.
• Select a role from the Name list to enable the Rights located directly beneath the list.
• Select the radio button for applicable Item Rights and Member Rights for the role.
• Select the Only show user with access checkbox located in the top right corner of screen to verify selections. Optional
Sharing Fleet Visibility
There are times when it makes sense to share visibility of your fleet with other companies you work closely with. For example, you loan
5 vehicles (a fleet) to a company to perform a job. Let’s call this “Company ABC”. You can select the Live Fleet checkbox which will identify
the fleet as “Company ABC” fleet. This will allow you to monitor the fleet being used by “Company ABC”. You can also grant “Company
ABC” access to your Telogis Account to monitor their borrowed vehicles with the permissions you’ve set up and granted them.
To make your fleet a shared fleet, perform the following tasks:
1. Select the Live tab located at the top of the right panel.
2. Click the Share with Customer option located in the right panel to display the Create Share dialog box.
3. Enter a Username, Delivery Email Address, Expiration Date and amount of viewable History Days.
Note: Each new Share will auto fill with a new Sharing Key.
4. Click Save.
Note: Click the “+” beside the Username will display the assigned Sharing Key, Fleets, and Limit History information.
5. Click the Share with User option to display the Create Share dialog box which enables you to extend selected
access permissions to your customer.
6. Enter a Username and Email Address.
7 Select the checkboxes to indicate whether Lite User, and Limit History Days.
8. Select Item Rights and Member Rights from the dropdown options.
9. Click Create.
Once a Shared Fleet has been created, you may edit the expiration date or delete at any time.
For more information visit www.telogis.com or call 866-TELOGIS (866-835-6447)
www.telogis.com
Headquarters
20 Enterprise, Suite 100
Aliso Viejo, CA 92656 USA
+1 866-TELOGIS
(866-835-6447)
Europe
Century Court, Millennium Way
Bracknell, Berkshire RG12 2XT
United Kingdom
+44 (0) 203 005 8805
Latin America
Rua Samuel Morse 74, 7º, 71/72
CEP: 04576-060
São Paulo, SP Brasil
Tel: +55 11 2925-2900
Asia Pacific
104 Victoria Street,
Christchurch
New Zealand 8013
+64 3 339 2825
Copyright © 2016, All Rights Reserved. Telogis® is a registered trademark of Telogis, Inc. All other registered trademarks are the property of their respective owners.