Knowledge base > User guides > Vehicle
Vehicle
INDEX
Installation
Vehicles
Service, leasing, insurance and inspection
Remove a driver [TODO]
Transferring Triplog units between vehicles
Settings
Trips
Send SMS
Spot search
Notifications
Types of notification
Gap too high between driven and measured distance (10%+ gap)
Installation
Dashboard
The customisable dashboard is the first screen you see after logging in. The dashboard is the new, easier way to keep track of your fleet. Simply select the most valuable widgets for your business and have a one page overview of the most important information regarding your fleet. Each administrator within a company has their own unique dashboard.
The available widgets to support the ABAX Triplog service are:
| Widget Name | Description | Purpose |
| Trips this year | Trip statistics this year | To keep track of driving trends, total mileage this year and a shortage to 'Trips'. |
| Trips last year | Trip statistics last year | Overview of driving trends last year and a shortcut to 'Trips'. |
| Triplogs for approval | List of Triplogs awaiting approval | Product a 'to-do' list so the administrator won't miss any triplog's waiting for approval. Provide a shortcut directly to each triplog. |
| Trips outside working hours | Number of trips outside working hours and without a purpose in the last 30 days | Increase control over unauthorised trips by having them appear on every login, not just in reports. |
| Unit status | Overview of unit power and GPS status | Help ensure the units are working correctly and fully utilised. |
| CO2 emissions | CO2 emission statistics | To keep track of CO2 emissions trends and support your environmental policies and procedures. |
| Trips without a driver | Number of trips without an associated driver in the last 12 months. | Ensure each trip has an associated driver to keep control and ensure a tax compliant fleet. |
| Vehicle utilisation | Vehicle utilisation statistics | Help ensure that your fleet is fully utilised and a shortcut to the 'Vehicle Utilisation' report. |
Drivers
The list of drivers is located under the Triplog menu and then the Drivers submenu. If your drivers are already within the system, you can search through your driver list using the search bar.
Create a driver
To create a new driver, click Create new driver in the top right corner and complete the following information:
| Name | Name of the driver |
| Mobile | Mobile number of the driver |
| Home country | Location of the driver |
| Department | Department of the driver (departments can be created under Settings > Departments) |
| Fuel card by company | Toggle on if the driver uses a fuel card issued by the company |
| Username | A unique username for the driver. If you want drivers can have their own log-in. This is usually only applicable for drivers using the system to complete a digital mileage claim. |
When finished press Save in the upper right corner.
If the driver requires access to a drivers account (i.e. they drive a car on a mileage claim system) then click on them to return to their driver information. If the phone number is not entered, the drivers password must be created manually. If a phone number is entered, when you click the Send password button, the system will generate a password and send it as an SMS to the driver. The driver can then use these details to log into their own interface or the ABAX Mobile app.
Reset a drivers password
If a driver forgets their password, you can send a reset from the administrator account. Navigate to the Drivers submenu under the Triplog menu and select the driver that requires a password reset. Click the Send password button and the driver will receive an SMS with instructions and their new log on details.
Vehicles
Vehicles
To see a list of all vehicles in your fleet, click on the menu Triplog and then select the Vehicle submenu.
The vehicle list is categorised into a department hierarchy. Clicking on a department will show a list of vehicles associated with that department. If no department structure has been created, a full list of all vehicles will be displayed.
Clicking on the symbol exclamation mark at the end of each row, will give a summary of the vehicle details at a glance.
Adding a new vehicle
When logging in for the first time the list will only show the active Triplog units on your account, so you must create a vehicle and assign each unit to that specific vehicle. To add a vehicle, click on the relevant unit and a pop up window will appear. For the best set up installation and to support tax compliance, complete at least the following information:
| Reg no. | Registration number of the vehicle |
| Vehicle name | A name for the vehicle (can be used in the live map) |
| Vehicle make and model | The make and model of the vehicle |
| Additional info | Any extra information such as where the unit was mounted |
| Vehicle type | Is the vehicle commercial or a car? |
| Fuel type | Fuel type of the vehicle |
| Engine size (cc) | Size of the engine in CC |
| Selected driver | Connect a driver to the vehicle (driver must be created) |
When all the information about the vehicle is completed, finish by clicking the Save button in the top right. On first registration a pop-up box will appear to ask if you have switched vehicles, in this case click No, as it is a first time installation. If the unit was swapped from another vehicle then click Yes.
Vehicle mileage
When installing the unit, it is useful to take a note of the vehicle mileage from the vehicle odometer. This odometer reading can then be associated to the vehicle under the Mileage heading of Vehicle details. To update, enter the mileage and a corresponding date.
Service, Leasing, Insurance and Inspection (MOT)
Additional vehicle details can be added allowing you to monitor and manage your servicing, leasing, insurance and vehicle inspection (MOT) requirements in one system. Adding these details will allow you to centrally store this valuable information, generate summary reports and set up scheduled reports ensuring you never miss a date!
| Leasing | Enter the leasing company name, contact number, contract start date, mileage limit, leasing period and the vehicle mileage at the start of the lease. A leasing report will give an overview of your current leasing status. |
| Insurance | Enter the insurance company name, contract number, contract start date, mileage limit, insurance period and the vehicle mileage at the start of the insurance contract. |
| Servicing | Create your service plan by entering the date and mileage of the last service, the time and distance intervals between services and the automatic notification thresholds. You will receive a notification by SMS or email when the mileage threshold is reached. A servicing report will give an overview of your fleet and the next service. |
| Inspection (MOT) | Enter the date the last inspection was performed and the date the next inspection is due. An inspection history is also listed. An inspection (MOT) report will give an overview of your current inspection status. |
Update associated driver
If a driver changes vehicle you will need to update the details in your administrator interface. Go to the Vehicle submenu under the Triplog menu and select the vehicle that now has a new driver. Remove the selected driver, search for the new driver, add them and then press Save.
Transferring Triplog units between vehicles
If you want to switch the Triplog unit from one vehicle to another, you will need to update the details in your administrator interface. Find the original vehicle in the Vehicle page under the Triplog menu. Update all applicable vehicle details outlined in the Adding a new vehicle, Vehicle mileage and Service notifications sections. When finished click Save. A pop up box will appear, it is important to press Yes if you have moved the unit to a new vehicle and No if it was a brand new installation or you were updating incorrect information
Settings
Settings
Settings allows you to customise features within your administrator interface.
Departments
Departments can be created to help organise your vehicles and drivers. To create a department select the settings icon in the top right and click Departments.
To create a new department, click on the button Add department in the top right. Enter a Name for the department and any further information. To finish, click Save button in the top right. The new department will then be added to the list for departments.
Work hours
Work hours allow the business to create a period when the vehicles are in use. This allows the administrator to create reports to highlight trips taken outside of work hours that may be private and not allowed. If operating light commercial vehicles on a nil-benefit system, these trips should be eradicated to protect from tax audits and penalties.
Scheduled reports
Scheduled reports allow an administrator to automatically receive reports to make it even easier to stay in control. The reports are sent via email and scheduled daily, weekly or monthly.
To create a scheduled report click the Settings menu, Scheduled reports submenu and then Add new from the top right. Create a report of your choice and click Save. You can have as many scheduled reports as you like.
Purpose
The Purpose list is used when your fleet has drivers that are required to complete digital mileage claims. It allows an administrator to create a predefined list of business trip purposes for a driver to choose from. This in turn reduces administration time and helps keep reports in the same format.
Find the Purpose submenu under the Settings menu. To create a new purpose, click Add new and a popup window will appear. You can create as many purposes as you want and can even make them department specific. Click a purpose from the list if you want to edit or delete it.
Company settings
Find the Company settings submenu under the Settings menu. Company settings allow you to customise how certain options look in different aspects of the administrator system. For example, you can edit your default settings for the map engine (what appears in fleet management). If you chose to activate clustering, every time you load the map the clustering function will be on.
Autorates
Autorates are used if you have company cars, pool cars and/or grey fleet cars on a mileage claim system within your fleet. The fuel rate of a business mile depends on the vehicles fuel type and engine cc and is outlined by HMRCs advisory fuel rates (AFRs). AFRs update once a quarter, so manually following fluctuations, thresholds and drivers switching vehicles can be a longwinded and challenging process. Autorates makes this process automatic, simple and digital. The Autorates feature allows you to create vehicle and driver specific fuel rates that follow HMRCs quarterly updates and automatically calculate thresholds and vehicle swaps. Set up once and let the system do the hard work for you.
To create a new Autorate, go the the Autorates submenu under the Settings menu. By default, HMRC AFRs are used - if your company does not use AFRs, you can also set your own static fuel rates at company, department and driver levels. To update a fuel rate, click New autorate and select the type of rate, the start date (which can be backdated) and the new rate in /miles. When finished, press Save. This new rate will now be used in calculating digital mileage claims.
Trips
Trips
The Trips submenu is under the Triplog menu. It allows you to search for trips taken by your fleet. To narrow your search, you can enter criteria such as a date period, vehicle, driver, department, registration number or add a predefined filter.
Under the filter section, you can specify a trip time, whether the trip was taken outside the hours you defined in your Work hours menu, if the trip is missing a purpose or to show only the first and last trip per day. These filters are useful to ensure trips are tax compliant.
For vehicles on a nil-benefit system, all trips will appear once the trip has completed. For vehicles that require a mileage claim (such as company car or grey fleet car), business trips will appear either after the trip is completed or when the driver submits their digital mileage claim. This is dependent on your drivers privacy settings.
Each trip will contain the following information: driver, start date and end date, start address and end address, trip distance, trip duration and trip purpose (if applicable).
Some trips are a combination of more than one trip, these are known as merged trips. Merged trips require driver input and are useful to help make complicated trips simpler. A common example of when a trip may be merged is when stopping for fuel. To expand all parts of a merged trip, click the applicable trip once.
Clicking on a trip will bring up further information including Trip in map, where you can see the actual route of the trip. If you would like more information about specific points on the trip, you can click on any GPS marker for further information including location and speed.
All ABAX maps are Google Maps. You can zoom in and out by using the plus and minus in the bottom right corner or drag and drop the yellow man to a specific location to switch to Google Street View.
Areas
Area Administration
Area administration allows you to create a virtual area that overlays the map. This area is given a name and used to help control your fleet and improve reporting features. You can create areas for common workplaces, driver homes, head office, petrol stations etc. The reports you can generate include how often you have visited that area or total time spent within the area.
Create an area
The Area administration submenu is found under the Triplog menu. To begin, move your map to the location you would like to create an area and click Create an area. At the top, you can choose to create a circular, polygon or rectangular area. When you have drawn the area, you need to choose an Area name and Area address. This information will overwrite the usual address information in your trip list and reports, so choose something recognisable. Press Save to save your area, or Cancel to cancel and start again.
Update an area
A list of the areas created by the administrator is displayed on the left. When clicking on one of these areas it brings up further information and moves the map to the area site. From here, you can delete or edit the area. You cannot edit the outline of the drawn area, so if this is incorrect, you will need to delete and redraw.
Triplog
Submitted Triplogs
The Submitted triplogs submenu is found under the Triplog menu but is only used if drivers are required to submit digital mileage claims.
Submitted triplogs contain a database of all historical digital mileage claims. The reports are held for up to six years to remain HMRC compliant. The reports are sorted by driver. Clicking on a driver will expand to give an overview of submitted claims in descending order. You can click on any individual report to see all associated information.
Triplogs for approval
The Triplogs for approval submenu is found under the Triplog menu but is only used if drivers are required to submit digital mileage claims. Each claim contains all necessary details to be tax compliant.
When a driver submits a digital mileage claim, the administrator is notified by email as their claim needs to be processed and approved. To do this, click on the claim you want to verify. Check through the business trips to authenticate the claim and make sure it is tax compliant. You can then either Approve Triplog or Reject Claim with comments. An approved claim will be stored in Submitted triplogs for six years. A rejected claim will be sent back to the driver to redeliver.
Drivers
Historical Drivers
The Historical drivers submenu is found under the Triplog menu. It contains a list of all drivers that have been created within the Triplog system but have been deleted and are not currently linked to a vehicle. This list likely contains those that are no longer employees but their data needs to be stored in order to be HMRC compliant.
If a driver has been deleted by accident, you can restore them to the main drivers page by selecting them and choosing Ok in the popup window.
Reports
Reports
Under the menu option Triplog is the submenu Reports. You can choose from a selection of reports depending on the services that have been ordered. The reports are displayed in the same way as Trips, but you have more search options on some reports. Reports can also be printed in PDF or saved for use in Microsoft Excel.
Status Report
An overview of the key information for each vehicle. This report can be filtered by department.
Trip Report
An overview of the trips undertaken by the fleet. Displays the same information as the submenu Trips but is now exportable.
Invoice basis report
Used to calculate the cost or value of business trips using a pence per mile base rate. Can be used to accurately invoice customers or estimate total business fuel spend of a driver, group of drivers, department, address or purpose. After running the report, select a desired rate and you will receive summarised totals. This report can be filtered by date and a free text search.
Notification report
An overview of the number and type of notifications received per department and per driver. This report can be filtered by date or notification type.
Distance report (vehicle)
An overview of the total mileage per vehicle, department or company. The report includes the total number of business and private miles, the number of trips and the time spent in the vehicle. A good use of this report is to check you do not exceed leasing mileage agreements. This report can be filtered by date and a free text search.
Distance report (driver)
Same as the Distance report (vehicle), but is now calculated by driver.
Time in area report
An overview of the time spent in each area created in the Area administration menu. This report can be filtered by date and a free text search.
Stop time report
The total stop time for driver and each trip. This report can be filtered by date and a free text search.
User activity log
An overview of all operations completed on the account and by which user. This report can be filtered by date and a free text search.
Status delivered triplog report
Used when employees are required to complete digital mileage claims to make sure they have been submitted on time and within the correct date range.
Vehicle Utilisation
Displays the total number of trips, days a vehicle has been used and a utilisation percentage. The report will automatically count only workdays (according to your company work hours). So if you do not set work hours for the weekend, these days will be excluded from your calculation. Bank holidays are also automatically excluded.
The report is available for commercial vehicles.set up scheduled reports ensuring you never miss a date!
Trip Stop Report
Displays a detailed trip report for each driver including stop time between trips.
Send SMS to driver
Send SMS to driver
The Send SMS to driver submenu is found under the Triplog menu. It allows you to send an SMS to a driver or group of drivers. Select the driver(s) you want to send an SMS to from the list, write your message and press Send message in the top right corner.
Spot search
Spot search
ABAX Spot Search is an add on feature available in our ABAX Triplog Business and Professional packages. If you have the feature active, the Spot Search submenu is within the Triplog menu.
Spot Search allows you to replay all vehicle movement in a highlighted area during a specific time frame. An administrator can use the information to optimise their route management and provide real-time interactive trip verification.
Position the highlighted circle in the appropriate area. To position accurately, you can zoom in and out on the map, use the red marker to drag the circle and the black markers on either side to adjust the highlighted areas size. Once positioned, use the search bar and choose a date in the top left to narrow your search criteria and then click Search.
All vehicles that pass through the highlighted area will appear in the Chosen vehicle box. You can use the cross by their name to exclude a driver and narrow further. You can also use the slider to adjust the time. Once you have the correct time interval and chosen vehicles, click on the play symbol and the day will be replayed. You can pause and switch chosen vehicles or re-adjust the highlighted circle at any point. If you leave the Spot Search page, the search criteria will be reset.
Notifications
Notifications
Notifications tell the administrator if something is not as it should be or if a threshold has been exceeded on preset criteria.
Notifications are found under their own menu on the Triplog administrator interface. There are two options within the menu; Notifications and Notification settings. Notifications allow you to see all unhandled notifications that require attention and search options to find all handled and unhandled notifications. Notification settings allows you to customise how you want to receive each notification and their thresholds.
There are seven types of notification for Triplog, five for Equipment and a maximum speed notification. Only the maximum speed notification can be deactivated.
If there are new unhandled notifications, a red overlay will appear and indicate the number that require attention. All types of notification will appear here but important ones can be received instantly by SMS and/or Email.
Notification settings
Notifications tell the administrator if something is not as it should be or if a threshold has been exceeded on preset criteria.
Types of Notifications
Gap too high between driven and measured distance (10%+ gap):
A 10%+ variance on distance-to-read may indicate that the device has been disconnected. An instant notification can be sent via Email if the threshold is reached.
High speed
The maximum speed can be set in the Notification when exceeding maximum speed tab. If that is Activated an instant notification can be sent via Email if the threshold is reached.
Lost contact
If the unit goes more than three days without the unit submitting a GPS position, you will be notified of lost contact. This notification disappears as soon as the device is reporting again. An instant notification can be sent via Email if the threshold is reached.
Lost power source
If the unit loses its power source, it will immediately send a notification. This would likely be down to the unit being tampered with. The device has a back-up rechargeable internal battery, but this has a limited duration.An instant notification can be sent via Email and/or SMS.
No new trip in 14+ days
If a vehicle goes 14 days without registering a trip, a notification is sent. The notification disappears as soon as the unit reports a new trip. An instant notification can be sent via Email if the threshold is reached.
No new trip in 7+ days
If a vehicle goes 7 days without registering a trip, a notification is sent. The notification disappears as soon as the unit reports a new trip. An instant notification can be sent via Email if the threshold is reached.
Trip without a driver
Indicates if a vehicle has been used without an associated driver. Correcting this issue will ensure you remain tax compliant. An instant notification can be sent via Email and/or SMS.
Notification when exceeding maximum speed
When activated, the system will send a notification when a vehicle exceeds your desired speed. This setting will apply to all units. This notification can be toggled on and off.
New Notifications
Notifications tell the administrator if something is not as it should be or if a threshold has been exceeded on preset criteria.
Notifications
All new unhandled notifications will appear oldest to newest within the New notifications section of Notifications. Clicking an unhandled notification will allow you to add comments and Mark as handled. If you choose to handle a notification and the original issue has not been corrected, in time the notification will reappear.
You must handle a notification in order to receive another of the same type. For example, if Driver A exceeds the speed limit on day 1 and the notification is not handled, no further notifications will be sent, even if Driver A exceeds the speed limit again on day 2.
All Notifications
You can search for handled and unhandled notifications within the All notifications section of Notifications. You can search notifications by period, notification type, status ,vehicle, department or your entire fleet. A notification reports can also be printed in PDF or saved for use in Microsoft Excel.
Administrators passwords
How to update the administrators passwords
You must be logged into the administrator account that requires the password updating. Click on the Profile icon and then Change password submenu. Your new password must be at least 8 characters long and include at least one number and one upper and lowercase letter.
If you have forgotten your administrators account password, please contact Customer Service.
ABAX Tags
ABAX Tags
ABAX Tags is an add on feature available in our ABAX Triplog Professional package. ABAX Tags allows you to tag your vehicles and/or equipment with keywords to help sort, filter and organise when using reports or the live map. ABAX Tags is a simple and fast way to increase the power and flexibility of the ABAX Triplog system.
If you want to add tags to a vehicle, go to the Triplog menu, then to the Vehicle submenu, select a vehicle and then go to the Tags section. Enter keyword(s) such as North sales, blue, Ford Transit, vans or director etc. then press Add. You can add as many tags as you require. You can now use your tags to search reports or the live map. For example, create a trip report for all director vehicles or only show vans on the live map.
When adding tags to equipment, go to the Equipment Control menu, then to the Equipment submenu, select the equipment and then go to the Tags section. Follow the same process as adding to a vehicle.
ABAX fleet management
Fleet Management
Fleet Management is a main menu within the Triplog administrator interface and gives you real-time access to your fleet in a map. The map is also available under the Equipment Control menu and the Map submenu- but this map will only show your Equipment (if applicable).
In the map view, you see all vehicles that have this feature enabled. Each vehicle is shown by an arrow; green is moving, red is stationary. Equipment is show by a black gear. If too many units are in close proximity, they will be clustered. Clicking on a cluster will zoom further and open the cluster.
The map will update every 30 seconds or if a vehicle changes direction. The system uses Google Maps. In the bottom right corner you can use Google Street View and in the top right you can zoom or change the view between Map, Terrain or Satellite.
Clicking on any vehicle or piece of equipment will bring up further details including signal strength, current speed and associated tags. From this menu you can also choose to send a SMS to the driver or Show latest 20 positions. The last 20 positions option will bring up a snail-trail of the last 20 GPS markers.
In the top left, you will find drop down menu options and a search field. From the search field you can search for a department, driver area or location. For example, if you receive an urgent call and you need to see who in your fleet is closest to a specific address, you can type the address in the search field. The system will then bring up a list of the 5 closest vehicles, so you can be efficient in your vehicle management.
Live Map
Please refer to the Live Map User Guide for information about the Live Map