Drivers will access the GPS Trackit Driver tools via a specific app, called GPS Trackit Driver. This app is available for both Android and iOS devices. Simply search the appropriate play store and download the app on a phone or tablet. There are no differences between the two versions of the app. The information detailed below will apply to both iOS and Android.
As with any app, the Driver will tap on it to open. The Driver will then fill in their unique login credentials. As a reminder, Drivers should not share login credentials. Each Driver needs their own to prevent multiple drivers from receiving the same assignments.
Upon login, the Driver will be presented with the Time Clock. If the company is choosing to conduct Time Keeping via the app, the Driver should Clock In with the appropriate Status. If using the custom Statuses, Management should ensure that Drivers are aware of which statuses to use and when. Please be aware that the Time Clock will not function if the phone/tablet Location services are not enabled.
To view Time Card records, tap the History tab. Please note that Drivers cannot edit their Time Card punches from the app. All Time Card changes must be conducted via the GPS Trackit Cloud platform.
Once the Driver has logged in, the menu in the upper left corner should be used to access all the other app functions.
Vehicle Assignment allows the Driver to control their own vehicle selections, rather than having to depend on someone in the office to do so. To choose a Vehicle, tap on Vehicle Assignment.
A list of vehicles will appear.
Now tap the chosen Vehicle. Whether or not a Driver is already assigned to the vehicle will be noted under the vehicle name. In order to prevent mistakes the Driver will be asked to confirm their choice whenever a vehicle assignment change is noted.
The Driver can remove themselves from their assigned vehicle by tapping Current Vehicle and confirming the choice.
The next item on the menu is the Forms. Custom Forms are filled out by the Driver in the field to send information back to the office. These forms can be used for any variety of reasons. Perhaps Drivers need to inspect their vehicles before a trip or report the results of a sales visit. Does work on a customer site need to be documented? Should tools be inventoried? Forms can be used for all of these and more.
Selecting Forms will then produce a list of forms for the Driver to choose from. The Driver can only see Forms that they share Tags with. If a Driver is unable to locate the particular form needed, please check the Tag configuration for the Driver and the Form in question.
Selecting a form produces several options:
- The Driver can review any forms of this type that were previously completed and submitted. Use the filter to set the date range
- If a form was saved as a draft, the Driver can re-open it and continue inputting the information.
- To begin a new submission the Driver should tap the plus (+) button in the lower right corner.
Forms can contain questions in a variety of formats such as inputting text, inputting numeric values, setting toggle buttons, choosing from dropdown options, selecting checkboxes, etc… Fields can also be added for photographs to be taken as well as signatures recorded. Required fields will be marked an asterisk (*). The form cannot be submitted if any required fields have been left blank.
Once the fields have been populated with the requested information, pressing Save will submit the form. Submitted forms cannot be edited or deleted, nor can the submission be reversed.
When a form is being created an option is available to allow the form to be saved as a draft. This allows the driver to partially complete the form and return to it later. If this feature is enabled then the toggle button must be set to Yes before pressing Save. Otherwise the form will be submitted.
Below Stops is access to the Chat function, which provides two-way communication between the Driver and the software users.
After tapping on Chat, the Driver can choose to open and continue an ongoing conversation from the list or use the plus (+) button in the lower right corner to locate a new recipient. Tap to choose.
If an existing conversation was selected, the communication history will now be displayed. The newest incoming message will be at the bottom. If beginning a new conversation go straight to ‘Type Message’ as the bottom of the screen.
Use the ‘Type message’ field to enter the response and press the arrow button to send.
Chat functions as an in-app message. The Driver will receive a notification when new messages are received.
Driver-to-Driver communications via Chat are only possible if enabled by the Primary User.
Within the menu, Routes are below Chat. Routes are the Driver’s access to their assignments.
Once Routes has been selected, the Driver’s assignments will appear in alphabetical order. The Routes can be sorted using the filter button in the upper right corner.
Each Route will have a unique Label, Start Time and Status. Start Time refers to the time the Route is meant to be started, *not* the time it was assigned. Status refers to the progress made on completing the Route.
To get started on an assigned route, the Driver should tap on it to open and access the details. Three sections will appear: Info, Stop and Map.
Info will display the overall information for the Route. When it was assigned, the estimated distance, number of Stops, current progress and the Start/End Stops.
Stops provides more detailed information about the individual Stops within the Route. This is where the Driver will input their progress and access the navigation option.
Map will provide a visual overview of the Route. This is not intended for use a navigational aid. Navigation will appear as an option once a Stop has been selected.
Begin the route from the Info tab, by tapping on Start Route.
Then tap on Stops and select the first entry on the list.
All Stops start in ‘Pending’ status unless the User that sent the Route engaged the ‘Use Driver App’ option in which case the status will go straight to In Progress. If a Route was already in In Progress, the new assignment will show the In Progress status once the current Route is complete.
To manually change the Route status once underway towards the destination, tap on the Change Status button and change the status to ‘In Route.
Pressing Navigate To will bring up the Google Maps application for calculating both turn by turn and trail line directions. To return from Google Maps back to GPS Trackit Driver, use the device ‘back’ button.
When the Stops are being entered on Route, the creator can set a customizable radius around the location. Once this radius has been entered (as determined by the location of the Driver’s assigned vehicle), the status for the Stop will automatically update to On Site. Once the work is completed and the Driver is ready to depart, they should change the status to Done.
When marking a Stop as Done, a prompt will appear asking the Driver to update the next stop on the list to ‘In Progress’. Press Accept.
Companies utilizing VidFleet In-Vehicle Cameras will find an extra section labeled ‘Video’ added to the GPS Trackit Driver app. As events are automatically detected, relevant videos are clipped and made accessible for Drivers to review and potentially dispute. Drivers have the ability to view events attributed to them and can choose to acknowledge the recorded incident, dispute its occurrence, or add notes for management to provide further context.
The availability of the Video feature for Drivers depends on accurate Vehicle Assignment, as explained above. Drivers will only be able to access video clips specifically labeled with their name.
Access Video via the menu button in the upper left corner.
The default date for the displayed clips will be the previous week. To change the range, tap the green button in the upper right corner.
In addition to customizing the date range, the clips can also be sorted by Event Type, review Status and Media Type.
To review a clip, simply tap on it to open. Playback will begin immediately. The clip can be played as many times as needed.
The Driver has the option to change the status of the clip from Unreviewed to either Accepted or Disputed. This status will then be visible to Users (Management, Admins, etc…) on the Cloud Software. After opening the clip, tap the Change Status button.
Choose between Accepted or Disputed. If desired, add a Note to provide details regarding the chosen status.
Users on the Cloud platform can also add Notes that will be visible to the Drivers, along with setting the Review Status for the clip (Accepted or Disputed). If a Cloud User has entered a Review Status, this cannot be overridden by the Driver, nor can the Driver remove or edit User notes. However the Driver can add additional Notes to provide further context.
To log out, use the menu in the upper left corner. Open the menu and select Settings.
Press the Logout button.
Drivers do not have access to their credentials. Any changes, such as updating a password, must go through the administrative software.