Manage vehicles en employees

In Fielddesk we use the term vehicle for any entity that has a registration system (often installed). This can be a vehicle, a tram, a boat, a machine, a time clock etc. The term employee is used for someone who drives or is a passenger and who would log on to this vehicle in most cases. In case of logging on a button (key) or RFID card is used. In most cases this is linked to a personnel number and therefore a person. Managing this basic information is important and can be found in the Management module.

Fleet

In the Management module you can find the fleet menu. There are several menu options here. These will be described here.

Manage vehicle groups

Before vehicles can be added to the system, you should create at least one vehicle group. By adding vehicle groups you can present collected information per group; you can better compare registered data, for example on the basis of type of work or region. This way you could also grant users of Fielddesk access to part of the fleet (login). Adding a vehicle group can be found in the 'Management' module under the 'fleet' menu.

1. Click on the option 'Manage Vehicle groups';
2. Click on [add] to create a new group;
3. In the column 'vehicle group' you can now enter the name of the vehicle group. You can also choose a location in the column branch (location);
4. Ensure that the group is activated;
5. Click [update] to confirm the settings

In the column 'vehicles' you see how many vehicles have been placed in the group concerned.

Add vehicles

Normally this screen is empty. As soon as a system has been installed in a vehicle and the connection with the Fleet Complete server is made, this vehicle will then appear here as a line in the overview. You perform an extra check here before the vehicle is added to your data.
The following columns will be displayed in the overview:

If the vehicle displayed is yours, you can add it. Adding a vehicle can be found in the 'Management' module under the 'Fleet' menu.

1. Click on the option 'Add vehicles';
2. Click on [add] in front of the vehicle that you want to add;
3. You will be taken to a screen where you enter the detail information of the vehicle (manage vehicles).
4. Click [update] to confirm the settings
5. The vehicle disappears from the overview 'add vehicle' and appears in the overview at 'manage vehicles'.

Shortly after you have added the vehicle, the trips appear in the reporting and the vehicle will be displayed on the live map.
Attention! It is important that you add the vehicle shortly after the system has been installed. Until then the trips are stored in a temporary file. This storage slows down the application. That is why this file will be emptied around 2 months after the system has been installed in the vehicle. You (the main manager) will receive an email alert if a vehicle remains in this list for longer than 30 days. If the vehicle has disappeared, you can request Fleet Complete to still add this vehicle. There are costs associated with this.

Manage vehicles

After the vehicle has been added, the vehicle appears in this overview. Here you can edit details per vehicle, if necessary.
The following columns will be displayed in the overview:

Editing vehicle data can be found in the 'Management' module under the 'Fleet' menu.

1. Click on 'Manage vehicles';
2. Click on [edit] in front of the vehicle you would like to edit the data of;
3. The opened screen displays 4 tabs. Fill in the desired details here.
4. Click [update] to confirm the settings

Tab sheet 'vehicle data'

Tab sheet 'custom columns'

This tab is empty by default but can be filled with data that you would like to register on vehicle level or that you would like to use in the reports. Through the menu option 'vehicle columns' you can add fields. These are added to this screen and can then be filled in by you per vehicle (vehicle columns).

Tab sheet 'odometer vehicle'

In this tab you can process the kilometre correction as required by the tax office (correction odometer). At least once a year you enter the odometer reading of the vehicle here, so that the correction can be calculated over the past period. Adding the odometer of the vehicle can be found in the 'Management' module under the 'Fleet' menu.

1. Click on 'manage vehicles' and go to tab 'odometer vehicle';
2. Click on [add capture].
3. Then choose the date.
4. Once the date has been selected, you can edit the time in the column [date and time] and enter the mileage of the vehicle at the column [odometer end].
5. Then click on [update] to confirm.

With this data our software then calculates the percentage difference between both systems (vehicle and on board computer) retroactively and corrects the distances driven pro-rated to the original distances. This is registered in a separate column 'distance (corr)' that can only be retrieved in the fiscal reporting in FieldLog. If you do not want the correction to be calculated retroactively over all data but for example from 01-01-2012, then you fill in two correction lines per vehicle. In the first correction line you enter the mileage of the on board computer of the vehicle on 01-01-2012 (you can retrieve these in a trip report in FieldLog). In the second correction line you enter the most recent mileage of the odometer of the vehicle.

Tab sheet 'default driver’

In this tab you can enter the fixed driver of the vehicle, created through manage employees. You also do this when you don’t use a button reader for identification of employees in the vehicle. You can also record the history of the drivers per vehicle. I could be that the ‘owner’ of the vehicle changes. If that happens, you can indicate here during which period which driver is ‘owner’. This is a requirement of the RRS Hallmark trip registration (NL). Please note that once you have added a line you can no longer change this line, unless you leave the end date empty and the starting date has not yet passed.

If another employee, using his personal button, drives in this vehicle, the trip will of course be recorded on that person and not on this fixed driver.

In case you don’t make use of driver identification and you don’t indicate a default driver here then all trips will be recorded on employee 'bypass' with number 0000000000 and no visiting time will be calculated in the reporting.

Deleting vehicles

Never delete the vehicle, doing so will also delete all data. From vehicles that are no longer used in the fleet you can have the system removed. The following also needs to happen.

• If you are not (within 1 year) going to install the system into another vehicle, the best course of action is to send Fleet Complete (administratie@FleetComplete.nl) a written cancelation of your subscription. The subscription tacitly continues at the end of each year.
• You change the status of the vehicle to offline; you will no longer receive email alerts from the vehicle.
• You place the vehicle in a separate vehicle group. This is best for the sake of clarity.

If you have deleted the vehicle in spite of this, you can request Fleet Complete to recover the data. There are costs associated with this.

Edit trip data

Through this menu option you can edit the trip type of trips, move a trip to another employee, assign another project and recalculate data.

Edit trip type

An employee can, if connected, edit the trip type of a trip by using the red button in the vehicle (red button). If the button was used incorrectly, a user in Fielddesk can edit the trip types of one or more trips afterwards. Editing a trip type can be found in the 'Management' module under the 'Fleet' menu.

1. Click on the option 'Edit trips';
2. Enter the registration mark and the date/period for which you would like to edit the trip types of trips
3. Click on [+] in front of the vehicle; all trips in the selected period will be displayed
4. In the first column, select all trips you would like to edit (optionally use the [select all] button at the bottom of the overview);
5. Click on [groupsettings; change triptype] and select the trip type to which the selected trips should be changed.

Move trip

An employee could, accidentally or because he had brought a spare button with him, log on to a vehicle with an incorrect button. Such a trip can be moved in Fielddesk to the correct employee afterwards. Moving the trips can be found in the 'Management' module under 'Fleet' menu.

1. Click on the option 'Edit trips';
2. Enter the registration mark and the date/period for which you would like to move trips
3. Click on [+] in front of the vehicle; all trips in the selected period are now displayed
4. Click on the [edit trip] button in front of the trip you would like to move
5. Select the correct employee from the list under [employee] and optionally enter a remark;
6. Then click [update] to confirm.

Project number edit

If a project number has been (incorrectly) assigned to an employee the trip can be assigned to the correct project number in Fielddesk afterwards. In case of use of special applications a more user friendly method is available (correction screen). Editing a project number can be found in the 'Management' module under the 'Fleet' menu.

1. Click on the option 'Edit trips';
2. Enter the registration mark and the date/period for which you would like to edit project numbers
3. Click on [+] in front of the vehicle; all trips in the selected period are now displayed;
4. Click on the [edit trip] button in front of the trip of which you would like to edit the project number
5. Edit the project number;
6. Then click on [update] to confirm.

Recalculating

After the trip data enters the servers of Fleet Complete, several calculations are performed before the data is displayed in Fielddesk. For example the calculation of visiting times, the addresses, the POIs, the travel and working hours etc. Within the application you have several ways to edit settings and to create new data. In certain cases it can be desirable to apply new settings to data that has been calculated before and is already in Fielddesk. In that case you should recalculate the data over that period. There are two methods: I. Recalculating a large amount of data of multiple vehicles (this process can take into account any previous mutations done on the data). Recalculating data can be found in the 'Management' module under the 'Fleet' menu.

1. Click on the option 'Edit trips';
2. Click on [execute; reprocess];
3. Select the registration marks and the period for which you would like to recalculate trips;
4. Indicate which recalculations should possibly not be performed (do not easily disable the option 'skip previously manually edited trips', this could result in deleting all corrections you executed for that period)
5. Then click on [update] to confirm.

II. Recalculating several trips per vehicle (this process does not take into account any previous mutations done on the data). This option can also be found in the 'Management' module under the 'Fleet' menu.

1. Click on the option 'Edit trips';
2. Enter the registration mark and the date/period for which you would like to recalculate trips
3. Click on [+] in front of the vehicle; all trips in the selected period are now displayed
4. In the first column, select all trips you would like to recalculate (optionally use the button [select all] at the bottom of the overview);
5. Click on [execute; recalculate data]; the data will immediately be recalculated.

Please note! As soon as you have started the action 'recalculate/reprocess', all data over that period is recalculated. This may take some time. Viewing the new results can be done as soon as this process has been completed. Normally this takes 0.5-1 hour. In the reporting you can activate the column 'sync'; this is activated if the line concerned already has been recalculated on the basis of the values last set.

Vehicle columns

Through the menu option 'vehicle columns' you can add vehicle related fields yourself. These are fields with which you would like to register information on vehicle level (for example brand and model) and/or fields you would like to use in the reports, for example calculating the cost per vehicle, monitoring of lease agreements, maintenance notifications etc. (columns) Adding vehicle fields can be found in the 'Management' module under the 'Fleet' menu.

1. Click on the option 'Vehicle columns';
2. Click on [add] to create a new field;
3. Indicate whether it is a numeric (numbers), string (combination of numbers and letters) or date/time field is and enter the field name;
4. Click [update] to confirm the settings

These created fields are added to the tab 'custom columns' and can then be filled out by you per vehicle (manage vehicles).

Employees

In the Management module you will find the employees menu. There are several menu options here. These are described here.

Manage employee groups

Before employees can be created in the, you should create at least one employee group. By adding employee groups you can present the collected information per group; you can better compare registered data, for example on the basis of type of work or region. You can also define certain settings per group, such as schemes for working hours and travel time. Finally, this way you can grant users of Fielddesk access to data of one or more groups (Login in Fielddesk). Adding employee groups can be found in the 'Management' module under the 'Employees' menu.

1. Click on the option 'Manage employee groups';
2. Click on [add] to create a new group;
3. On the 'General' tab; enter the following:
   1. At 'name' the description of the employee group;
   2. At 'employee chief' which employee is responsible for this group. This applies when the checking and validating of the hours has to be done by this person (edit data)
4. On the 'Use POI groups' tab you determine per employee group in which order the assigning of POI's should take place when the digital planning is not being used and a vehicle is located within multiple poi's. HOME poi's always take preference. A POI is assigned first if it is located in the group with priority number 1. If the vehicle is located in two POI's from the same POI group then the system chooses that POI of which the vehicle is closest to the centre point. You can also exclude certain POI groups completely by switching off [enable].
5. Click [update] to confirm the settings

In the column 'employee count' you see how many employees have been placed in the group concerned.

Manage employees

Through this menu option you can add employees or edit data per employee afterwards. The following columns will be displayed in the overview:

The employees you have issued a button to (for identification on the vehicle system) can be added before or after the buttons have been used. As soon as a button is used in a vehicle, the button number is known in Fielddesk immediately, even if you haven't yet created this yourself. In that case you can connect the details to the number afterwards. By default you will always have an employee 'bypass' with number 0000000000 in the system. Under this 'employee' all trips will be registered that are not assigned to an employee. In that case one has not logged on to the system with a button before the ignition is turned. This is possible in case no immobiliser is connected on the system or if one does not drive with the vehicle (one might take a break in the vehicle with the air conditioning, heating, radio on). If an immobiliser is connected to the system and you notice trips with distance driven under employee 'bypass' then there is a malfunction and you should contact Fleet Complete. Adding an employee can be found in the 'Management' module under the 'Manage employees' menu.

1. Click on the option 'Manage employees';
2. Click on [add] to add an employee;
3. The opened screen shows you 4 tabs. Enter the desired details here.
4. Click [update] to confirm the settings

Attention! If two buttons with the same number are in use, trips of the last used button will automatically be moved to number 0000000000 (bypass). For that trip in the notes field a remark will be placed 'employee number already in use' with after it the original number of the button. You should ensure that this button is removed from circulation, reprogrammed and that the trips will still be moved to the correct button/personnel number.

Tab sheet 'personal data'

In this tab you fill in the personal data of the employee.

Tab sheet 'user data'

In this tab you fill in the user data of the employee. 

Tab sheet 'custom columns'

This tab is empty by default but can be filled with data that you would like to register on vehicle level or that you would like to use in the reports. Through the menu option 'employee columns' you can add fields. These are added to this screen and can then be filled in by you per employee (employee fields).

Functions

This tab is empty by default but can be filled with functions you would like to register at employee level with the goal to be able to link these functions to the project time registrations (‘edit data’ and the Time Tracker app). This is because an employee could have a different function (cost type) in one project than in another. Through the menu option ‘functions’ you can add functions yourself. These can then be selected in this tab.

Edit and delete employees

Editing employee details can be found in the 'Management' module under the 'Employees' menu.

1. Click on the option 'Manage employees';
2. Click on [edit] for the employee whose details you would like to edit;
3. The opened screen shows you 4 tabs. Enter the desired details here.
4. Click [update] to confirm the settings

You should never delete employees; doing so also deletes all data. If an employee leaves the company, take back the button. You can reprogram this with a new number for a possible new employee. You place the employee that has left the company in a separate employee group. This is best for the sake of clarity. Should you have deleted an employee in spite of this, then you can request Fleet Complete to recover the data. There are costs involved in this.

Functions

Through this menu option you can create functions that you can then link to employees. The goal is to use these functions in the time registration of projects (‘edit data’ and the Time Tracker app). This is because an employee could have a different function (cost type) in one project compared to in another.

1. Click on the option ‘Functions’;
2. Click on [add] and enter a function description.
3. Click [ok]

Employee fields

Through this menu option 'employee columns' you can add employee related fields. These are fields with which you can register information on employee level (for example driver's licence, date of birth) and/or fields that you would like to use to display and/or calculate with in the reports, for example the calculating the cost per employee etc. (columns) Adding employee fields can be found in the 'Management' module under the 'Employees' menu. Click on the option 'Employee fields;

1. Click on [add] to create a new fields;
2. Indicate whether it is a numeric (numbers), string (combination numbers and letters) or date/time field and fill in the field name;
3. Click [update] to confirm the settings

These created fields will be added to the tab 'custom columns' and can then be filled by you per employee (manage employees).