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You can set up and manage your Geotab fleet in the MyGeotab Portal with the steps below. Get more information here.

 

Check vehicle compatibility

  • Use the Geotab Vehicle Specific Installation Notes to see general compatibility information.
  • If you don't have a list of the makes/models you'll be using, here are some general guidelines:
    • Most 1997 and newer light duty vehicles are compatible if they have the 16-pin connector. This includes cars, minivans, SUVs, and light trucks.
    • Medium duty vehicles, like step up vans or medium trucks, have varying compatibility and may require an adapter.
    • Most 1997 and newer heavy duty vehicles are compatible with an adapter if they have the 6-pin or 9-pin connector. This includes buses, tractor trucks, and semi trucks.
    • Devices without a connector can still get basic GPS functionality with the 3-wire adapter

 

Register, log in, and reset admin password

 
Register
 
  1. On a computer web browser, visit https://my.geotab.com/.
  2. Click Register.
  3. Fill out the form with your information. You must complete all fields with a red asterick.
  4. Click Finish. An email is sent to the email address used above.
  5. Open the email and follow the instructions to complete registration.
 
Log in
 
  1. On a computer web browser, visit https://my.geotab.com/ or on a phone / tablet open the MyGeotab Fleet Management app .
  2. Enter your email address and click Next.
  3. Enter your password, then click Log in. Click Go Back if you entered the wrong email address.
 
Reset password
 
  1. On a computer web browser, visit https://my.geotab.com/.
  2. Enter your email address and click Next.
  3. Click the question mark ? next to the password field.
  4. Enter your email address and database name, then click OK. A reset email is sent to the email used to register.
  5. Follow the link in the email to create a new password.
 
Log out
 
  1. Click your email at the top right corner.
  2. Click Log out.

 

Administration in the admin portal

  • Influence safe driving behavior with in-vehicle driver feedback and coaching tools
  • See vehicle location in near real-time and a complete trips history
  • Reduce vehicle mileage and fuel consumption by creating zones and routes for your drivers
  • Be alerted to potential critical engine health issues and easily prioritize the repairs for your vehicles
  • Not all features are available for all rate plans. Check the rate plan page for information on what's included.

Requirements

  • One of the following browsers:
    • Microsoft Internet Explorer 10+
    • The latest versions of Google Chrome
    • The latest versions of Mozilla® Firefox
    • Apple Safari 6.0
  • Microsoft .NET Framework 4.6
  • Also available on modern versions of Android/iOS with the MyGeotab Fleet Management app available in the Play/App Store.
 
Dashboards
 

The application has many different options for what you will initially see when logging in. One of those options is a graphical view of all your reports on one page. The dashboard is intended to highlight critical events and behaviors throughout your entire fleet at a single glance. Listed below are the built-in graphics displayed on the dashboard which help establish insights to your fleet.

  • Driver Score: Rates your drivers based on speeding, after-hours driving, and excessive idling
  • Idle Time: Compares time spent idling as a percentage of the total driving time
  • Activity: Analyzes the time spent in different zones: at the office, home, and customer zones
  • Stops: Visualizes the number of stops made
  • Business and Personal Use: Shows driver mileage for business and personal use while intelligently filtering away the drive to and from work
 
View map
 

The Map tab allows you to view a list of your Geotab devices and see their location on a map.

  • Across the top you'll find the following controls:
    • Search: Find devices by Vehicle/VIN/Zone/Route.
    • Map: Clear the map, highlight groups, change your view or map type, and show or hide traffic/legend/zones.
    • Add zone
    • Trip history
    • Nearest: Find the closest device to the center of the map.
    • Refresh
  • On the left, click a device in the list on the left to zoom in that specific device location.
  • In the map, click a device to see additional options.
 
Add a vehicle
 
  1. On the vehicles tab, click Add.
  2. To add one vehicle, click Add vehicle. Enter the serial number and vehicle description, then click OK at the top.
  3. To add multiple vehicles, click Quick import. Enter one serial number and vehicle description per line, then click Import.
 
View/edit vehicle information
 
  • On the Vehicles tab, across the top you'll find the following controls:
    • Search: Find devices by Name/VIN/Serial number.
    • Show: Choose to show recent, active, or all devices.
    • Add: Add or import a vehicle.
    • More: View additional options, like installation history.
    • View: Change the view between List, Report, Advanced, and Watchdog Report.
    • Download PDF/Excel
  • On the right side of of a vehicle, click to view device details or see the location on a map.
  • Click the vehicle to view/edit the following information:
    • Device tab
      • Description
      • Device type Cannot be edited
      • Serial number Cannot be edited
      • Vehicle ID number
      • License plate
      • Odometer
      • Current engine hours
      • Comments
      • State/province
    • Driver Feedback tab: Enable/disable device beeping.
    • Groups tab: Choose which groups the device belongs in
 
Check activity
 

On the Activity tab, view information and reporting on device activity.

  • Trips Street View: View a specific trip on a map.
  • Heat Map: Visualize trip data with a color coded map of the area a vehicle travels most.
  • Risk Management: View information on the risky driving habits like idling and speeding.
  • Speed Profile: View a graph of actual speed vs. speed limits.
  • Driver Congregation: View a report that shows times where drivers overlap locations at a specific time.
  • Work Hours: View time card information and work hours.
  • View Accidents & Log Data: View a detailed log of information recorded.
 
View engine & maintenance details
 

The Engine & Maintenance tab lets you view information related to vehicle engine and maintenance.

  • Engine faults
  • Engine measurements
  • Reminders for maintenance
 
Setup and manage zones
 

Add, view, edit, and delete Zones.

  • Zones: View existing zones. Click a zone to edit. Click Add at the top to create a new one.
  • Import Zones: Allows you to import zones from .xlsx, .xlsm, or .zip file. Click the ? to see how to format the file.
  • Customer visits: See when drivers visited specific locations.

Add a New Zone

  1. On the Map tab, navigate to the area you want to create a zone in and click Add Zone.
  2. Left-click on the map and select Add square zone here - customize at a later time.
  3. Use the mouse to select a starting point on the map.
  4. Continue adding additional points to create the boundary. Each new click creates a line from the previous point directly to it.
  5. Fill in the Zone Edit Screen:
    • Zone name
    • Group to publish zones
    • Comments about the zone
    • Should the zone be visible on the map
    • Type of zone
    • Color of zone
  6. Click Save. You'll return to the Map tab with the new zone on the screen.

Create Zone spreadsheet

  1. On the Zones tab, click Import Zones.
  2. Click the ? for instructions on creating the spreadsheet.
    • You should use either a street address or latitude/longitude coordinates, but not both
    • Do not include column headers in the spreadsheet, just the data

Upload Zone spreadsheet

  1. On the Zones tab, click Import Zones.
  2. Select the spreadsheet you created:
    • Drag and drop the spreadsheet onto the Drop your files here button
    • Click the Click to select them button to navigate to and select the spreadsheet
  3. Once the upload is complete, you'll see the number of valid and invalid zones. Click Export to download a spreadsheet of invalid zones to fix them.
 
Set rules & groups
 

On the Rules & Groups tab, view and edit rules and groups.

  • Rules: Conditions that outline the ideal behavior of a fleet. When a vehicle event breaks a rule, an exception is recorded within the system and notifications can be sent to specific users.
  • Exceptions: View, add, edit, and delete exceptions to rules.
  • Groups: View an expandable tree of groups and subgroups.
 
Administration (reports, users, user passwords, and company details
 

Get administer reports, manage your users, and set up your systems.

  • Reports: Preview and download reports
  • Users: View and edit users information.
  • Systems: View and edit company information and user account policies
  • About

 

Hours of Service (HOS) setup & management

Before drivers can use the Geotab GO8 HOS app, you must have a plan that supports it and turn on HOS in the MyGeotab website.

Set up the HOS app

 
Set up company information
 

The first thing you'll need to do is make sure your company information is filled out correctly.

  1. In the MyGeotab website, click Administration > System > System Settings.
  2. Make sure the following fields are complete:
    • Company name
    • Company address
    • Maximum personal conveyance distance
    • Any other information if applicable
  3. Click Save.
 
Set up vehicle
 

The next thing to do is make sure the vehicle is set up for HOS.

  1. In the MyGeotab website, click Vehicles and choose the desired vehicle.
  2. Click More Details and make sure to do the following:
    • Fill out the license plate, VIN, odometer, and current engine hours fields
    • Switch the Hours of Service switch to On
  3. Click Save.
 
Set up driver
 

The last thing to do is set up the user so they can take advantage of HOS. For any questions related to the ELD mandate and HOS compliance, please contact your local Department of Transportation or visit https://www.fmcsa.dot.gov/ for more details.

  1. In the MyGeotab website, click Administration > Users.
  2. Choose the desired user or click Add to add a new one.
  3. Fill out the following information. It must be filled out correctly or you risk being out of compliance:
    • User name
    • First and last name
    • Password
    • Security clearance:
    • Data access group: (drivers can't see vehicles or HOS logs outside of their group)
    • Additional fields, like Employee Number and Comments, can be filled out as needed.
  4. Click the Driver tab and fill out the following information:
    • Set "This user is a driver" to Yes.
    • Set "Prevent driver access to shared data" to Yes.
    • Set "Same as data access" to Yes.
    • Drivers license number
    • License state/province
  5. Click the UI Settings tab and make sure the following is set up correctly:
    • Distance measurement system
    • Fuel economy measurement
    • Date and time format
    • Time zone
  6. Click the HOS Settings tab and fill out the following. It must be filled out correctly or you risk being out of compliance:
    • Ruleset followed by user
    • Exemptions relevant to the driver
    • Home terminal
    • Home terminal address
    • Carrier number
    • Yard Move and Personal Conveyance exemptions
    • Authority name
    • Authority address

Use and administration

 
View Duty Status logs & generate compliance reports
 
  1. In the MyGeotab website, select Activity > HOS > Duty Status Logs.
  2. Click the Options button and select the Date Period and the Driver.
  3. Select Apply changes to search for applicable duty status logs.
  4. Choose from the available options:
    • Click Add to add a new log.
    • Click a specific log to edit it. Click Save when done.
    • Click Compliance Print to generate a compliance report for presentation to law enforcement.
 
View Availability & Violations reports
 
  1. In the MyGeotab website, select  Activity > HOS > Violations.
  2. Click the Options button and select the Date Period and the Driver.
  3. Click View to see additional reporting options.

 

Get additional help

Geotab.com has even more information to help guide you, including:


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