Registration systems

Fleet Complete has several systems that can be used to register details of the employee and the vehicle.

FieldLog System

The details of your company vehicles and employees in the field are registered using an on board computer that continuously monitors and registers matters. The most important are:

Location (using GPS)
Speed and distance
Date and time
Employees
Any external signals

The on board computer has a GPS and a GPRS antenna. A button reader (identification of employees) is also often installed. All this together is called the FieldLog system.

Events

The FieldLog system reports events to the server using GPRS. Most events are sent at the end of the trip (on condition that there is GPRS coverage).Events are actions that take place during the trip. Depending on the type of event an event code is added to this event so that it can be translated into insightful information for you. The most important events are:

1	Start trip	This event is registered an start of the trip (ignition on)
2	End trip	This event is registered on ending the trip (ignition off)
3	Driving	This is a periodically sent message. By default this event is sent every 30 seconds while the vehicle is 'in a trip' (between event 1 and 2)
6	Start idle (event 6)	This event is sent as soon as the vehicle stops for more than 3 minutes while in a trip (between event 1 and 2)
7	Stop idle (event 7)	This event is always sent after event 6 (start idle) and indicates that the idling has been ended, in other words, the vehicle started driving again.

If the FieldLog system cannot send the messages, possibly due to a communications problem or lack of GPRS coverage, events will be recorded in a back-up memory and sent as soon as the FieldLog system is able to set up a connection.

Power use

The FieldLog system is always active, the system goes into standby mode however after the vehicle has been turned off. In standby mode the use of power is minimal: the system is unable to drain the battery of the car. Power use varies between 2-20 mAmp, depending on the type of system and the chosen functionality.

Installation

The FieldLog system is installed out of sight, behind the dashboard. If you opted for employee identification, a button reader will be installed on the dashboard with which employees can log on. This is the only visible part of the system.

Button reader

There is an LED and a red button on the button reader. The red button can be used to, if activated, enable the private setting. The LED turns red to indicate that the private setting has been activated. It is important that on ending the trip, the correct type of trip has been selected. That is because this type will be applied to the trip. If you make use of employee identification every trip starts in the 'business' setting.

Immobiliser

If you opted for employee identification it makes sense to also make use of the immobiliser. This forces the employee to identify himself before the vehicle can be started. A possible alternative for the immobiliser is a beeping tone which sounds when the vehicle is started without the driver having logged on. The immobiliser only interrupts the signal that controls the starter engine. If the vehicle cannot be started again:

but the starter engine turns without the engine of the car starting, please contact a dealer or garage. The problem is not caused by the FieldLog System in this case.
and the starter engine does not get activated (you don't hear anything when attempting to start the car) then the problem may be caused by the FieldLog system. In that case you can contact Fleet Complete (support). In a case like this IT Mobile will remotely deactivate the immobiliser.

Please take into account that a rattling or ticking sound on attempting to start the engine indicates an empty battery and would not have been caused by the FieldLog system.

Type of driver

The system differentiates passengers and drivers. Whoever logs on first in the vehicle, is the driver. After logging on of the driver, the vehicle can be started and passengers can log on. If there are no passengers, the driver is alone, then for this trip this employee will be given the role of 'solodriver' (employee type). If passengers exit the vehicle before the end of the trip, they should log off. The system registers the vehicle entrance and exit locations, the corresponding times and mileage. This way you will have a full picture of the distance travelled and the travelling time per employee. If all employees, including the driver, have the same final destination and the vehicle is turned off, employees do not have to log off. In this case the system registers the final destination of the vehicle for all employees who are at that moment still logged on in the vehicle, even when an employee forgets to log off on exiting.

Measuring distance

On installation the IT Mobile mechanic enters the current mileage of the vehicle into the FieldLog system. Using GPS positioning, the FieldLog system then registers every second, during driving, the current speed of the vehicle in meters per second. The number of registered meters is added to the mileage entered into the FieldLog system every second. In case the system notices that the position and speed determined are not accurate enough to make a reliable distance calculation then this will not be used to calculate the distance. In this case the FieldLog system waits until it once again has been able to determine an accurate position and then calculates the distance between this point and the last known accurate position that was registered. This distance will then be added to the mileage. This is a situation that occurs often, for example in tunnels. Since the system registers the distances, separate from the counter in the vehicle, these will never match completely. The deviation may never be more than 2 percent over the total registered distance. The tax office however demands that the mileage is calibrated (Fiscal administration, private use and privacy).

Backup memory

As mentioned earlier the system sends events to the servers of Fleet Complete. This occurs live using a GPRS connection. If no connection can be established the system registers the messages in a back-up memory. The messages will be sent as soon as the FieldLog system is able to establish a connection again. Possible causes of not being able to communicate are:

The vehicle drives abroad while you have not signed up to a subscription for data communication abroad (roaming). For a temporary stay abroad this is not a problem, unless you want to track the vehicle live while it is abroad.
There is no coverage in the area that the vehicle is in. This will be solved as soon as the vehicle leaves the area without coverage.
There is a technical problem. Fleet Complete checks the functioning of systems pro-actively. You will be informed using warning emails about vehicles about which possible irregularities have been noticed (email).

If you have concluded that there is a possible technical problem you can notify Fleet Complete.

Mobile FieldLog system

The Mobile FieldLog system works the same way as the fixed installation FieldLog system . The Mobile system however is not installed but meant for use in vehicles that are not yours (for example rental vehicles) but are used for business activities of your company. This system is connected to the accessories plug.
Please note!The system is not programmed with a registration number but receives a set number. You are responsible for the issuing administration (which vehicle had which Mobile System on board during which period).

Time Clock

The Time-clock system works in the same way as the installed FieldLog system . The time-clock system however is not installed in a vehicle but in an office/warehouse. It is intended to register (working) hours of employees who do not have at their (continuous) disposal a vehicle that is equipped with a Fieldlog system. The system connects direct to 220V.
Please note!The system is not programmed with a registration number but receives a fixed name (Timeclock) with a number.

Use of the system

Employees should log on, using their personal button, on starting their job. The logging on is confirmed by the lighting of the LED and a beeping tone. When the work is ended, employees should log off using the personal button. The logging off will also be confirmed with the lighting of the LED and a beeping tone.

Working hours

The time-clock actions can easily be seen in a Daily total report. In this type of report the columns : 'First clock in' and 'Last clock out' are available. By using a calculation column the time between these two can be displayed, possibly taking into account a set break (Create a report).

FieldAsset

The FieldAsset system is intended for localising of entities that do not possess a continuous power supply.This system can be places and after charging, depending on configuration, function for 3 years without being charged.

Versions

Three versions are available, that only deviate in the way they are charged:

Fieldasset Lighter is charged using the accessories plug
Fieldasset Power is charged using a fixed connection, possibly on a lighting signal. In this case the system is charged additionally in case the lights of, for example a trailer, are switched on.
Fieldasset 230V is charged using a separate adaptor. This needs to be done periodically, depending on the chosen configuration.

Registration

The Fieldasset system registers trips based on movement. As soon as the system registers movement, the trip is started. Two minutes without movement results in ending the trip. Since this manner of trip definition is less reliable than a physical connection to the ignition, this system is not suitable for the benefit of a fiscal registration. Employee identification and connecting an immobiliser are not possible with the Fieldasset.