ELD System. Fleet Manager Administrative Portal. User Guide

ELD System Fleet Manager Administrative Portal User Guide Updated December 5, 2017

Contents Administration (Admin) Portal... 3 Fleet Manager... 3 Account Login... 3 Driver Users... 3 Add a New Driver... 6 Viewing Driver Logbooks... 10 User Record of Duty Status (Log Book)... 11 Graphical Driver Log... 11 Record of Duty Status Heading Information... 12 Record of Duty Status - Event Detail Information... 13 Compliance Status (Not reported to FMCSA)... 14 Date / Time Change... 14 Navigating off of a Driver s Log... 15

Administration (Admin) Portal The PrePass ELD Fleet Manager Admin Portal lets the Fleet Manager create and manage driver records, including logs, for one or more USDOT carriers. Note: All example driver / log data shown in this document is strictly for illustrative purposes and does not represent actual driver / vehicle performance. Fleet Manager Account Login Log into the Admin Portal to manage your account. Enter your Username and Password and click SIGN IN. Note: Username = email address, Password = use the password sent via email. Note: Only use the Remember Me checkbox if the computer is private and secure. Driver Users Once logged in, the Fleet Manager will see the Driver Users (Home) page. The list on the page shows all drivers that have been assigned to one of the carriers that the Fleet Manager has authority to access and manage. Version 3.0. 2017 HELP Inc. All Rights Reserved. 3

To add a driver, click Add User. The Driver Users box opens. The Fleet Manager must first search for a Driver User to make sure that the driver that they want to add does not already exist. Enter the driver s Driver s License (CDL) and Issuing State. Click Search. Version 3.0. 2017 HELP Inc. All Rights Reserved. 4

Note: If a driver-user already exists, the system will pull back the user identity data based on that driver s CDL number. If a driver-user does not exist, the Fleet Manager will need to add the driver. Version 3.0. 2017 HELP Inc. All Rights Reserved. 5

Add a New Driver To create a new driver account, complete the required (*) fields. FIRST NAME: Driver first name LAST NAME: Driver last name USER NAME: Driver email address. If a driver does NOT have an email address, we recommend that the Fleet Manager develop a driver user name standard for the carrier that can be unique for each driver. Examples: JDriver1234, JulieDriver1234, JDriverAZ1234. PASSWORD: Create and assign a unique password for each driver. Passwords must contain at least 8 characters with a minimum of 1 uppercase letter and 1 number. Note: the system will show a warning message if an invalid password is entered. EMAIL: Use the driver s email address. If the driver does NOT have an email address, the Fleet Manager should create a placeholder email. We recommend the following pattern for that value: username@noemail.com. Example: JDriver1234@noemail.com. Going forward, the Fleet Manager also processes any driver information edits, including driver user names, emails and passwords. Note for Owner Operators and other Fleet Managers who are also Drivers: You cannot use the same email address for your Fleet Manager and your Driver login credentials. We recommend using your primary email address for your Fleet Manager login and a secondary or placeholder email for your driver login. Note: The Driver s License and Issuing State fields display as read only. If either value is wrong, click CANCEL and start over. Version 3.0. 2017 HELP Inc. All Rights Reserved. 6

In the ELD STARTING HOUR field, click the dropdown menu to display time options. Note: The ELD STARTING HOUR field defaults to Midnight. On the dropdown menu, there is no 1 AM or 2 AM because of possible seasonal time changes (Daylight Savings). In the MULTI-DAY BASIS field, click the dropdown menu to display 7 days or 8 days. Note: Pick the menu option based on the 7 day week (60 hours) or the 8 day week (70 hours) rule. In the ASSOCIATED CARRIERS section, click the dropdown menu and select the driver s Carrier USDOT Number. Click Add. Version 3.0. 2017 HELP Inc. All Rights Reserved. 7

ASSOCIATED CARRIERS Once the Fleet Manager clicks Add, the Associated Carries section opens. Note: The carrier shows ACTIVE and is assigned to the US DOT # shown in the NAME column. In the TIME ZONE section, click the dropdown menu to pick the driver s home time zone. ELD PERMISSIONS are set by the Fleet Manager (Carrier). Activate any / all that are applicable. Click ADD USER. Version 3.0. 2017 HELP Inc. All Rights Reserved. 8

Note: The Fleet Manager can quickly and easily remove a driver by clicking on ACTIVE to deactivate them and disassociate the relationship. Note: The Fleet Manager can assign a driver to more than one carrier if necessary. The Driver Users screen appears and shows the newly-added driver. Version 3.0. 2017 HELP Inc. All Rights Reserved. 9

Viewing Driver Logbooks The Fleet Manager can view driver logbooks on the Portal. On the Drivers Users list, click on a driver name to review their logs. The driver record appears, showing a Review Log Books button in the upper right corner. Click Review Log Books. Version 3.0. 2017 HELP Inc. All Rights Reserved. 10

User Record of Duty Status (Log Book) Note: All example driver / log data shown in this document is strictly for illustrative purposes and does not represent actual driver / vehicle performance. Examples of the Fleet Manager log book screen sections follow. The Fleet Manager can view the current day s record, or they can use the Prev Day or the Next Day buttons to scroll back and forth in time. Graphical Driver Log The graphical driver log, which looks like a traditional paper log entry, is at the top of the page. Version 3.0. 2017 HELP Inc. All Rights Reserved. 11

Record of Duty Status Heading Information The Record of Duty Status Heading Information is next. This section contains driver and vehicle information. Version 3.0. 2017 HELP Inc. All Rights Reserved. 12

Record of Duty Status - Event Detail Information The Record of Duty Status Event Detail Information is next. This section details every status and status change that the driver had throughout the day. Record of Duty Status - Event Detail Information Time Location Odometer Eng Hours Event Type/Status Origin Comment 0:00 15:20 48841 1102.3 Off Duty Driver thanks 0:00 8:43 0 0 Logout Auto 9:06 0 0 Login Auto 10:27 48840 1102.2 Clear YM, Pers Use Auto 10:27 2.5 miles NW of Tempe, AZ 48840 1102.1 ODND Auto On-Duty(Not Driving) 10:28 2.5 miles NW of Tempe, AZ 48840 1102.2 Driving Auto Driving 10:35 3.4 miles WNW of Tempe, AZ 48841 1102.3 Driving Auto Driving 10:35 3.4 miles WNW of Tempe, AZ 48841 1102.3 Driving Auto Driving 10:43 2.9 miles NW of Tempe, AZ 48843 1102.4 Driving Auto Driving 10:43 2.9 miles NW of Tempe, AZ 48843 1102.4 Driving Auto Driving 10:43 2.9 miles NW of Tempe, AZ 48843 1102.4 Driving Auto Driving 10:43 2.9 miles NW of Tempe, AZ 48843 1102.4 Driving Auto Driving 12:40 0 0 Login Auto 12:45 2.9 miles NW of Tempe, AZ 48849 1103.4 Driving Auto Driving 12:58 2.9 miles NW of Tempe, AZ 48852 1103.6 Driving Auto Driving 13:02 3.4 miles WNW of Tempe, AZ 48852 1103.6 SB Driver Sleeper Berth 13:02 3.4 miles WNW of Tempe, AZ 48852 1103.6 ODND Driver On-Duty(Not Driving) 13:04 3.4 miles WNW of Tempe, AZ 48852 1103.7 Driving Driver Driving 13:16 48853 1103.9 Clear YM, Pers Use Auto 13:16 2.5 miles NW of Tempe, AZ 48853 1103.9 ODND Auto On-Duty(Not Driving) 13:38 0 0 Logout Auto 15:06 0 0 Login Auto 15:32 48857 1104.8 Login Auto 15:34 48857 1104.8 Clear YM, Pers Use Auto 15:34 2.5 miles NW of Tempe, AZ 48857 1104.8 ODND Auto On-Duty(Not Driving) 15:37 2.5 miles NW of Tempe, AZ 48857 1104.9 Driving Driver Driving 16:10 48865 1105.4 Clear YM, Pers Use Auto 16:10 2.5 miles NW of Tempe, AZ 48865 1105.4 ODND Auto On-Duty(Not Driving) 16:14 2.5 miles NW of Tempe, AZ 48865 1105.5 SB Driver Sleeper Berth 16:19 2.5 miles NW of Tempe, AZ 48865 1105.6 ODND Driver On-Duty(Not Driving) 16:24 48865 1105.7 Diagnostic Auto 16:24 48865 1105.7 Diagnostic Auto 16:25 2.5 miles NW of Tempe, AZ 48865 1105.7 Driving Driver Driving 16:25 48865 1105.7 Diagnostic Auto 16:25 48865 1105.7 Diagnostic Auto 16:40 48868 1105.9 Diagnostic Auto 16:40 48868 1105.9 Diagnostic Auto 16:42 48868 1106 Diagnostic Auto 16:42 48868 1106 Diagnostic Auto 16:44 48868 1106 Diagnostic Auto 16:44 48868 1106 Diagnostic Auto 16:51 48868 1106 Clear YM, Pers Use Auto 16:51 2.5 miles NW of Tempe, AZ 48868 1106 ODND Auto On-Duty(Not Driving) 16:51 2.5 miles NW of Tempe, AZ 48868 1106 Off Duty Driver Off-Duty Version 3.0. 2017 HELP Inc. All Rights Reserved. 13

Log Printing: You can print the log by using the browser print function. Compliance Status (Not reported to FMCSA) The Compliance Status (Not reported to FMCSA) table at the bottom of the page lists possible driver violations. The Fleet Manager can check this table to see if and when a driver has incurred a violation. Note: Authorities cannot see this information. Note: It is only a violation if the driver continues to drive. In this example, the driver was compliant (no violations). Compliance Status (Not reported to FMCSA) Starting Time Ending Time Compliant? Violation Reason 0:00 0 Compliant In this example, the driver had a possible violation. Compliance Status (Not reported to FMCSA) Starting Time Ending Time Compliant? Violation Reason 0:00 0 Violation (If Driving) 11 hour driving rule; 14 hour driving window rule; Break requirement rule; 7/8 day driving rule Date / Time Change Example Date / Time Change - The change, which may happen during the Daylight Savings Time clock switch, is highlighted in blue at the top of the log and shows two 1:00 AM times. The day shows 25.00 hours, and the note below the log book reads: *Changed to Standard Time today. Version 3.0. 2017 HELP Inc. All Rights Reserved. 14

Navigating off of a Driver s Log Once the Fleet Manager has finished reviewing the driver s log(s), they can click Return to Driver or Log out. If they click Return to Driver, they will return to the Driver Users > UPDATE USER screen. Click UPDATE USER to make any changes to the driver s data. Click CANCEL to go back to the Driver Users > Drivers page, where they can add a new driver, choose another driver to review or log out of the Portal. If they click Log out, they move to a logout confirmation screen Version 3.0. 2017 HELP Inc. All Rights Reserved. 15