TomTom WEBFLEET Contents. Let s drive business TM. Release note

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1 TomTom WEBFLEET 2.17 Release note Contents Extended WEBFLEET Reporting 2 Reporting Diagnostic Trouble Codes 3 Security features 5 Invoice only interface 7 Default trip mode 8 Navigation map information 9 WEBFLEET Tachograph Manager 10 TomTom WEBFLEET introduces the following improvements and additions: Extended Reporting: WEBFLEET extends the wide range of reports by adding 5 new Report templates. Diagnostic Trouble Code reporting: In combination with the TomTom ecoplus you can receive notifications when the on-board diagnostic systems of your vehicles report errors. Security features: WEBFLEET manages the life time of an active session for the WEBFLEET account and lets you manage the complexity of passwords and their expiration date. Default trip mode: In combination with the latest LINK 410/510 firmware it is now possible to configure a default trip mode that is set automatically after a trip is ended. Navigation map information: WEBFLEET can show the map version that is installed on a TomTom PRO to easily overview that all vehicles are up-to-date with their installed maps. Tachograph Manager: Using WEBFLEET 2.17 you can download tachograph information from the mass storage and the driver card of the digital tachographs installed in your vehicles remotely without involving the dispatcher or the driver. The information is reliably archived online and can be accessed from any computer at any place. 1

2 Extended WEBFLEET Reporting WEBFLEET report functionality lets you download reports not only in PDF or CSV but also in Excel format (XLS). This increases your flexibility with respect to processing and working with reports in your daily business. We are continuously investigating the needs of our customers to make their daily business as easy as possible. That s why we have also added five new reports to the already comprehensive list of WEBFLEET reports. Messages report (All messages) This report provides a list of all messages sent from a vehicle during a certain day including the position from where the messages have been reported. Messages report (Technical notifications) This report provides a list of all technical notifications sent from a vehicle during a certain period. Messages report (Text messages) This report provides a list of all text messages sent to or from a vehicle during a certain period. Contract details by vehicle This report provides a list of device and contract details of the vehicles of your fleet. Fuel level report This report provides a detailed overview of the fuel level of a vehicle during a certain period. (This report can only be used when FMS is connected to the TomTom LINK 510.) Reports classic and Scheduled Reports classic The new WEBFLEET reporting offers a variety of functionality, reports and configurability that exceed the classic WEBFLEET reporting. We want all our customers to benefit from the great opportunities the new WEBFLEET reporting brings to their business. Having the new WEBFLEET reporting covering a variety of customer needs the classic reports will be phased-out soon. WEBFLEET 2.17 includes a countdown that informs you when this will happen. This makes it easy for you to schedule the migration of for example scheduled reports to the new WEBFLEET reporting, if this did not already happen. 2

3 Reporting Diagnostic Trouble Codes All modern vehicles feature an on-board diagnostic system. When the vehicles of your fleet are equipped with a TomTom ecoplus you are already profiting from the data this system delivers, such as real-time fuel consumption. In addition to that, the on-board diagnostic system can deliver Diagnostic Trouble Codes (DTC), if supported by your vehicle, and it can detect if the Malfunction Indication Lamp (MIL) is on. Using the ecoplus and the LINK 510/410/3xx, with the latest firmware version installed, WEBFLEET 2.17 can show you this information and give you even more insight into your vehicle. With that you can control the status of your vehicles and immediately take action to prevent damage of your vehicles and guarantee the safety of your staff. In the WEBFLEET account settings you can select to be notified when a vehicle reports an error. You can configure notifications for every vehicle separately in the settings of the individual vehicle that is equipped with an ecoplus. In case a vehicle reports an error you can see a notification and an automatically created maintenance task in the Details panel when you select the vehicle. 3

4 If the Malfunction Indicator Lamp in the dashboard of the vehicle turns on and an error is reported by your vehicle to WEBFLEET a notification will inform you about that incident. You can resolve this notification after you have decided how to proceed with that information. Additionally, WEBFLEET automatically creates a maintenance task when a Diagnostic Trouble Code is reported. This task states the trouble code and a description and is labeled with an icon specific for such tasks to easily distinguish from regular maintenance tasks. The maintenance task will be resolved automatically when the ecoplus stops reporting the error. 4

5 Security features Session management To fulfill international standards, WEBFLEET introduces active session life time management on account level. WEBFLEET administrators can configure the session life time in the WEBFLEET account settings. The life time of a WEBFLEET session can be from minimum 10 minutes to maximum minutes (24h), according to security demands. The default session life time is 540 minutes (9h). In case of inactivity during the defined time a session end reminder automatically pops up. In case of activity, for instance each click event in WEBFLEET, the session life time is automatically updated. 5

6 Password complexity WEBFLEET 2.17 introduces a new setting for user password complexity. This will increase the security standard of your WEBFLEET account and with this avoid misusage. The WEBFLEET administrator can decide which password security level is sufficient for the WEBFLEET account. You can choose between weak, normal and strong and set a minimum length. When you create a new user WEBFLEET sends a randomly generated password to the address that you have indicated for the user. The user is asked to change the password, when they log on to WEBFLEET for the first time. When the new user sets the new password they will get suggestions to set up stronger passwords and warnings when an insecure series of symbols is included in the chosen password. You can also set an expiration time for passwords. Choose any period between 1 and 999 days after which a password shall expire. You can define a reminder for your users to let them know when their password will expire. They then will get a reminder once a day starting from the chosen time ahead of the expiration. 6

7 Invoice only interface Your accounting staff can be granted a separate WEBFLEET admission with a clear access to all your invoices, without having access to vehicle position or trip history information. When you create a new WEBFLEET user you can select from three different interfaces that you can assign to users. WEBFLEET now offers the new Invoices interface to select from in addition to the Standard and the Big Map interface. Users that have the Invoices interface assigned can only see the tab that displays all your invoices. 7

8 Default trip mode Using the LINK 410/510 with the latest firmware version installed you can configure the LINK to automatically set the logbook status of a vehicle to a default trip mode when a trip ends. Possible defaults that are available in the Contract / Device panel are Not active (logbook changes are only done manually), Private trip, Business and Commuting to work. Example: If Private trip is selected in the settings the LINK will automatically change the trip mode to Private as soon as the trip ends. If someone wants to do the next trip nevertheless in Business mode, they can indicate this by using a TomTom PRO or the TomTom Remote LINK. In case the logbook mode is controlled using the input, the above described functionality is not supported. Additionally it is possible to use the digital output (LINK 510 only) to display the current logbook status, for example with a small accessory LED. The following possible settings are available: Output is on if logbook is in Business Output is on if logbook is in Private 8

9 Navigation map information The Contract / Device panel shows which map version is installed on the TomTom PRO devices in your vehicles. You are able to keep track if all your devices are up-to-date when purchasing new maps and you can make sure all your drivers benefit from the best navigation possible. 9

10 WEBFLEET Tachograph Manager Using WEBFLEET 2.17 you are able to manage the tachographs from your entire fleet. You can archive and analyse the tachograph information. WEBFLEET automatically downloads the tachograph information from tachographs that support remote download weekly, for driver cards, and monthly, for mass storages of vehicles. Like this WEBFLEET ensures you will have the information downloaded according to the deadlines set by the authorities. Additionally, you can upload tachograph files that you have manually retrieved from tachographs that do not support remote download. Automatic notifications remind you of upcoming deadlines. Note: WEBFLEET Tachograph Manager is an additional service that you have to purchase in addition to your WEBFLEET subscription per vehicle. Please refer to your TomTom reseller. In the WEBFLEET Tachograph Manager the WEBFLEET user sees all vehicles that have the the additional service WEBFLEET Tachograph Manager booked that belong to the WEBFLEET account, even if only a subset of the vehicles and drivers are visible for them in the standard WEBFLEET user interface. WEBFLEET users have to be enabled to use WEBFLEET Tachograph Manager by the WEBFLEET account administrator. 10

11 To access the Tachograph Manager, click More in the Main Menu and select Tachographs from the list. Deadlines for downloads Using WEBFLEET Tachograph Manager you can quickly see due and overdue tachograph information downloads of driver cards and mass storages of vehicles and expiration dates of driver cards. Customise the reminder intervals for downloads and receive upfront reminders by . Centrally set the periods for downloading tachograph information according to the legislation of your country the default periods are 28 days for driver cards and 90 days for vehicles, according to the EU legislation. The actual deadlines and the automated notifications you receive for the download of tachograph information base on these periods. 11

12 Analysis Retrieve reports on the activities of your drivers and vehicles such as driving times, rest times and social infringements including schedules of fines (available for selected countries) to instruct your drivers to drive more safely and responsibly and keep your business from financial damage. Clearly sorted and well organised overviews show the activities including their descriptions and highlights of social infringements of your drivers and vehicles for a defined period or for a single day. You can define periods based on days or shifts for the reports. You can also download the reports in PDF or CSV format. 12

13 Archive Upload files that you have manually retrieved from your tachographs for archiving or download and send archived files to an address. You can easily download single files from the WEBFLEET Tachograph Manager archive, for example if authorities request files for an inspection. You can also send them in batch using . WEBFLEET Tachograph Manager archives tachograph files for two years. Tachograph files that are older than two years will be automatically deleted in the first quarter of the following year. Attestation of activities Drivers are obliged to document their activities for the past 28 days when they are not working, or performing other work. WEBFLEET Tachograph Manager gives you the possibility to print an attestation of those activities. For accruate working time calculation this information is also considered in the reporting. 13