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1 RydeSmart Help

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3 Table of Contents Welcome to RydeSmart... 7 RydeSmart Components... 7 PRISM Unit... 8 System to RydeSmart Transaction... 8 The Location Flow Transaction in Detail for Prism... 8 System Requirements... 9 Logging in to RydeSmart Logging out of RydeSmart Installing Microsoft Silverlight Quick Access Menu About the Quick Access Menu Viewing Vehicle History Finding Nearest Vehicles Finding Nearest Landmarks Locating Vehicles and Subfleets Sending Messages to Vehicles (Plus or Plus One Customers) Searching for an Address Map View About Map View Styles Road (Standard Map) Aerial (Satellite Photo) Bird's Eye (Detailed Photo) Show Clusters Hide/Unhide About Map View Controls Pan Zoom Traffic Following Vehicles Using Tiled Maps Working with Fleets and Vehicles in the Map View About Fleets and Vehicles Working with Landmarks in the Map View About Landmarks Adding Landmarks in the Map View Viewing Landmarks in the Map View Deleting Landmarks in the Map View Data View About the Data View Events Tab Messages Tab Exceptions Tab Watchlist Tab Status Tab History Tab Nearest Tab Fleet and Vehicle Analytics About the Analytics Tab Vehicle Overview Creating Custom Dashboards for Fleets Creating Custom Dashboards for Individual Vehicles Editing Dashboards for Fleets or Vehicles Fleet Analysis iii

4 RydeSmart Help Fleet Trend Analytics Fuel Usage Trend Travel Trend Control Panel Functions Editing Vehicle Information Creating Drivers Editing Driver Information Creating Landmarks Editing Landmarks Deleting Landmarks Importing Landmarks Text File Format Excel File Format Zip Codes with Leading Zeros in Excel Saving Excel Files as Comma Delimited Format Files Creating Subfleets Adding Vehicles to Subfleets Removing Vehicles from a Subfleet Deleting Subfleets Creating Driver Groups Editing Driver Groups Deleting Driver Groups Creating Landmark Groups Editing Landmark Groups Deleting Landmark Groups About Creating Exception Conditions Creating Out of Service Exceptions Creating Scheduled Stop Exceptions Creating Stationary Vehicle Exceptions Creating Zone Exceptions Editing Exception Conditions Deleting Exception Conditions Creating Vehicle Watchlists for Users Removing Vehicles from a Watchlist Creating Vehicle Status Messages Editing Vehicle Status Messages Deleting Vehicle Status Messages Creating Users Editing User Information Deleting Users Configuring Time Restrictions for Users Configuring Data Restrictions for Users Creating Alerts Editing Alerts Deleting Alerts Reports Tab Importing Landmarks from the Reports Tab Text File Format Excel File Format Zip Codes with Leading Zeros in Excel Saving Excel Files as Comma Delimited Format Files Importing Landmark Files RydeSmart Web Reports Vehicle Reports Detailed Duration iv

5 Table of Contents Duration Report Configuration Exception Message On Site by Vehicle On Site by Vehicle Report Configuration Stationary Vehicle Report Stationary Vehicle Report Configuration On Site Reports On Site Detailed Report Scheduler Index v

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7 WELCOME TO RYDESMART RydeSmart is a full-featured GPS fleet location, tracking, and vehicle performance management system that lets you know where your fleet is at all times. Vehicles can be easily monitored from a central location, anytime, anywhere. Easy, intuitive, and powerful, RydeSmart's innovative technology is designed to help you lower operating expenses, provide better customer service, and reap the benefits of increased profitability. RydeSmart offers easy, real-time access to critical information. Whether you need to pinpoint your vehicle location, get accurate mileage or performance data, or even find out which trucks is closest to a customer's location, RydeSmart has the answers. RYDESMART COMPONENTS RydeSmart is a Web-based application that can be accessed from virtually any computer via a broadband internet connection. The maps and controls are provided by Microsoft Bing and Microsoft Silverlight. RydeSmart also provides users with quick and easy access to RydeSmart Web Reports. RydeSmart is a user interface which has limited administrative capabilities. For full administrator functions, you must install the RydeSmart Console. Devices called Vehicle Location Units (VLUs or Prism units) are installed in each vehicle. The Prism unit communicates with the rest of the RydeSmart system to track vehicle locations and receive and transmit coded messages. 7

8 RydeSmart Help PRISM Unit The Prism unit is a transceiver, a combination transmitter and receiver, with an attached antenna. It is contained in a black, weather-resistant, tamper-resistant box. A wire harness attaches the Prism unit to the vehicle to provide electrical power from the vehicle battery, and an antenna is mounted on or in the vehicle, also attached to the Prism unit. The Prism unit can be installed in a number of ways depending on your company s needs. The Prism unit is usually installed in the body of the vehicle to reduce the risk of tampering. System to RydeSmart Transaction RydeSmart databases and systems are carefully structured and continually monitored to ensure that each customer receives the correct information. Once your request for information is received, the RydeSmart system processes it. The code for messages is converted into the appropriate message string and displayed on your workstation. Vehicle positions are converted to geographic locations and displayed on the Map View. Updates on velocity and heading are calculated and the most recent data is displayed. Status changes, if any, are recorded and displayed. Exception Condition comparisons, if invoked, are made. The results are analyzed and either displayed or discarded. Before RydeSmart makes the requested information available to you, all of the calculations needed to provide the information in an accurate manner are made on the NCC servers. The Location Flow Transaction in Detail for Prism The Location Flow for a Prism unit is transparent to you. When you request location information from a vehicle, the following steps occur, depicted in the diagram following, starting at the top. 8

9 Quick Access Menu Working through a client workstation [A], communicating over the Internet [B], you connect with the NCC [C]. Using the Web-based software and graphical interfaces on your screen, you request the location of a particular vehicle(s). the NCC [C] sends a message over the Internet [D] to cell sites [E] instructing them to call the selected Prism unit(s) [F], using the IP address assigned to the vehicle(s). If the vehicle [F] is within a coverage area, the Prism unit answers its call and polls the GPS receiver to find out where it is located based on satellites [F1]. The unit takes this location information and sends it back to the cell site [G]. The cell site [G] sends the information over the Internet [H] to Teletrac's NCC [I] and it is stored in your company s database. The location information sent back does not need to be calculated by the NCC [I]. The information is made available to your workstation over the Internet [J], where it is displayed on your computer screen. The entire transaction usually takes approximately 30 seconds, depending on how many vehicles you are locating and the traffic load on the NCC. SYSTEM REQUIREMENTS RydeSmart requires the following minimum computer hardware specifications: Processor GHz or Better RAM 2 GB or more Video Card - 4 MB AGP Operating System - Windows 2000/XP/2003/Vista Home Premium/Vista Business/Windows 7 Note: Any software updates for the OS must be installed. Free HD space - approximately 15MB Standard Keyboard 17 Monitor RydeSmart requires the following system settings: High Speed Broadband Internet connection Internet Explorer 7.0 or higher Microsoft Silverlight Java installed and updated 9

10 RydeSmart Help Active Scripting enabled Web Caching disabled Possible Web Filter and Proxy Settings Adjustments to allow the Maps to download* Possible Pop Up Blocker adjustment to allow Maps and Data to download *The above system settings are usually standard across companies. However, some companies do not allow Java script downloads. This must be allowed in order to view maps. LOGGING IN TO RYDESMART To log in to RydeSmart, go to RydeSmart security group parameters are enforced by the Login procedure. All users must log in before using the software by providing an Account ID, Username and Password. The Username is associated with the correct Security Group when it is created so the User has access to only the privileges and functions necessary for that user. Type your Account ID, Username, and Password, and then click Login. Note: Click the Keep me logged in for 12 hours check box to avoid being automatically logged out after 30 minutes. Note: If a User enters an incorrect Account ID, Username or Password, a "The provided username or password failed" message is displayed. A valid Account ID, Username and Password are required. 10

11 Quick Access Menu LOGGING OUT OF RYDESMART To log out of RydeSmart, click Logout. There is a 30 minute timeout in RydeSmart and Web Reports if you did not choose to stay logged in for 12 hours at the time of log in. An inactivity warning is displayed after 20 minutes. Click Continue to continue using RydeSmart. Note: When you log on to RydeSmart, mark the Keep me logged in for 12 hours check box to avoid being automatically logged out after 30 minutes. INSTALLING MICROSOFT SILVERLIGHT The Bing Maps Silverlight Control automatically detects Microsoft Silverlight if it is installed on your computer. If Silverlight is not found, you are prompted to install Silverlight. For Silverlight installation instructions, click QUICK ACCESS MENU ABOUT THE QUICK ACCESS MENU The Quick Access Menu allows users to quickly run 24 Hour History playback, find the nearest vehicle to Landmark, address or vehicle, Locate vehicles, and create landmarks. The History, Nearest, Locate and Landmark options are displayed vertically. The Quick Access Menu has hide/unhide arrows which expand or collapse the menu. Expanded Collapsed 11

12 RydeSmart Help VIEWING VEHICLE HISTORY The History playback feature allows users to view all vehicle events in any 48 hour period. You can select the date and time to start the 48 hour playback period. The end date and time is 48 hours after the time you select. For example, if you select at 3:20 pm, the 48 hour playback shows where the vehicle was driven from that time until at 3:20 pm. Each event is represented by blue circles on the map along with a purple line connecting the events. Hover the cursor over the blue circles to view the vehicle name, date, time, and location. A 48 hour history playback slider bar appears at the bottom of the map. Use the slider bar to pause, resume, and playback events. There are three ways to view vehicle history in RydeSmart. You can view the history of a vehicle from the Quick Access Menu, select and view history for multiple vehicles, or view history of a single vehicle using the right-click menu. To view the vehicle history from the Quick Access Menu: 1. Click the History icon located on the Quick Access Menu. 2. Click on a vehicle. Note: To search for a vehicle, type a vehicle name in the Filter text box. 3. Select a Start Date/Time. The End Time, 48 hours from the Start Time, is submitted automatically. 4. Click Submit. 12

13 Quick Access Menu A slider appears below the Map View; the time will begin at -24 hours until the slider gets to Now. The user can pause by clicking on the pause button. Lastly, the user can drag the slider back to review a particular event. To view history for multiple vehicles: 1. In the Fleets and Vehicles list, mark the check boxes of the vehicles for which to show the 24 Hour Playback. 13

14 RydeSmart Help 2. Right-click anywhere in the Fleets and Vehicles list, and then click Last 24 Hours. The history playback for the selected vehicles is displayed in the Map View and the Data View. Note: Hover your mouse over the points along the 24 hour history path of a vehicle to see the status for that vehicle at a specific point. A popup window displays the vehicle name, date and time, location, status and speed at that point. To view 24 hour vehicle history using the right-click shortcut menu: 1. Right-click a vehicle on the Map View, Data View, or Fleets and Vehicles list. A pop-up menu appears. 2. Click Last 24 Hours. The player plays the vehicle's 24 hour history from the specified start time. 14

15 Quick Access Menu FINDING NEAREST VEHICLES The Nearest feature queries your entire fleet and finds the nearest vehicle to a landmark, address, or vehicle. The data appears in the Data View on the Nearest tab. To find the nearest vehicles to an address, landmark, or another vehicle: 1. Click the Nearest icon on the Quick Access Menu. The Find Nearest dialog box appears. 2. Click the Vehicles tab on the left side of the dialog box. 3. Check the boxes to select vehicles. If you check All Vehicles, the results will show the proximity of all vehicles to the selected reference point starting with the nearest. If you check boxes for some vehicles, the results will show the proximity of selected vehicles to the reference point starting with the nearest. Note: To find the nearest landmarks to an address, another landmark, or a vehicle, click the Landmark tab and check the boxes to select landmarks. The results in the Nearest tab will include the proximity of vehicles and landmarks to the selected reference point. 4. Do one of the following: On the To Address tab, type a complete address or part of an address, click Search, click the closest match in the search results, and then click Search. 15

16 RydeSmart Help Click the To Landmark tab, click a landmark name, and then click Search. Note: To search for a Landmark, type a landmark name in the Filter text box. Click the To Vehicle tab, click a vehicle name, and then click Search. 16

17 Quick Access Menu Note: To search for a vehicle, type a vehicle name in the Filter text box. The query results are displayed on the Nearest tab in the Data View. Finding the nearest vehicle to a point on the map: Right-click an address, landmark, or vehicle on the map, and then click Nearest Vehicle. Data is displayed in the Nearest tab in the data view. To find the nearest vehicle to a landmark from the landmark list: Right-click one or more landmarks in the list, and then click Nearest Vehicle. 17

18 RydeSmart Help FINDING NEAREST LANDMARKS The Nearest feature queries your entire fleet and finds the nearest landmark to an address, another landmark, or a vehicle. The data appears in the Data View on the Nearest tab. To find the nearest landmarks to an address, another landmark, or a vehicle: 1. Click the Nearest icon on the Quick Access Menu. The Find Nearest dialog box appears. 2. Click the Landmarks tab on the left side of the dialog box. 3. Check the boxes to select landmarks. If you check All Landmarks, the results will show the proximity of all landmarks to the selected reference point starting with the nearest. If you check boxes for some landmarks, the results will show the proximity of selected landmarks to the reference point starting with the nearest. Note: To find the nearest vehicles to an address, landmark, or another vehicle, click the Vehicles tab and check the boxes to select vehicles. The results in the Nearest tab will include the proximity of landmarks and vehicles to the selected reference point. 4. Do one of the following: On the To Address tab, type a complete address or part of an address, click Search, click the closest match in the search results, and then click Search. 18

19 Quick Access Menu Click the To Landmark tab, click a landmark name, and then click Search. Note: To search for a Landmark, type a landmark name in the Filter text box. Click the To Vehicle tab, click a vehicle name, and then click Search. 19

20 RydeSmart Help Note: To search for a vehicle, type a vehicle name in the Filter text box. The query results are displayed on the Nearest tab in the Data View. LOCATING VEHICLES AND SUBFLEETS The Locate feature locates vehicles and subfleets that are in a good coverage area and are not in Sleep Mode. The locate function records the location information in addition to the scheduled locate function. If a vehicle is in Sleep Mode status, the last known good location is displayed in the address column of the Events tab. No GPS Lock displays in the address column when a vehicle does not have GPS coverage and the icon is displayed next to the vehicle in the Data View, on the vehicle's right-click menu, and in place of the vehicle icon on the map. If a vehicle actively changes locations and No GPS Lock continues, contact the Customer Service. To locate vehicles or subfleets: 1. Click the Locate icon on the Quick Access Menu. 2. Click the expand arrow to view vehicles that belong to a subfleet. 3. Mark the box next to the vehicle to locate, and then click Locate. Note: Mark the box next to All Vehicles or Subfleet to locate all vehicles or the subfleet. To search for a vehicle, type a vehicle name in the Filter text box. 20

21 Quick Access Menu Once you send the locate command, an acknowledgement appears above the Map View tab. The Events tab of the Data View is updated with data. Shortcut: Right-click a vehicle on the map, then click Locate. 21

22 RydeSmart Help SENDING MESSAGES TO VEHICLES (PLUS OR PLUS ONE CUSTOMERS) The Messaging feature can send three types of messages to specific vehicles, subfleets, or the entire fleet. The types of outbound messages are canned messages, which are pre-programmed, form fill messages, which use existing forms with data completed by users, and free text messages with a maximum of 499 characters. To send messages to vehicles: 1. Click the Message icon in the Quick Access Menu. 2. Select the vehicles to receive the message. You can select all vehicles, one or more subfleets, or one or more vehicles. Note: Click the arrows to expand the fleet or subfleets and view individual vehicles. To search for specific vehicles or subfleets, start typing the vehicle or subfleet name in the Filter text box in the left side of the dialog box above the Fleets and Vehicles list. To search for a specific canned message, start typing the name of the message in the Filter box on the Canned tab. 3. Do one of the following: Click the Canned tab, then click the message to send. 22

23 Quick Access Menu Click on the Form Fill tab, click the form message, and then complete the form. Note: To search for a specific form fill message, start typing the name of the message in the Filter text box on the Form Fill tab. Click the Free Text tab and type a message. 23

24 RydeSmart Help 4. Click Send. Shortcuts On the Fleets and Vehicles list, right-click on a vehicle name, and then click Send Message. 24

25 Quick Access Menu On the Map View, right-click a vehicle icon, and then click Send Message. In the Data View, right-click a vehicle name, and then click Send Message. 25

26 RydeSmart Help SEARCHING FOR AN ADDRESS To search for an address: 1. In the Search text box on the Quick Address menu, start typing the address. A drop-down box appears with suggested matches for your address. 26

27 Quick Access Menu 2. Click the address from the drop-down list if the address you are searching for is displayed or continue typing the address. 3. When the filter text box is populated with the address, press Enter. The Map View zooms to the address. 27

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29 MAP VIEW ABOUT MAP VIEW STYLES RydeSmart users can choose to view different map styles. Users can view in 2D, road (standard map), aerial (satellite photo), or bird's eye view (detailed photo). Click the Hide/Unhide arrows to show or hide the map view styles and controls. To view tool tips, hover the cursor above each control. Road (Standard Map) The Road map displays the map in non Aerial or Bird's eye view. Landmarks, street, city, and state labels are viewable and 3D controls can be used while Road style is selected. 29

30 RydeSmart Help Aerial (Satellite Photo) The Aerial map provides real-life perspectives by letting users travel down to the street level to explore locations almost as if you were standing there in person. Travel along streets, investigate building facades. Bird's Eye (Detailed Photo) Bird's eye provides an Aerial map view at 45 degrees. Currently, this feature covers major metropolitan areas. As with the Road and Aerial map styles, you can use the standard navigation methods to pan, rotate and zoom the bird's eye imagery. 30

31 Working with Fleets and Vehicles in the Map View Show Clusters Click Options, and then mark the Show Clusters check box to show groups of vehicles and landmarks as clusters. Click Options, and then clear the Show Clusters check box to show individual landmarks and vehicles. Hide/Unhide Click the Hide icon to hide map styles and controls. Click the Unhide icon to display map styles and controls. 31

32 RydeSmart Help ABOUT MAP VIEW CONTROLS The Map View Controls are located on the upper left hand corner of the Map View tab. The controls are used to enhance the view of a geographical area. By default upon login, the map view displays centered on the map. The user will need to Pan and Zoom the map specific to the fleet vehicle(s), landmarks or locations of interest. Tool Tips can be viewed by hovering the cursor above each control. There are various ways to manipulate the map which are described in the topics below. When the Road or Aerial styles are selected, the Pan and Zoom controls will be the only controls enabled. When the Bird's Eye style is selected, all controls will be enabled including the Altitude, Rotate and Tilt functions. Click the Hide/Unhide arrows to show or hide the Map View controls. Pan Click on any direction on the compass, click and drag the map, or use the arrow keys on your keyboard to pan and navigate around the Map View. You can also move the cursor to the edge of the map, and then double click. Zoom Click the Zoom in button or the Zoom out button, rotate the mouse wheel, or press the plus sign(+) or the minus sign(-). Many of the functions allow the user to Zoom Local which quickly zooms into a vehicle, landmark, and any location on the map. Zoom Local is equivalent to 0.7 miles. 32

33 Working with Fleets and Vehicles in the Map View Traffic Traffic conditions are indicated on the Map View by a color overlay on major freeways and highways. The colors range from slow traffic (black lines) to fast moving traffic (green lines). The color legend is located on the upper left hand corner of the Map View. The traffic overlay can be disabled or enabled by clicking on Traffic. Note: In the United States, Bing Maps provides real-time traffic visualization. The data comes from Traffic.com and is available in several Metropolitan Areas, as shown on the following map: 33

34 RydeSmart Help Figure 1 Metropolitan areas with real-time traffic information available. The implementation in Bing Maps is very nice and shows the consequences of traffic incidents and construction sites as color-coded overlays for both sides of the freeways and highways. FOLLOWING VEHICLES The Follow Vehicle feature creates a new map window with the selected vehicle centered on the map. If the vehicle changes locations, the map will follow the vehicle and a purple line is drawn on the map connecting the two points. The map styles and controls are active while in the Follow Vehicle mode so a user can zoom in or out as needed. A user can follow multiple vehicles on separate map view windows by repeating the steps below. 1. With the Fleets and Vehicles expanded, right-click on a vehicle or to follow multiple vehicles, mark the check boxes to select vehicles and then right-click anywhere in the Fleets and Vehicles list. 2. On the popup menu, click Follow Vehicle. 34

35 Working with Fleets and Vehicles in the Map View Shortcut: 1. In the Map View, right-click on a vehicle. 2. On the popup menu, click Follow Vehicle. Note: A purple line illustrates the route that was driven. A box will appear above the Map View styles with the vehicle name, to stop following, simply close the box by clicking the "X". 35

36 RydeSmart Help USING TILED MAPS RydeSmart allows you to view multiple maps at one time using the tiled maps feature. The all vehicles map is displayed by default. However, you may want to view additional map tiles if you are zoomed in to specific landmarks, viewing 24 hour history playback for one or more vehicles, or following vehicles. Also, if you have subfleets in different geographical areas, you can use tiled maps to view multiple subfleets at the same time. To view multiple tiled maps at the same time: 1. In the Map View, click the Tiled Maps icon in the upper right corner. Note: If you already have active follow vehicle and 24 hour playback maps, those maps display as tiles when you click the Tiled Maps icon. 2. Follow one or more vehicles, or run 24 hour history playback on one or more vehicles. In the following sample, the tiled maps are All Vehicles, Follow 3 vehicles, and 24 hour playback for 4 vehicles. 36

37 Working with Fleets and Vehicles in the Map View Note: As you continue to follow more vehicles or run more instances of 24 hour playback, more tiles are added to the Map View. 3. Click the restore down icon on any map tile to display the All Vehicles map view. Your other active maps are displayed as tabs at the top of the map view. 37

38 RydeSmart Help WORKING WITH FLEETS AND VEHICLES IN THE MAP VIEW ABOUT FLEETS AND VEHICLES The Fleets and Vehicles list displays a hierarchy of subfleets first then once expanded, individual vehicle names are displayed. If no subfleets are created, only vehicle names are shown. If All Vehicles is expanded, the names of all existing vehicles are displayed on the list. To search the Fleets and Vehicles list, type the name of the vehicle in the Filter text box. 38

39 WORKING WITH LANDMARKS IN THE MAP VIEW ABOUT LANDMARKS Administrators can add landmarks directly to the map or from the Quick View menu in the Map View. You can also create landmarks and landmark groups from the Control Panel. See Creating Landmarks and Creating Landmark Groups. The Landmarks list shows all Landmarks that have been created. Click the expand arrow to display all landmark names in alphabetical order. To search the Landmarks list for a specific landmark, type the name of the landmark in the Filter text box. 39

40 RydeSmart Help ADDING LANDMARKS IN THE MAP VIEW RydeSmart allows administrators to add landmarks one at a time. Use the RydeSmart Admin Console to modify landmarks or delete multiple landmarks. You can delete individual landmarks in RydeSmart (see Deleting Landmarks). Landmarks can also be added in batches using the import landmark tool in RydeSmart Web Reports. For more information see Import Landmark. You can add a landmark at a specific address or at a specific point on the map. You can also create landmarks and landmark groups on the Control Panel tab. For more information, see Creating Landmarks and Creating Landmark Groups. To add a landmark at a specific address: 1. Click the Landmark icon on the Quick Access Menu. The Landmarks dialog box appears. 2. In the Landmark Name text box, type the name of your landmark. RydeSmart validates the landmark name to prevent duplicate names. Note: The following characters are not supported in Landmark names: *@$%^&()+, and the Tab character. 40

41 Working with Landmarks in the Map View 3. From the icon drop-down menu, click a landmark icon or accept the default icon. 4. In the Landmark Address text box, type the street address of your landmark, and then click Search. If you do not type a complete address, RydeSmart searches for the closest possible match. 5. To add the landmark to an existing landmark group, select the group from the Landmark Group dropdown list. To add the landmark to a new landmark group, click Add, type the name of the landmark group, and then click Save. 6. Select a radius. Note: Since on most occasions you do not enter or park at the building address, a radius can be put around a landmark. If you park or drive through the radius of a landmark, you will be considered in the landmark. When setting Exception Conditions it is important that both radius fields match. The radius must be at least one tenth of a mile (0.10 mi). If you are a Metric customer, the radius should be set to at least 1.6 kilometer. Mark the Hide on Map check box to hide the landmark in the Map View. 7. Click Save to add the landmark. To add a landmark at a specific point on the map: 41

42 RydeSmart Help 1. Zoom in to a location on the map where you would like to add a landmark. 2. Right-click on the location, and then click Add Landmark. 3. In the Landmark Name text box, type the name of your landmark. RydeSmart validates the landmark name to prevent duplicate names. The Landmark Address text box is already populated. 4. From the icon drop-down menu, click a landmark icon or accept the default icon. 5. Click Save to add the landmark. 42

43 Working with Landmarks in the Map View VIEWING LANDMARKS IN THE MAP VIEW 1. Click the expand arrow to display the Landmarks list. The Landmarks are listed in alphabetical order. Note: To search the Landmarks list for a specific landmark, type the name of the landmark in the Filter text box. 43

44 RydeSmart Help 2. Right-click on a Landmark name, and then click Zoom Local. The map zooms to the local level and the landmark is displayed at the center of the map. 44

45 Working with Landmarks in the Map View Note: If a Landmark has been added to the system but does not appear on your Map View or Landmarks list, log out and log back in or click the refresh button on your internet browser. Shortcut: 1. Right-click on the Landmark icon from the Map View. 2. Click on Zoom Local. 3. The map zooms to the local level and the landmark is displayed on the center of the map. 45

46 RydeSmart Help DELETING LANDMARKS IN THE MAP VIEW Administrators can delete existing landmarks in RydeSmart. This helps you manage your landmarks by deleting those landmarks that are no longer used or were created by mistake. To delete a landmark from the landmark list or from the map: 1. Right-click the landmark, and then click Delete Landmark. The Confirm Delete dialog box appears. 2. Click Yes to delete the landmark or click No to cancel. 46

47 DATA VIEW ABOUT THE DATA VIEW The Data View displays the Events, Messages, Exceptions and Nearest tab which show data either sent from the or information requested by the user. The Data View can be hidden or displayed by clicking hide/unhide arrows to provide the user with a larger view of the Map View. To resize the Data View, click between the map and the Data View and adjust the height up or down. To rearrange columns in the Data View, click in a column header and drag it to the desired position. Click the X on the right corner of any tab to close it. When you log out of RydeSmart, the default columns and order are restored. The information in the Data View can be sorted by clicking on the title columns; also, the information corresponds to information in the Map View. Many of the RydeSmart functions can be accessed by right clicking anywhere in the Data View. Note: There is a 200 row maximum on each of the Data View tabs. First in first out (FIFO) rule applies if any Data View tab exceeds 200 lines. EVENTS TAB The Events tab displays information regarding the last location or event of each vehicle. For example, the data in the Events updates each time the user sends a locate request from RydeSmart or the vehicle sends in a scheduled locate or message. The data elements are Vehicle, Event Time, Status, Address, Cross Street, Speed, Longitude/Latitude, and Received Time. Note: Start typing a vehicle name, event time, status, address, or cross street in the Filter text box to filter data in the Events tab. Data in the Events tab can be viewed on the Dashboard Summary and Detailed reports. 47

48 RydeSmart Help Note: By default the Events tab is selected. However, if you click other tabs, you must click the Events tab to return to that view. To rearrange columns in the Data View, click in a column header and drag it to the desired position. When you log out of RydeSmart, the default column order is restored. MESSAGES TAB The Messages tab displays all inbound driver and vehicle entered messages. Some high priority messages come in as pop up alerts in addition to displaying in the Messages tab and alerts above the map view. The Messages tab displays Vehicle, Event Time, Type, Message, Address, Speed, and Received Time in the column which can be sorted as desired by clicking on the column titles. When a message is sent, a green message banner will display below the Map View with vehicle, message and timestamp information. Note: Start typing a vehicle name, event time, message, address, or cross street in the Filter text box to filter data in the Messages tab. Note: By default the Events tab is selected. However, if you click other tabs, you must click the Events tab to return to that view. To rearrange columns in the Data View, click in a column header and drag it to the desired position. When you log out of RydeSmart, the default column order is restored. EXCEPTIONS TAB Exception Conditions are rules or vehicle location limitations usually based around a landmark (zone) or vehicle (stationary). See Creating Zone Exceptions. If the Exceptions tab is not selected, the tab will display the number of exceptions that have been triggered. The tab displays Vehicle name(s), which Exceptions were triggered, and Received (timestamp). If the Exception Condition is not configured as a pop up alert, then the exception displays with a amber message banner below the Map View and the Exceptions tab. 48

49 Data View Exception Conditions can also be viewed in the Exception report and can be setup to or send out a text alert to any enabled mobile phone or address. Contact the Customer Service for more set up details. Notes: If pop up alerts are not configured, the Exception Conditions display as seen below. Click on the message banner below the Map View to see all Exceptions that were triggered. By default the Events tab is selected. However, if you click other tabs, you must click the Events tab to return to that view. To rearrange columns in the Data View, click in a column header and drag it to the desired position. When you log out of RydeSmart, the default column order is restored. WATCHLIST TAB The Watchlist tab displays the Vehicle, Status, Last Message, Address (closest landmark), Cross Street, Speed, Longitude/Latitude, and Last Updated date and time for vehicles. You must add the vehicles to the watchlist in the Admin Console for them to be displayed on the Watchlist tab in RydeSmart. Notes: By default the Events tab is selected. However, if you click other tabs, you must click the Events tab to return to that view. To rearrange columns in the Data View, click in a column header and drag it to the desired position. When you log out of RydeSmart, the default column order is restored. Start typing a vehicle name, status, address, or cross street in the Filter text box to filter data in the Watchlist tab. You can assign vehicles to a watchlist in RydeSmart. See Creating Watchlists for Users. 49

50 RydeSmart Help STATUS TAB The Status tab displays the last reported status change for vehicles in the fleet. The Status tab has columns for each possible status change. Vehicles that just changed to a specific status populate the column for that status. The status columns are: No Status Available In Yard In Route Lunch Out of Service Priority Alert Violation Not Available Sleep Mode Ignition On Ignition Off Note: By default the Events tab is selected. However, if you click other tabs, you must click the Events tab to return to that view. To rearrange columns in the Data View, click in a column header and drag it to the desired position. When you log out of RydeSmart, the default column order is restored. HISTORY TAB The History tab displays information regarding the locations of a vehicle at points in time during a 24 hour playback for the vehicle. To populate the History tab with data, view the 24 hour playback for one or more vehicles (see Viewing Vehicle History). The data elements are Vehicle, Event Time, Status, Message, Address, Cross Street, Speed, and Longitude/Latitude. Notes: By default the Events tab is selected. However, if you click other tabs, you must click the Events tab to return to that view. To rearrange columns in the Data View, click in a column header and drag it to the desired position. When you log out of RydeSmart, the default column order is restored. Start typing a vehicle name, event time, status, message, address, or cross street in the Filter text box to filter data in the History tab. 50

51 Data View NEAREST TAB When you use the Nearest feature, the nearest vehicle information is displayed in the Nearest tab located in the Data View. The Data View displays up to 20 of the closest vehicles, sorted by duration. Right-click a vehicle name to use the menu options. The columns include Vehicle, Travel Time, Distance, Address, Cross Street, and Destination. Notes: By default the Events tab is selected. However, if you click other tabs, you must click the Events tab to return to that view. To rearrange columns in the Data View, click in a column header and drag it to the desired position. When you log out of RydeSmart, the default column order is restored. Start typing a destination, vehicle name, address, or cross street in the Filter text box to filter data in the Nearest tab. 51

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53 FLEET AND VEHICLE ANALYTICS ABOUT THE ANALYTICS TAB The Analytics tab features fleet and vehicle usage analysis. You can the usage of groups of vehicles, subfleets, or the entire fleet. You can also create custom dashboards to perform specific analyses for an individual vehicle, groups of vehicles, or all vehicles in your fleet. The graphic boxes containing data, called widgets, in the Analytics reports can be moved, resized, and closed. To move a widget, click in the widget and drag it to the desired location. To resize a widget, click on a corner or edge of the widget and drag the mouse to enlarge it or push the mouse to make the widget smaller. To close a widget, click the X in the upper-right corner. VEHICLE OVERVIEW The Vehicle Overview provides a snapshot of usage for a single vehicle over the last 24 hours. The Utilization Overview shows the total mileage, travel time, and idling time. Last Location shows the last known location, heading, and status of the selected vehicle. Speed Detail shows the percentage of time a vehicle was traveling at within a particular speed range. This is represented with a bar graph. The Detailed Summary shows the name of the vehicle, the date and time of status changes, the vehicle status, and the locations at which the vehicle reported status changes. To view the vehicle overview: Right-click on a vehicle in the Fleets and Vehicles list, and then click Vehicle Overview. The Vehicle Overview appears. 53

54 RydeSmart Help CREATING CUSTOM DASHBOARDS FOR FLEETS To create a dashboard for a fleet, subfleet, or multiple vehicles: 1. In RydeSmart, click the Analytics tab. 2. In the Fleets and Vehicles list, mark the check boxes for a fleet, subfleet, or multiple vehicles, rightclick anywhere in the list, and then click New Dashboard. The Edit Dashboard dialog box appears. 54

55 Fleet and Vehicle Analytics 3. Type a name in the Dashboard Name text box. 4. From the display type drop-down menu, select the image for the dashboard. 5. Check the boxes for the performance data to include on the Dashboard. You can configure Fleet Analytics reports to include the following fleet performance data: Heading Alert Count AVG Idle Time AVG Idle Time Trend AVG Miles AVG PTO Time Description The vehicles in the fleet with the highest number of alert events during the last 24 hours. Idle time for each vehicle is captured based on JBUS or idle accumulator data. The average idle time is the total idle time for all vehicles in the fleet divided by the number of vehicles in the fleet. Trend analysis of idle time for the selected fleet. The average idle time for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Average miles driven is based on odometer readings for vehicles. Average miles driven is calculated based on the total miles driven divided by the number of vehicles in the fleet. Average PTO is the total time PTO was on for all vehicles in the fleet divided by the number of vehicles in the fleet. JBus/OBDII must set up and working 55

56 RydeSmart Help properly in order to populate to provide data for average PTO time. Accounts must have PTO set up and working correctly to populate AVG PTO. AVG PTO Time Trend AVG Travel Time AVG Travel Time Trend AVG Usage Catastrophic Event Trend Fleet Utilization (%) Idle Time Speeding Event Count Total Exception Event Trend Trend analysis of PTO time for the selected fleet. The average PTO time for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Average travel time is the total amount of time driven by all vehicles in the fleet divided by the number of vehicles in the fleet. Trend analysis of travel time for the selected fleet. The average travel time for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Average usage is based on moving or PTO ON status messages. Average usage is the total moving time for the fleet divided by the total number of vehicles in the fleet. Trend analysis of catastrophic events for the selected fleet. The average number of catastrophic events for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Fleet utilization displays the percentage of the customer's fleet that was in use for each hour over the last 24 hours. The percentage scale is on the vertical axis on the left and the times of day are on the horizontal axis. There is a bar on the graph for each hour of the day. Mouse over the bar to view the time and utilization percentage in a popup window. Idle time displays the ten vehicles in the fleet with the most idle time. This bar graph includes the vehicle names, the amount of idle time, and a bar illustrating the amount of idle time. Speeding events are customer-defined speeding thresholds. When a driver exceeds the speeding threshold, a speeding event is reported. The speeding event count displays the ten vehicles in the fleet with the highest numbers of speeding events during the last 24 hours. This bar graph includes the vehicle names, the number of speeding events, and a bar illustrating the number of speeding events. Trend analysis of exception events for the selected fleet. The average number of exception events for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. 56

57 Fleet and Vehicle Analytics Total Fault Event Trend Total Speeding Event Trend Utilization % Trend analysis of fault events for the selected fleet. The average number of fault events for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Trend analysis of speeding events for the selected fleet. The average number of speeding events for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. The ten least utilized vehicles during the last 24 hours. Utilization % Trend Trend analysis of utilization percentage for the selected fleet. The average utilization percentage time for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. 6. Click Save. The new Dashboard name appears as a tab in the Analytics view. Note: To export data from a vehicle, Dashboard, click the Dashboard header. icon on the right side of the CREATING CUSTOM DASHBOARDS FOR INDIVIDUAL VEHICLES To create a dashboard for an individual vehicle: 1. In RydeSmart, click the Analytics tab. 2. In the Fleets and Vehicles list, mark the check box for a vehicle, right-click anywhere in the list, and then click New Dashboard. The Edit Dashboard dialog box appears. 57

58 RydeSmart Help 3. Type a name in the Dashboard Name text box. 4. From the display type drop-down menu, select the image for the dashboard. 5. Check the boxes for the performance data to include on the Dashboard. You can configure Fleet Analytics reports to include the following fleet performance data: Heading Alert Count AVG Idle Time AVG Idle Time Trend AVG PTO Time AVG PTO Time Description The vehicles in the fleet with the highest number of alert events during the last 24 hours. Idle time for each vehicle is captured based on JBUS or idle accumulator data. The average idle time is the total idle time for all vehicles in the fleet divided by the number of vehicles in the fleet. Trend analysis of idle time for the selected fleet. The average idle time for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Average PTO is the total time PTO was on for all vehicles in the fleet divided by the number of vehicles in the fleet. JBus/OBDII must set up and working properly in order to populate to provide data for average PTO time. Accounts must have PTO set up and working correctly to populate AVG PTO. Trend analysis of PTO time for the selected fleet. The average PTO time for 58

59 Fleet and Vehicle Analytics Trend AVG Travel Time AVG Travel Time Trend AVG Usage Detailed Summary Catastrophic Event Score Trend Fleet Utilization (%) Idle Time Last Location Speed Detail (mph) Speeding Event Count Total Exception Event Trend the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Average travel time is the total amount of time driven by all vehicles in the fleet divided by the number of vehicles in the fleet. Trend analysis of travel time for the selected fleet. The average travel time for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Average usage is based on moving or PTO ON status messages. Average usage is the total moving time for the fleet divided by the total number of vehicles in the fleet. All messages for the vehicle in the last 24 hours. Trend analysis of catastrophic events for the selected fleet. The average number of catastrophic events for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Fleet utilization displays the percentage of the customer's fleet that was in use for each hour over the last 24 hours. The percentage scale is on the vertical axis on the left and the times of day are on the horizontal axis. There is a bar on the graph for each hour of the day. Mouse over the bar to view the time and utilization percentage in a popup window. Idle time displays the ten vehicles in the fleet with the most idle time. This bar graph includes the vehicle names, the amount of idle time, and a bar illustrating the amount of idle time. The last location reported for the selected vehicle. Breakdown of the percentage of time a vehicle is traveling at a given speed in the last 24 hours. Speeding events are customer-defined speeding thresholds. When a driver exceeds the speeding threshold, a speeding event is reported. The speeding event count displays the ten vehicles in the fleet with the highest numbers of speeding events during the last 24 hours. This bar graph includes the vehicle names, the number of speeding events, and a bar illustrating the number of speeding events. Trend analysis of exception events for the selected vehicle. The number of exception events for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow 59

60 RydeSmart Help to select daily or hourly data. Click Refresh to update the display for any changes you made. Total Fault Event Trend Total Speeding Event Trend Utilization % Utilization % Trend Trend analysis of fault events for the selected vehicle. The number of fault events for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Trend analysis of speeding events for the selected fleet. The average number of speeding events for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. The ten least utilized vehicles during the last 24 hours. Trend analysis of utilization percentage for the selected fleet. The average utilization percentage time for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Utilization Overview The mileage, travel time, and idle time for the vehicle during the last 24 hours. 6. Click Save. The new Dashboard name appears as a tab in the Analytics view. Note: To export data from a vehicle, Dashboard, click the Dashboard header. icon on the right side of the EDITING DASHBOARDS FOR FLEETS OR VEHICLES To edit a dashboard for a vehicle, group of vehicles, or subfleet: 1. In RydeSmart, click the Analytics tab. 2. Right-click anywhere in the vehicles list, and then click the dashboard to edit or click the tab for the dashboard to edit, and then click the icon. The Edit Dashboard dialog box appears. 60

61 Fleet and Vehicle Analytics 3. Type a new name in the Dashboard Name text box (optional). 4. From the display type drop-down menu, select the image for the dashboard. 5. Check the boxes for the performance data to include on the Dashboard. 6. Click Save. The new Dashboard name appears as a tab in the Analytics view. FLEET ANALYSIS Fleet Analysis is an optional feature and is displayed only for accounts that have the Analytics module enabled. When the Analytics module is enabled, an Analytics tab is displayed between the Map View tab and the Reports tab. When you click the Analytics tab, RydeSmart shows a Fleet Analysis report. This report is an analysis of all vehicles in the fleet from the time you run the report to 24 hours prior. To run the Fleet Analysis report: 1. In RydeSmart, click the Analytics tab. 2. In the Fleets and Vehicles list, right-click anywhere in the list, and then click Fleet Analysis. The Fleet Analysis report appears. The controls in fleet level dashboards are dockable and can be re-sized, moved, and closed. 61

62 RydeSmart Help Fleet Analysis reports include graphical representations of the following fleet performance data: Heading Fleet Utilization (%) Idle Time Speeding Event Count Alert Count Description Fleet utilization displays the percentage of the customer's fleet that was in use for each hour over the last 24 hours. The percentage scale is on the vertical axis on the left and the times of day are on the horizontal axis. There is a bar on the graph for each hour of the day. Mouse over the bar to view the time and utilization percentage in a popup window. Idle time displays the ten vehicles in the fleet with the most idle time. This bar graph includes the vehicle names, the amount of idle time, and a bar illustrating the amount of idle time. Speeding events are customer-defined speeding thresholds. When a driver exceeds the speeding threshold, a speeding event is reported. The speeding event count displays the ten vehicles in the fleet with the highest numbers of speeding events during the last 24 hours. This bar graph includes the vehicle names, the number of speeding events, and a bar illustrating the number of speeding events. The Alert Count consists of customer-defined exception conditions, which cause alerts to be reported. For example, if a customer has defined a geographic zone for a vehicle to remain in, an alert is reported when the vehicle leaves that zone. The alert count displays the ten vehicles in the fleet with the highest numbers of exception condition alerts during the last 24 hours. This bar graph includes the vehicle names, the number of alerts, and a bar illustrating the number of alerts. Utilization % Catastrophic Event Score Fault Count Lowest MPG Lowest utilization displays the ten vehicles in the fleet that were driven the least during the last 24 hours. Utilization = ([Drive Time] + [PTO Time]) / [Total Time]. This bar graph includes the vehicle names, the percentage of time utilized as a decimal, and a bar illustrating the amount of time each vehicle was used. Catastrophic events are customer-defined thresholds for Hard Brake, Hard Stop, and Driver incident. Catastrophic event score displays the ten vehicles with the highest numbers of catastrophic events during the last 24 hours. This bar graph includes the vehicle names, the number of catastrophic events, and a bar illustrating the catastrophic event score. The vehicles in the fleet with the highest catastrophic event scores during the last 24 hours. Score Values: Hard Stop = 3 points, Hard Brake = 1 point. The must be running a Safety Analytics build and the account must be set up to support Safety Analytics Product ID Entries in the fault count chart represent OBDII faults that trigger a check engine light. The fault count displays the ten vehicles in the fleet with the highest numbers of faults during the last 24 hours. This bar graph includes the vehicle names, the number of faults, and a bar illustrating the number of speeding events. JBus/OBDII must set up and working properly in order to populate Fault Code. Lowest MPG displays the ten vehicles with the lowest fuel efficiency reported during the last 24 hours. This bar graph includes the vehicle 62

63 Fleet and Vehicle Analytics names, the number of faults, and a bar illustrating the fuel efficiency in miles per gallon. JBus/OBDII must set up and working properly in order to populate Lowest MPG. FLEET TREND ANALYTICS RydeSmart enables you to view trend data for your fleet, subfleets, and groups of vehicles. The trend graphs show averages for selected categories over a selected time period. The trend data options are available on the dashboard. To view trend analytics data for a fleet, subfleet, or group of vehicles: 1. In RydeSmart, click the Analytics tab. 2. In the Fleets and Vehicles list, mark the check box for a vehicle, right-click anywhere in the list, and then click New Dashboard. The Edit Dashboard dialog box appears. 3. Type a name in the Dashboard Name text box. 4. From the display type drop-down menu, select the image for the dashboard. 5. Check the following boxes for the trend data to include on the Dashboard. Heading Catastrophic Event Trend Description Trend analysis of catastrophic events for the selected fleet. The average number of catastrophic events for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down 63

64 RydeSmart Help arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Engine Time Trend Trend analysis of engine time for the selected fleet. The average engine time for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. to Exception Event Trend Fault Event Trend Idle Time Trend Miles Driven Trend Trend analysis of exception events for the selected fleet. The average number of exception events for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Trend analysis of fault events for the selected fleet. The average number of fault events for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Trend analysis of idle time for the selected fleet. The average idle time for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Trend analysis of miles driven for the selected fleet. The average miles driven for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. to MPG Trend PTO Time Trend Trend analysis of MPG for the selected fleet. The average MPG for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Trend analysis of PTO time for the selected fleet. The average PTO time for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. 64

65 Fleet and Vehicle Analytics Speeding Event Trend Travel Time Trend Trend analysis of speeding events for the selected fleet. The average number of speeding events for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Trend analysis of travel time for the selected fleet. The average travel time for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. Utilization % Trend Trend analysis of utilization percentage for the selected fleet. The average utilization percentage time for the fleet is displayed on the Y axis on the graph and the dates and times of the averages are displayed on the X axis. Click the calendar icons to select a new date range. Click the drop-down arrow to select daily or hourly data. Click Refresh to update the display for any changes you made. 6. Click Save. The new Dashboard name appears as a tab in the Analytics view. The Trend Analysis Dashboard appears. 65

66 RydeSmart Help FUEL USAGE TREND The Fuel Usage Trend report shows the fuel consumption trend for a single, vehicle, a group of vehicles, or the entire fleet. Miles Per Gallon is displayed on the Y axis and time is displayed on the X axis. To view the Fuel Usage Trend Report: 1. Log in to Fleet Director. 2. Click the Analytics tab. 3. Mark the check boxes for the vehicles to select, then right-click and click Fuel Usage Trend. You can also right-click All Vehicles or any subfleet. The Fuel Usage Trend report is displayed. TRAVEL TREND The Travel Trend report shows the average travel time trend and average miles driven for a single, vehicle, a group of vehicles, or the entire fleet. In the first graph, minutes are displayed on the Y axis and time is displayed on the X axis. In the second graph, miles are displayed on the Y axis and time is displayed on the X axis. 66

67 Fleet and Vehicle Analytics To view the Travel Trend Report: 1. Log in to Fleet Director. 2. Click the Analytics tab. 3. Mark the check boxes for the vehicles to select, then right-click and click Travel Trend. You can also right-click All Vehicles or any subfleet. The Travel Trend report is displayed. 67

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69 CONTROL PANEL FUNCTIONS EDITING VEHICLE INFORMATION Administrators for alias accounts can access vehicle maintenance information and edit vehicles to add vehicle aliases. To edit a vehicle: 1. In RydeSmart, click the Control Panel tab. 2. Under Resources on the left pane, click Vehicles. 3. In the Vehicles list, click the vehicle to edit. Note: To search for a vehicle to edit, start typing a vehicle name in the Filter text box. 4. Type the vehicle alias in the Name field. 5. Click Save. CREATING DRIVERS You must be an administrator to create drivers. To create a driver: 1. In RydeSmart, click the Control Panel tab. 69

70 RydeSmart Help 2. Under Resources on the left pane, click Drivers. The Create Drivers window appears. 3. Click the icon. 4. Complete the driver information. Driver ID Supervisor Key Fob First Name Last Name Mobile1 Mobile2 Last Physical License Number Expiration Date Field Description The Driver ID can be alphanumeric but, because this must be entered in the MDT, numeric is suggested. Though the Driver ID can be only one character, it is recommended that this is four or more characters. This check box allows you to mark a driver as a Supervisor for Auto Move to Subfleet capabilities. The number of the RFID key fob a driver can log in with when equipped. First name of the driver. Last name of the driver. First mobile phone number for the driver. Second mobile phone number for the driver. Date of the driver's last physical. Driver's license number. Driver's license expiration date. 70

71 Control Panel Functions Address City State MDT Password Confirm Password Street address as listed on the driver's license. City as listed on the driver's license. State as listed on the driver's license. If you are using Teletrac's Hours of Service features, you would enter the Driver ID's password here. Retype the HOS MDT Password here for confirmation. 5. Click Save. EDITING DRIVER INFORMATION Administrators for alias accounts can access and edit driver information. To edit driver information: 1. In RydeSmart, click the Control Panel tab. 2. Under Resources on the left pane, click Drivers. 3. In the Driver list, click the driver to edit. Note: To search for a driver to edit, start typing a driver name in the Filter text box. 4. Change the driver information as desired. 71

72 RydeSmart Help Driver ID Supervisor Key Fob First Name Last Name Mobile1 Mobile2 Last Physical License Number Expiration Date Address City State MDT Password Confirm Password Field Description The Driver ID can be alphanumeric but, because this must be entered in the MDT, numeric is suggested. Though the Driver ID can be only one character, it is recommended that this is four or more characters. This check box allows you to mark a driver as a Supervisor for Auto Move to Subfleet capabilities. The number of the RFID key fob a driver can log in with when equipped. First name of the driver. Last name of the driver. First mobile phone number for the driver. Second mobile phone number for the driver. Date of the driver's last physical. Driver's license number. Driver's license expiration date. Street address as listed on the driver's license. City as listed on the driver's license. State as listed on the driver's license. If you are using Teletrac's Hours of Service features, you would enter the Driver ID's password here. Retype the HOS MDT Password here for confirmation. 5. Click Save. CREATING LANDMARKS RydeSmart allows administrators to add landmarks one at a time. Use the Admin Console to modify landmarks or delete multiple landmarks. You can delete individual landmarks in RydeSmart (see Deleting Landmarks). Administrators can also add landmarks in batches using the import landmark tool in RydeSmart Web Reports. For more information see Importing Landmarks. You can add a landmark at a specific address or at a specific point on the map. To create a landmark: 1. In RydeSmart, click the Control Panel tab. 2. Under Resources on the left pane, click Landmarks. 3. Click the icon under the Landmarks list. 4. In the Landmark Name text box, type the name of your landmark. RydeSmart validates the landmark name to prevent duplicate names. 72

73 Control Panel Functions Note: The following characters are not supported in Landmark names: and the Tab character. 5. From the icon drop-down menu, click a landmark icon or accept the default icon. 6. In the Landmark Address text box, type the street address of your landmark, and then click Search. If you do not type a complete address, RydeSmart searches for the closest possible match. 7. To add the landmark to an existing landmark group, select the group from the Landmark Group dropdown list. To add the landmark to a new landmark group, click Add, type the name of the landmark group, and then click Save. 8. Select a radius. Note: Since on most occasions you do not enter or park at the building address, a radius can be put around a landmark. If you park or drive through the radius of a landmark, you will be considered in the landmark. When setting Exception Conditions it is important that both radius fields match. The radius must be at least one tenth of a mile (0.10 mi). If you are a Metric customer, the radius should be set to at least 1.6 kilometer. 9. Mark the Hide on Map check box to hide the landmark in the Map View. 10. Click Save to create the landmark. EDITING LANDMARKS You must be an administrator to edit landmarks. To edit a landmark: 1. In RydeSmart, click the Control Panel tab. 2. Under Resources on the left pane, click Landmarks. 73

74 RydeSmart Help 3. In the Landmarks list, double-click the landmark to edit. The name of the landmark appears in the Landmark Name text box. Note: To search for a landmark to edit, start typing a landmark name in the Filter text box. 4. Edit the landmark name as needed. Note: The following characters are not supported in Landmark names: *@$%^&()+, and the Tab character. 5. To change the landmark address, in the Landmark Address text box, type the street address of your landmark, and then click Search. If you do not type a complete address, RydeSmart searches for the closest possible match. 6. To add the landmark to an existing landmark group, select the group from the Landmark Group dropdown list. To add the landmark to a new landmark group, click Add, type the name of the landmark group, and then click Save. 7. Select a radius. Note: Since on most occasions you do not enter or park at the building address, a radius can be put around a landmark. If you park or drive through the radius of a landmark, you will be considered in the landmark. When setting Exception Conditions it is important that both radius fields match. The radius must be at least one tenth of a mile (0.10 mi). If you are a Metric customer, the radius should be set to at least 1.6 kilometer. 8. Mark the Hide on Map check box to hide the landmark in the Map View. 9. Click Save to save the landmark. 74

75 Control Panel Functions DELETING LANDMARKS You must be an administrator to delete landmarks. To delete landmarks: 1. In RydeSmart, click the Control Panel tab. 2. Under Resources on the left pane, click Landmarks. 3. In the Landmarks list, click the landmark to delete, and then click the icon under the Landmarks list. The Confirm Delete dialog box appears. Note: To search for a landmark to delete, start typing a landmark name in the Filter text box. 4. Click Yes to delete the selected landmarks or click No to cancel. IMPORTING LANDMARKS The landmark file import allows an administrator to import a Microsoft Excel spreadsheet in comma delimited format (.CSV) or a text file (.TXT). You can select different style keys to represent different landmark types. If no landmark type is selected, the default landmark, Generic Building, will be displayed. Landmarks are, by default, set to display on the map. Users will no longer be able to use the Mode value of true or false to import landmarks that will not display on the map. 75

76 RydeSmart Help Text File Format The information contained in the text file must include: Name: The name of the landmark (up to 25 characters maximum) Street: Building number and street name (100 characters maximum) City: City Name (40 characters maximum) State: USPS 2 letter state abbreviation (2 characters max) Zip Code: Zip Code (9 characters max) The text file format requires the following: Each line contains 1 record (landmark) Each line must end in a CR LF (Hard Return or Enter) Do not leave spaces between the comma at the end of a field and the first letter of the next field. Do not use special characters (commas, asterisks, apostrophes, semicolons, pound signs, etc.) Format Example: Without style keys: Name,Street,City,State,ZipCode Teletrac Inc.,7391 Lincoln Way,Garden Grove,CA,92841 With style keys: Name, Street,City,State,ZipCode,StyleKey Teletrac Inc.,7391 Lincoln Way,Garden Grove,CA,92841,13 Excel File Format The columns in the Excel File must include: Name: The name of the landmark (up to 25 characters maximum) Street: Building number and street name (100 characters maximum) City: City Name (40 characters maximum) State: USPS 2 letter state abbreviation (2 characters max) Zip Code: Zip Code (9 characters max) Each of the fields should have its own column. Do not leave a header row as this will cause problems when importing. The Excel file format requires the following: Each row contains 1 record (landmark) Only 1 worksheet is used Do not leave spaces between at the beginning or end of the cell data. Do not use special characters (commas, asterisks, apostrophes, semicolons, pound signs, etc.) Zip Codes with Leading Zeros in Excel Zip codes with leading zeroes (Massachusetts, New Jersey, and New Hampshire) will not import correctly directly from an Excel file since Excel will truncate the zeroes (example below, the zip code is truncated to 2110). 76

77 Control Panel Functions The leading zeroes problem is easily fixed by setting the columns format. 1. Right click on Column E. 2. From the drop down menu, click Format Cells. 3. From the Format Cells window, select Special from the Category list. On the Type, select Zip Code or Zip Code + 4. Click the OK button. 4. Your zip codes will no longer truncate. When the file is imported by the Landmark Import Tool, the leading zeroes will appear. 77

78 RydeSmart Help Saving Excel Files as Comma Delimited Format Files You cannot directly import an Excel (.XLS or.xlsx) file into the Landmark Import Tool. Excel does not provide comma delimiters between fields. To save your file in the correct format using Excel : 1. From the File menu, click Save As, or for Excel 2007, click Office, and then click Save As. 2. From the drop-down menu, select Other Formats. 3. In the File Name text box, type the File Name, and then click CSV (Comma delimited) on the Save as type drop-down menu.. 4. Click Save. You are prompted to remove any unsupported features. Since you only used the worksheet to enter landmark addresses, this will not remove any pertinent data. 5. Click OK. You are prompted about features you have that are unsupported in CSV format. 78

79 Control Panel Functions 6. Click Yes. Your file is saved in comma delimited format and you import it directly with the Import Landmark tool. To import landmarks: In RydeSmart, click the Control Panel tab. Under Resources on the left pane, click Landmarks. Click Import. The Import Landmarks dialog box appears. Click Browse and locate the landmarks file to import. You can import.txt and.csv file formats. Click Import. CREATING SUBFLEETS Administrators can create vehicle subfleets to arrange vehicles in a group. This can be helpful when running reports, scheduling exception conditions, or using other functions in RydeSmart. The subfleets list on the left displays all subfleets in the database for your account. To create a subfleet: 1. In RydeSmart, click the Control Panel tab. 2. Under the Organization section of the Control Panel, click Subfleets. 3. Click the icon under the subfleets list. 4. Type the name of the subfleet and type a description (optional). 79

80 RydeSmart Help 5. Select the vehicles to add to the subfleet. To find a vehicle, start typing the name of the vehicle in the Filter text box. 6. Click Save. ADDING VEHICLES TO SUBFLEETS You must be an administrator to add vehicles to subfleets. To add vehicles to a subfleet: 1. In RydeSmart, click the Control Panel tab. 2. Under the Organization section of the Control Panel, click Subfleets. 3. In the Subfleets list, double-click the subfleet to modify. 80

81 Control Panel Functions 4. Select the vehicles to add to the subfleet. To find a vehicle, start typing the name of the subfleet in the Filter text box. 5. Click Save. REMOVING VEHICLES FROM A SUBFLEET You must be an administrator to remove vehicles from a subfleet. To remove vehicles from a subfleet: 1. In RydeSmart, click the Control Panel tab. 2. Under the Organization section of the Control Panel, click Subfleets. 3. In the Subfleets list, double-click the subfleet to modify. 81

82 RydeSmart Help 4. Uncheck the boxes for the vehicles to remove from the subfleet. To find a vehicle, start typing the name of the subfleet in the Filter text box. 5. Click Save. DELETING SUBFLEETS You must be an administrator to delete subfleets. To delete a subfleet: 1. In RydeSmart, click the Control Panel tab. 2. Under the Organization section of the Control Panel, click Subfleets. 3. In the Subfleets list, click the subfleet to delete. Note: To search for a subfleet to delete, start typing a subfleet name in the Filter text box. 82

83 Control Panel Functions 4. Click the icon. The Confirm Delete dialog box appears. 5. Click Yes to delete the subfleet or click No to cancel. CREATING DRIVER GROUPS Administrators can create driver groups to organize drivers. This can be helpful when running reports, scheduling exception conditions, or using other functions in RydeSmart. The drivers list on the left displays all drivers in the database for your account. To create a driver group: 1. In RydeSmart, click the Control Panel tab. 2. Under the Organization section of the left pane, click Driver Groups. 3. Click the icon under the driver groups list. 4. Type the name of the driver group and type a description (optional). 83

84 RydeSmart Help 5. Select the drivers to add to the group. To find a driver, start typing the name of the driver in the Filter text box. 6. Click Save. EDITING DRIVER GROUPS You must be an administrator to edit driver groups. To edit a driver group: 1. In RydeSmart, click the Control Panel tab. 2. Under the Organization section of the left pane, click Driver Groups. 3. Double-click the driver group to edit in the Driver Groups list. 4. Mark the check boxes of the drivers to add to the driver group or clear the check boxes of the drivers to remove from the driver group. 84

85 Control Panel Functions Note: To search for landmarks, start typing a landmark group name in the Filter text box. 5. Click Save. DELETING DRIVER GROUPS You must be an administrator to delete driver groups. To delete a driver group: 1. In RydeSmart, click the Control Panel tab. 2. Under the Organization section of the left pane, click Driver Groups. 3. In the Driver Groups list, click the driver group to delete. Note: To search for a driver group to delete, start typing a driver group name in the Filter text box. 4. Click the icon. The Confirm Delete dialog box appears. 5. Click Yes to delete the driver group or click No to cancel. CREATING LANDMARK GROUPS Landmark Groups allow administrators to group certain types of landmarks together to simplify running On Site reports. You can create, edit, and delete Landmark Groups. When you have created Landmark Groups, you can edit existing landmarks to add them into the Landmark Group. To create a landmark group: 1. In RydeSmart, click the Control Panel tab. 2. Under the Organization section on the left pane, click Group. 85

86 RydeSmart Help 3. Click the icon under the Landmark Groups list. 4. In the Landmark Group Name text box, type the name of your landmark group. RydeSmart validates the landmark group name to prevent duplicate names. 5. Mark the check boxes of the landmarks to add to the landmark group. Note: To search for landmarks, start typing a land mark name in the Filter text box. 6. Click Save. EDITING LANDMARK GROUPS You must be an administrator to edit landmark groups. To edit a landmark group: 1. In RydeSmart, click the Control Panel tab. 2. Under the Organization section on the left pane, click Group. 3. Double-click the landmark group to edit in the Landmark Groups list. 4. Mark the check boxes of the landmarks to add to the landmark group or clear the check boxes of the landmarks to remove from the landmark group. 86

87 Control Panel Functions Note: To search for landmarks, start typing a landmark group name in the Filter text box. 5. Click Save. DELETING LANDMARK GROUPS You must be an administrator to delete landmark groups. To delete a landmark group: 1. In RydeSmart, click the Control Panel tab. 2. Under the Organization section on the left pane, click Group. 3. Click the landmark group to delete in the LandmarkGroupsView list. 87

88 RydeSmart Help Note: To search for a landmark group to delete, start typing a landmark group name in the Filter text box. 4. Click the icon. The Confirm Delete dialog box appears. 5. Click Yes to delete the selected groups or click No to cancel. ABOUT CREATING EXCEPTION CONDITIONS Administrators can create exceptions in the following basic categories. Category Zone Stationary Vehicle Scheduled Stop Description The Exception Condition is triggered when the vehicle is inside or outside the Zone (landmark) for the specified time. If a vehicle is motionless longer than the amount of time specified the vehicle is considered stationary and the exception condition is triggered. Defines when and how long a vehicle should be at a specific landmark. There are two types of Scheduled Stop Exception Conditions; Inside and Outside. 88

89 Control Panel Functions Out of Service If a vehicle fails to locate more than the number of times you specify the vehicle is considered out of service and the exception condition is triggered. CREATING OUT OF SERVICE EXCEPTIONS To create an out of service exception condition: 1. In RydeSmart, click the Control Panel tab, and then click Exception on the Control Panel menu. 2. On the Exception Conditions pane, click the icon. 3. From the Type drop-down menu, click Out of Service. 4. Type a Condition Name (required). Each condition name must be unique. 5. Select from the following options. Option Notification Options Message Window Alert New Status Highlight Status Window Locate Options Description Click the Message Window Alert check box to be notified with a popup message in the Map View tab when the exception condition is triggered. A new status, as defined in the drop down menu, will be assigned to the vehicle when the violation occurs. This will mark the vehicle name red when moved to the New Status on the Status View. 89

90 RydeSmart Help Locates The number of locate attempts required before triggering the exception condition. 6. Click Schedule. The Event Scheduler dialog box appears. 7. Click the icon, and then complete the following fields: Field Vehicle Day of Week Start Time Stop Time Status Description (optional) Monitor 8. Click Save. Description This is the Vehicle, Subfleet or All Vehicles list to which you want to assign the Exception Condition. You can assign the Exception Condition to trigger Monday through Sunday, Weekdays, Weekends or Everyday. If you want the trigger to change based on the day or days you can create multiple schedules using different Day of Week selections. The time you want the monitoring to start. The start time must precede the stop time. The time you want the monitoring to stop. This is the status the vehicle must be in to trigger an event or exception condition. This is an optional description of the schedule. Check this box to monitor the Exception Condition. 90

91 Control Panel Functions CREATING SCHEDULED STOP EXCEPTIONS To create a scheduled stop condition: 1. In RydeSmart, click the Control Panel tab, and then click Exception on the Control Panel menu. 2. On the Exception Conditions pane, click the icon. 3. From the Type drop-down list, click Scheduled Stop. 4. Type a Condition Name (required). Each condition name must be unique. 5. Select from the following options. Option Notification Options Message Window Alert New Status Highlight Status Window Locate Options Start Time Stop Time Preset Locates Description Click the Message Window Alert check box to be notified with a popup message in the Map View tab when the exception condition is triggered. A new status, as defined in the drop down menu, will be assigned to the vehicle when the violation occurs. This will mark the vehicle name red when moved to the New Status on the Status View. Set the start time for the range of scheduled stops. Set the stop time for the range of scheduled stops. The Preset Locates field is the number of locations a vehicle can send before being considered in 91

92 RydeSmart Help Zone Options Zone Type Zone Object Type Zone Object Radius violation. You can choose 0 preset locates or 2 or more preset locates. Select Inside to trigger an Exception Condition when a vehicle is inside a defined zone. Select Outside to trigger an Exception Condition when a vehicle is outside a defined zone. The Zone Object Type can be a vehicle or a landmark. The zone is defined Select the landmark or vehicle to be used as the object. The zone is defined by the radius around the selected object. Select the radius in miles to define the zone. 6. Click Schedule. The Event Scheduler dialog box appears. 7. Click the icon, and then complete the following fields: Field Vehicle Description This is the Vehicle, Subfleet or All Vehicles list to which you want to assign the Exception Condition. 92

93 Control Panel Functions Day of Week Start Time Stop Time Status Description (optional) Monitor 8. Click Save. You can assign the Exception Condition to trigger Monday through Sunday, Weekdays, Weekends or Everyday. If you want the trigger to change based on the day or days you can create multiple schedules using different Day of Week selections. The time you want the monitoring to start. The start time must precede the stop time. The time you want the monitoring to stop. This is the status the vehicle must be in to trigger an event or exception condition. This is an optional description of the schedule. Check this box to monitor the Exception Condition. CREATING STATIONARY VEHICLE EXCEPTIONS To create a stationary vehicle exception condition: 1. In RydeSmart, click the Control Panel tab, and then click Exception on the Control Panel menu. 2. On the Exception Conditions pane, click the icon. 3. From the Type drop-down list, click Stationary Vehicle. 4. Type a Condition Name (required). Each exception condition name must be unique. 5. Select from the following options. 93

94 RydeSmart Help Option Notification Options Message Window Alert New Status Highlight Status Window Locate Options Time Out Description Click the Message Window Alert check box to be notified with a popup message in the Map View tab when the exception condition is triggered. A new status, as defined in the drop down menu, will be assigned to the vehicle when the violation occurs. This displays the vehicle name in red when moved to the New Status on the Status tab. In the Time Out field, select the length of time for a vehicle to be motionless before it is considered stationary. 6. Click Schedule. The Event Scheduler dialog box appears. 7. Click the icon, and then complete the following fields: Field Vehicle Day of Week Description This is the Vehicle, Subfleet or All Vehicles list to which you want to assign the Exception Condition. You can assign the Exception Condition to trigger Monday through Sunday, Weekdays, Weekends or 94

95 Control Panel Functions Start Time Stop Time Status Description (optional) Monitor 8. Click Save. Everyday. If you want the trigger to change based on the day or days you can create multiple schedules using different Day of Week selections. The time you want the monitoring to start. The start time must precede the stop time. The time you want the monitoring to stop. This is the status the vehicle must be in to trigger an event or exception condition. This is an optional description of the schedule. Check this box to monitor the Exception Condition. CREATING ZONE EXCEPTIONS To create a zone exception condition: 1. In RydeSmart, click the Control Panel tab, and then click Exception on the Control Panel menu. 2. On the Exception Conditions pane, click the icon. 3. From the Type drop-down list, click Zone. 4. Type an Exception Condition Name (required). Each exception condition name must be unique. 5. Select from the following options. 95

96 RydeSmart Help Option Notification Options Message Window Alert New Status Highlight Status Window Locate Options Time Out Zone Options Zone Type Zone Object Type Zone Object Radius 6. Click Save. Description Click the Message Window Alert check box to be notified with a popup message in the Map View tab when the exception condition is triggered. A new status, as defined in the drop down menu, will be assigned to the vehicle when the violation occurs. This displays the vehicle name in red when moved to the New Status on the Status tab. In the Time Out field, select the length of time for a vehicle to be inside our outside a zone before it is reported as a zone exception. The maximum time out value is 23:59. Select Inside to trigger an Exception Condition when a vehicle is inside a defined zone. Select Outside to trigger an Exception Condition when a vehicle is outside a defined zone. The Zone Object Type can be a vehicle or a landmark. Select the landmark or vehicle to be used as the object. The zone is defined by the radius around the selected object. Select the radius in miles to define the zone. EDITING EXCEPTION CONDITIONS You must be an administrator to edit exception conditions. To edit an condition: 1. In RydeSmart, click the Control Panel tab, and then click Exception on the Control Panel menu. 2. From the Exception Conditions list, click the exception to edit. 96

97 Control Panel Functions 3. Change the exception condition options as needed. For more information on exception condition types, see About Creating Exception Conditions. 4. Click Save. DELETING EXCEPTION CONDITIONS You must be an administrator to delete exception conditions. To delete an exception condition: 1. In RydeSmart, click the Control Panel tab, and then click Exception on the Control Panel menu. 2. In the Exception Conditions list, double-click the exception condition to delete. The Exception Conditions window is populated with the exception condition data. 97

98 RydeSmart Help 3. Click the icon. The Confirm Delete dialog box appears. 4. Click Yes to delete the exception condition or click No to cancel. CREATING VEHICLE WATCHLISTS FOR USERS RydeSmart enables administrators to create vehicle watchlists for other users. RydeSmart Support can assign security permissions for other users by assigning users to a security group with the necessary permissions. To create a vehicle watchlist for a user: 1. In RydeSmart, click the Control Panel tab. 2. Under Preferences, click the Watchlist icon. 3. In the user list on the left, click the user for whom to create a vehicle watchlist. 98

99 Control Panel Functions Note: To search for a user, start typing a user name in the Filter text box on the left of the Control Panel window. 4. In the vehicles list, check the boxes for the vehicles to add to the user watchlist, and then click Save. REMOVING VEHICLES FROM A WATCHLIST You must be an administrator to remove vehicles from a watchlist. To remove vehicles from a watchlist: 1. In RydeSmart, click the Control Panel tab. 2. Under Preferences, click the Watchlist icon. 3. Note: To search for a watchlist, start typing a watchlist name in the Filter text box on the left of the Control Panel window. 4. In the Watchlist list, double-click the watchlist from which you want to remove vehicles. The watchlist label appears on the right and the watchlist member vehicles are selected. Note: To search for a vehicle to remove from the watchlist, start typing a vehicle name in the Filter text box on the right of the Control Panel window. 99

100 RydeSmart Help 5. Clear the check boxes for the vehicles to remove from the watchlist, and then click Save. CREATING VEHICLE STATUS MESSAGES To create a vehicle status message: 1. In RydeSmart, click the Control Panel tab. 2. Under Fleet on the left pane, click Status. The Status window appears. 100

101 Control Panel Functions 3. Click the icon. 4. Complete the following fields. Field Name (required) Short Name (required) Time Violation Message Max Time in Status Icon Hidden Vehicle Message Window Alert Highlight Status Window Suspend Locates Description Type a status name of up to 50 characters. Type a unique short name of 2 characters. Type a time violation message of up to 50 characters to be displayed when a time violation occurs. Enter the maximum time a vehicle can be in this status until a violation occurs. Choose a status icon from the drop-down list. Vehicles appear on the map as the selected icon when in this status. If this box is checked, the vehicle will not appear in the Map View. If this box is checked, a pop up window, or Message Window Alert, is sent when the violation occurs. This will highlight the vehicle name red when moved to the New Status on the Status View. If this box is checked, locates are suspended while the vehicle is in this status. 101

102 RydeSmart Help Change to Manual Change from Manual If this box is checked, the option to right-click on a vehicle and change its status in the map view is enabled. f this box is checked, the option to right-click on a vehicle and change its status in the map view is disabled. 5. Click Save. EDITING VEHICLE STATUS MESSAGES To edit a vehicle status message: 1. In RydeSmart, click the Control Panel tab. 2. Under Fleet on the left pane, click Status. The Status window appears. 3. Click the status to edit. 4. Modify the following fields as needed. Field Name (required) Short Name (required) Time Violation Message Description Type a status name of up to 50 characters. Type a unique short name of 2 characters. Type a time violation message of up to 50 characters to be displayed when a time violation occurs. 102

103 Control Panel Functions Max Time in Status Icon Hidden Vehicle Message Window Alert Highlight Status Window Suspend Locates Change to Manual Change from Manual Enter the maximum time a vehicle can be in this status until a violation occurs. Choose a status icon from the drop-down list. Vehicles appear on the map as the selected icon when in this status. If this box is checked, the vehicle will not appear in the Map View. If this box is checked, a pop up window, or Message Window Alert, is sent when the violation occurs. This will highlight the vehicle name red when moved to the New Status on the Status View. If this box is checked, locates are suspended while the vehicle is in this status. If this box is checked, the option to right-click on a vehicle and change its status in the map view is enabled. f this box is checked, the option to right-click on a vehicle and change its status in the map view is disabled. 5. Click Save. DELETING VEHICLE STATUS MESSAGES To delete a vehicle: 1. In RydeSmart, click the Control Panel tab. 2. Under Fleet on the left pane, click Status. 3. In the Status list, click the status to delete. The status window is populated with the status message data. 103

104 RydeSmart Help 4. Click the icon. The Confirm Delete dialog box appears. Note: To search for a status to delete, start typing a status name in the Filter text box. 5. Click Yes to delete the status message or click No to cancel. CREATING USERS You must be an administrator to create users. To create a user: 1. In RydeSmart, click the Control Panel tab, and then click Users under Security on the Control Panel menu. 2. Click the icon under the Users list. 104

105 Control Panel Functions 3. Type a User ID, First Name, and Last Name for the user. 4. In the Password text box, type a user password, and then re-type the password in the Confirm Password text box. 5. In the text box, type the user's address. 6. In the Security Groups Assigned window, check the boxes for the security groups to which the new user belongs. The security groups determine the permissions for the user. 7. Click Save. EDITING USER INFORMATION You must be an administrator to edit user information. To edit user information: 1. In RydeSmart, click the Control Panel tab, and then click Users under Security on the Control Panel menu. 2. Click a user in the Users list. Note: To search for a user to edit, start typing a user name in the Filter text box. 3. Edit a User ID, First Name, and Last Name for the user. 105

106 RydeSmart Help 4. In the Password text box, type a new user password, and then re-type the password in the Confirm Password text box. 5. In the text box, type the user's address. 6. In the Security Groups Assigned window, check the boxes for the security groups to which the new user will belong. The security groups determine the permissions for the user. 7. Click Save. DELETING USERS You must be an administrator to delete users. To delete a user: 1. In RydeSmart, click the Control Panel tab, and then click Users under Security on the Control Panel menu. 2. Click the user to delete in the Users list. The User window is populated with the user data. 106

107 Control Panel Functions 3. Click the icon. The Confirm Delete dialog box appears. Note: To search for a user to delete, start typing a user name in the Filter text box. 4. Click Yes to delete the user or click No to cancel. CONFIGURING TIME RESTRICTIONS FOR USERS Administrators can create time restrictions for users so they can only see live data history in Fleet Director RydeSmart on specific days and during specific time ranges. Administrators create a security group with time restrictions and add users to that security group. You must be an Administrator to configure time restrictions for users. To configure time restrictions for users: 1. In RydeSmart, click the Control Panel tab, and then click Groups under Security on the Control Panel menu. 2. Click the icon under the Security Group list. 3. In the Group Name text box, type a Group Name. 4. Click the Access Restriction tab, and then mark the Enable Access Restriction box. 107

108 RydeSmart Help 5. Select a time zone from the Time Zone drop down list. 6. Mark the boxes for the days to grant access, and then select From and To times for each selected day. 7. Click Save. 8. Under Security, click Users. 108

109 Control Panel Functions 9. Click the user in the Users list to assign to the time restricted group, mark the box for the time restricted group, and then click Save. Note: Repeat the last step for all users to configure with this time restriction. CONFIGURING DATA RESTRICTIONS FOR USERS To configure time restrictions for users: 1. In RydeSmart, click the Control Panel tab, and then click Groups under Security on the Control Panel menu. 2. Click the icon under the Security Group list. 3. In the Group Name text box, type a Group Name. 4. On the Functions tab, mark the boxes for the status, event, and tab data to hide from the user. 109

110 RydeSmart Help The following data restrictions can be configured for users: Restriction Name Data Type Description Hide Community Tab Tab Hides the Community tab from the user. Hide Control Panel Tab Tab Hides the Control Panel tab from the user. The user cannot perform any configuration functions. Hide Exceptions Tab Hide Hard Brake Events Hide Hard Stop Events Hide Hard Acceleration Events Hide History Playback Hide Message Tab Data View Tab Event Message Event Message Event Message Vehicle History Tab Hides the Exceptions tab from the user. The user does not see any exception conditions for any vehicles. Hides all hard brake event messages from the user. Hides the vehicle history function from the user. The user cannot see the history icon, the Last 24 Hours option on the vehicle right click menus, or the History Tab in the Data View. Hides the Message Tab. The user cannot see any messages sent to or received from vehicles. Hide PTO Events Event Message Hides all PTO events. Hide Reports Tab Tab Hides the Reports Tab. The user cannot run 110

111 Control Panel Functions Hide Send Locate Hide Speed Locate Speed any reports. Hides the Locate button on the tool bar and the Locate option on the vehicle right-click menu. Hides all speed data. The user does not see the Speed column in the data view and will not see speed data when mousing over a vehicle to see vehicle information. This restriction also applies to History Playback. Hide Speeding Events Event Message Hides all speeding event messages for the user. Hide Status Tab Data View Tab Hides the Status tab in the Data View. 5. Click Save. 6. Under Security, click Users. 7. Click the user in the Users list to assign to the restricted group, mark the box for the restricted group, and then click Save. Note: Repeat the last step for all users to configure with these data restrictions. CREATING ALERTS You can create alerts to be sent to fleet managers and other staff members whenever specific messages or exceptions occur for selected vehicles. Alerts are sent to recipients via , SMS, or both. 111

112 RydeSmart Help Alerts are created using the following work flow: Specify an alert name Specify the delivery method ( , SMS, or both) and select the days and times to monitor for alerts Select the users who receive alert notifications Select the messages and/or exceptions which trigger alert notifications Select the vehicles to monitor for messages and exceptions To create an alert: 1. In RydeSmart, click the Control Panel tab, and then click Alerts under Scheduling on the Control Panel menu. 2. Click the icon on the Alerts window. 3. In the Alert Name text box, type the name of the alert. 4. Mark the Include Vehicle Location In Alert to send the locations of the selected vehicles to the alert recipients. Notes: For scheduling and SMS alert delivery, days of the week in green are selected and days in white are not selected. Mark the 24 Hours check box to monitor for alerts for 24 hour periods on the selected days or select times from the From and To clock drop-down lists. 5. Under Settings, mark the Send check box to send alerts via , and then select the days and times to monitor for alerts. 6. Under Mobile Settings, mark the Send SMS check box to send alerts via SMS, and then select the days and times to monitor for alerts. 112

113 Control Panel Functions 7. In the Recipients list, mark the check boxes for the people to receive notifications for this Alert. To create a new recipient, click the icon or click Edit to make changes to an existing recipient. You must specify a Recipient Name and either an address, a Mobile Number, or both. Click Save. Note: To search for a recipient, start typing the name of the recipient in the Filter text box. 8. In the Messages/Exceptions list, mark the check boxes to select the messages and exceptions that will trigger alert notifications. Note: To search for a specific message or exception, start typing the name of the message or exception in the Filter text box. 9. In the Vehicles list, mark the check boxes to select the vehicles to monitor for messages and exceptions that will trigger alert notifications. Note: To search for a specific vehicle, start typing the name of the vehicle in the Filter text box. 10. Click Save. EDITING ALERTS To edit an existing alert: 1. In RydeSmart, click the Control Panel tab, and then click Alerts under Scheduling on the Control Panel menu. 2. Click the alert to edit in the Alerts window. 3. In the Alert Name text box, edit the name of the alert if necessary. 4. Mark the Include Vehicle Location In Alert to send the locations of the selected vehicles to the alert recipients or clear the check box to receive alerts without locations. Notes: 113

114 RydeSmart Help For scheduling and SMS alert delivery, days of the week in green are selected and days in white are not selected. Mark the 24 Hours check box to monitor for alerts for 24 hour periods on the selected days or select times from the From and To clock drop-down lists. 5. Under Settings, mark the Send check box to send alerts via , and then select the days and times to monitor for alerts or clear the Send check box to cancel alerts. 6. Under Mobile Settings, mark the Send SMS check box to send alerts via SMS, and then select the days and times to monitor for alerts or clear the Send SMS check box to cancel SMS alerts. 7. In the Recipients list, mark the check boxes for the users to receive notifications for this Alert or clear check boxes for the users to remove from the alerts list. To create a new recipient, click the icon or click Edit to make changes to an existing recipient. You must specify a Recipient Name and either an address, a Mobile Number, or both. Click Save. Note: To search for a recipient, start typing the name of the recipient in the Filter text box. 8. In the Messages/Exceptions list, mark the check boxes to select the messages and exceptions that will trigger alert notifications or clear the check boxes for the messages and exceptions to remove from the alert. Note: To search for a specific message or exception, start typing the name of the message or exception in the Filter text box. 9. In the Vehicles list, mark the check boxes to select the vehicles to monitor for messages and exceptions that will trigger alert notifications or clear the check boxes for the vehicles you no longer want to monitor. Note: To search for a specific vehicle, start typing the name of the vehicle in the Filter text box. 10. Click Save. DELETING ALERTS To delete an existing alert: 1. In RydeSmart, click the Control Panel tab, and then click Alerts under Scheduling on the Control Panel menu. 2. Click the alert to delete in the Alerts window, and then click the icon. The Confirm Delete dialog box appears. 3. Click Yes to delete the alert or click No to cancel the delete operation. 114

115 REPORTS TAB IMPORTING LANDMARKS FROM THE REPORTS TAB The landmark file import allows an administrator to import a Microsoft Excel spreadsheet in comma delimited format (.CSV) or a text file (.TXT). You can select different style keys to represent different landmark types. If no landmark type is selected, the default landmark, Generic Bui2lding, will be displayed. Landmarks are, by default, set to display on the map. Users will no longer be able to use the Mode value of true or false to import landmarks that will not display on the map. Text File Format The information contained in the text file must include: Name: The name of the landmark (up to 25 characters maximum) Street: Building number and street name (100 characters maximum) City: City Name (40 characters maximum) State: USPS 2 letter state abbreviation (2 characters max) Zip Code: Zip Code (9 characters max) The text file format requires the following: Each line contains 1 record (landmark) Each line must end in a CR LF (Hard Return or Enter) Do not leave spaces between the comma at the end of a field and the first letter of the next field. Do not use special characters (commas, asterisks, apostrophes, semicolons, pound signs, etc.) Format Example: 115

116 RydeSmart Help Without style keys: Name,Street,City,State,ZipCode Teletrac Inc.,7391 Lincoln Way,Garden Grove,CA,92841 With style keys: Name, Street,City,State,ZipCode,StyleKey Teletrac Inc.,7391 Lincoln Way,Garden Grove,CA,92841,13 Excel File Format The columns in the Excel File must include: Name: The name of the landmark (up to 25 characters maximum) Street: Building number and street name (100 characters maximum) City: City Name (40 characters maximum) State: USPS 2 letter state abbreviation (2 characters max) Zip Code: Zip Code (9 characters max) Each of the fields should have its own column. Do not leave a header row as this will cause problems when importing. The Excel file format requires the following: Each row contains 1 record (landmark) Only 1 worksheet is used Do not leave spaces between at the beginning or end of the cell data. Do not use special characters (commas, asterisks, apostrophes, semicolons, pound signs, etc.) Zip Codes with Leading Zeros in Excel Zip codes with leading zeroes (Massachusetts, New Jersey, and New Hampshire) will not import correctly directly from an Excel file since Excel will truncate the zeroes (example below, the zip code is truncated to 2110). The leading zeroes problem is easily fixed by setting the columns format. 1. Right click on Column E. 2. From the drop down menu, click Format Cells. 116

117 Reports Tab 3. From the Format Cells window, select Special from the Category list. On the Type, select Zip Code or Zip Code + 4. Click the OK button. 4. Your zip codes will no longer truncate. When the file is imported by the Landmark Import Tool, the leading zeroes will appear. Saving Excel Files as Comma Delimited Format Files You cannot directly import an Excel (.XLS or.xlsx) file into the Landmark Import Tool. Excel does not provide comma delimiters between fields. To save your file in the correct format using Excel : 1. From the File menu, click Save As, or for Excel 2007, click Office, and then click Save As. 2. From the drop-down menu, select Other Formats. 3. In the File Name text box, type the File Name, and then click CSV (Comma delimited) on the Save as type drop-down menu.. 117

118 RydeSmart Help 4. Click Save. You are prompted to remove any unsupported features. Since you only used the worksheet to enter landmark addresses, this will not remove any pertinent data. 5. Click OK. You are prompted about features you have that are unsupported in CSV format. 6. Click Yes. Your file is saved in comma delimited format and you import it directly with the Import Landmark tool. Importing Landmark Files 1. To erase all duplicate landmarks already created in Teletrac 20/20, click to check the box next to Click here to erase duplicate landmark(s) before importing. Please note that landmarks with the exact same name already existing will be overwritten with any newly imported information. 118

119 Reports Tab THIS IS AN OPTIONAL STEP. THIS STEP IS NOT A REQUIREMENT FOR THE FILE IMPORT. 2. Click the Browse button. Navigate to the landmark import file you created. Select your file by leftclicking it. When the file is highlighted, click the Ok button. 3. The Import File field will be filled out with the path to your import file. Click the Submit button to begin the landmark import. 4. When the import is finished, the results section will show successful updates or any landmarks with errors. Landmarks that have been imported successfully will show has been updated. Otherwise you will see a message explaining why a landmark was not imported. In the example below, the second lines shows Address not found: Landmark Aloha Grill. The landmark in the import file named Aloha Grill was not imported because the address was invalid, or was not in the available map data. RYDESMART WEB REPORTS RydeSmart Web Reporter is a user-friendly, web accessible report module. It allows you to run a suite of standard and configurable reports that help organize the data recorded by RydeSmart. All reports are printable and exportable into Adobe PDF. The topics below explain each report and gives detailed explanation regarding configuration if applicable. 119

120 RydeSmart Help The reports can be accessed by clicking on the Reports tab within RydeSmart or by going to The standard report types are Vehicle, On Site, Driver, and Maintenance. On Site Reports also contain operation data, however are landmark-based. These reports summarize the details related to a specific landmark that a driver has gone to. Maintenance Reports provide details of the vehicles, exception conditions, and landmarks you have created in RydeSmart. Import Landmark enables the administrator to import landmarks from an Excel or CSV document. For assistance with any other reports not explained in this Help program, please contact the Customer Service Center by phone at RYDER56 ( ). VEHICLE REPORTS DETAILED This report gives an overview of all events that happened for the vehicle(s) during a given date/time range. There are four headings on this report: Event Type: The type of event that is associated with this vehicle. There are five types of events: LOC: Locate SLOC: Scheduled Locate INB: Inbound Message OUTB: Outbound Message STCH: Status Change EXCP: Exception For example, a LOC means that a locate request was sent from RydeSmart to the. An INB is where the vehicle has sent a message to the workstation. For example, an inbound message may be a Service Reminder that the vehicle needs its three-month service checkup. Status: The status of the vehicle. For example, the abbreviation NS means No Status. Heading: The direction that the vehicle is heading as well as the recorded speed. Location/Message: This column contains the location and message(s) pertaining to the vehicle. For example, an inbound message may be a Service Reminder indicating that the vehicle needs its threemonth service checkup. 120

121 Reports Tab DURATION This report computes the elapsed time between two statuses such as time spent at site or on the road (i.e., Start Lunch, End Lunch). It typically requires status messaging capability and MDT or CTO that allow the drivers to initiate a message every time they change the working status. An example of these statuses would : Arrive Customer, Depart Customer, Start Lunch, End Lunch, Start Day, and End Day. Note: In order for this report to display data, the vehicles may need to be equipped with MDT's or CTO's. 121

122 RydeSmart Help Duration Report Configuration Prior to collecting data for the Duration report you will need to setup the configuration. First, select the Duration report from the Report list. Next, click on the Configure button. 122

123 Reports Tab Select the status the vehicle will go into when it starts the duration by clicking on the drop down arrow in the Status Start field. Select the status the vehicle will go into when it stops the duration by clicking on the drop down arrow in the Status End field. Click Submit when you are finished. EXCEPTION This report lists all violations of established Exception Condition parameters and its details; Vehicle, Exception Condition Name, Time and Location. Note: In order for the Exception report to display data, Exception Conditions need to be setup in the RydeSmart Admin Console. 123

124 RydeSmart Help MESSAGE This report is a transcript of every message that was sent and/or received by the driver and/or vehicle for a selected date and time range. 124

125 Reports Tab ON SITE BY VEHICLE This report summarizes the details of a specific landmark that a vehicle stopped at and the duration of the stop. The user is able to associate colorcodes to specific time allotments and if the driver exceeds those allotments, the Elapsed Time will display in the color code associated to the configured allotment. 125

126 RydeSmart Help On Site by Vehicle Report Configuration To have the On Site by Vehicle report display defined time periods (low priority, medium priority, and high priority) in different colored text, you need to specify how long a vehicle can be at a location before the data changes color. In the sample below, a vehicle can be at one location for 10 minutes, then the elapsed time will display in green (low priority) in the report. After 30 minutes the time will turn blue (medium priority) and after 1 hour it will turn red (high priority). Once you have defined the time periods for the colors click Submit. 126

127 Reports Tab STATIONARY VEHICLE REPORT This report lists the vehicle (s) that became stationary and the location where they were stationary. The user is able to associate color codes to specific time allotments and if the driver exceeds those allotments, the Duration time will display in the color code associated to the configured allotments. 127

128 RydeSmart Help Stationary Vehicle Report Configuration In order to have the Stationary report display in color you will need to specify how long a vehicle can be at a location before it changes color. In the sample below, a vehicle can be at one location for 10 minutes, then the duration time will turn green in the report. After 30 minutes the time will turn blue and after 1 hour it will turn red. Once you have selected durations for the colors click Submit. 128

129 Reports Tab ON SITE REPORTS ON SITE DETAILED The On-Site Detailed report is a landmark-based report that summarizes the details of a specific landmark that the driver went to or went through. The report can be run based either on a specific landmark or on a landmark group. The landmark group appears below the headings. The headings include: Event Type: The type of event that is associated with this vehicle. There are five types of events: LOC: Locate SLOC: Scheduled Locate INB: Inbound Message OUTB: Outbound Message STCH: Status Change EXCP: Exception 129

130 RydeSmart Help For example, a LOC means that you are locating a vehicle at this specific landmark. An INB is where the vehicle has sent a message to the workstation. For example, an inbound message may be a Service Reminder indicating the vehicle needs its three-month service checkup. Status: The status of the vehicle at this landmark. For example, by default the acronym IY means In Yard. Heading: The direction that the vehicle is heading as well as the recorded speed in relation to this landmark. Vehicle: The vehicle's name. Message: This column contains all of the messages pertaining to the vehicle. For example, an inbound message may be a Service Reminder indicating that the vehicle needs its three-month service checkup. REPORT SCHEDULER The Report Scheduler will give administrators the ability to schedule reports to automatically be sent to specified addresses on a re-occurring basis. Currently, there are 4 reports available for this- Detailed, Detailed Stops and Mileage, Idle, and Stationary. 1. Click on Report Scheduler from the available reports list. 2. Click on Add a Schedule. 130

131 Reports Tab 3. Select the Delivery Settings. Type of Report: Currently, there are 4 reports available for this- Detailed, Detailed Stops and Mileage, Idle and Stationary. Schedule: The reports can be setup to be sent on a daily, monthly and or weekly basis. Schedule Time Zone: Choose your specific Time Zone. 4. Select Settings. Destination: Enter address. If more than one is entered, the addresses need to be separated by a comma. Subject: Enter subject heading. Message: Enter a message. 5. Click on Submit. 131

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