MyGeotab Software Setup Guide

Introduction

MyGeotab is a powerful fleet management platform that allows you to monitor and analyze data from your vehicles. Once you have installed your GO devices and set up your database, this guide will assist you in getting started with key features of MyGeotab, such as adding assets, configuring users, and setting up monitoring rules.

Overview

This document will walk you through everything you need to know to set up and start using MyGeotab effectively. Whether you're new to telematics or a seasoned professional, this guide is designed to help you navigate the essential steps to configure your system, troubleshoot common issues, and ensure your fleet is operating smoothly.

Pre-Installation Checklist

Before you start the setup process, verify that you have completed the following:

• Database Ready: Confirm that your MyGeotab database is registered and accessible.
  
• Don't have a database yet? Click to register your database.
  
• GO Devices Installed: Ensure all GO devices are properly installed in your vehicles.
• Still need to install your GO devices? Click to check out our installation documentation.
• Asset Information Collected: Gather all necessary information about your fleet assets (e.g., vehicle make, model, VIN).
• User Roles Defined: Determine the roles and permissions for each user who will access the database.
• Network Access: Ensure that the network you are using allows communication with MyGeotab servers.

Software Setup

Add Assets

Assets are crucial for fleet management. To analyze data from your GO device in MyGeotab, first, add each asset to your database so the device knows where to send the data.

To add an asset, follow the instructions below:

1. Select the Vehicles and Assets or the Assets option from the main menu.

2. Click the + Asset button.
   

3. Select Add single asset.

4. Enter the asset name in the Asset name field.
   

5. Enter the serial number of the GO device in the Serial number field.
   
   

NOTE: Although this serial number is not required at this stage, MyGeotab operation will be limited until you add the serial number to your asset.

6. Select an Asset Type Group. The built-in asset types are Trailer, Vehicle, Container, and Equipment.

7. Select Groups to add the new asset to. Groups are used to organize your assets, users, and zones.

8. Click Save New Asset when finished.

Add Users

Adding users enables more people to access and utilize your MyGeotab database effectively.

1. Select the Administration > Users or People > Users & Drivers option from the main menu.

2. Click the Add button.
   

3. Enter a unique username or email address in the User (email) field.
   

NOTE: Without a valid email address, users cannot reset their own password or receive exception notifications and reports by email.

4. Enter the user's First Name and Last Name in the corresponding fields.

5. Enter a Designation, Employee Number or Comments as needed.

6. Select the Groups you want to add the user to.

7. Select the appropriate group for Data Access. Users can only view data from the selected group's branch.

8. In the Force password change at next login field:

• Select Yes if an email address was used. This sends a password reset email containing a link to set the password. The link expires after one hour.

• Select No if a username was used, then enter and confirm a password for the user.

9. Select Basic authentication in the Authentication type field.

10. Choose the appropriate Security clearance for the user.

11. If the user is a driver, refer to the MyGeotab: How do I make a user a driver in MyGeotab and Compliance: How to configure a driver to meet ELD compliance regulations articles.
    

12. Click Save when finished.

• Users can only be added by those with the appropriate security clearance.

• Refer to the Standard Security Permissions document for details on configuring security permissions.

• If the exact security permission is not set, the user will not have access to certain user settings. For example, if a user is configured to be a Driver and the security permission is Default User, the user will not have access to the HOS Settings tab.

• Cannot see the Add button? Refer to the Unable to add or edit a user in MyGeotab article.

Add Zones on the Map

Zones are virtual areas on the map used to mark important locations. Once added to your database, they help you monitor and analyze fleet activity.

Zones can track:

- When vehicles enter or exit

- When vehicles stop inside

- How long do vehicles stay

You can use zones to get notifications for events like a vehicle entering a loading dock or track time spent in customer areas.

1. Select the Map or Productivity > Zones > Zones option from the main menu.

2. Click the Add Zone button on the Map page or the Add button from the Zones page.
   

3. To create a zone using an address, type the address in the search bar.
   

4. Click on the map to create the perimeter of the area. Click on the first added point to close the perimeter.
   

5. Enter the zone name.

6. Select the groups to which the box is available under Publish to groups.

7. Determine if the area is Visible on the map.

8. Add types to group the zone with other related zones.

9. Choose whether to Show Stops in Area to represent vehicles stopped within that area on the map with a star icon.

10. Select an End Date to know when to stop recording data in the zone.
    
    

11. Click on the Map View tab to adjust the shape, color and transparency of the area as needed.
    

12. Click Save when finished.

Check the Watchdog Report

The Watchdog Report in MyGeotab provides a quick overview of your fleet's device health, highlighting which devices are functioning and which need attention. A device is deemed healthy if it communicates with MyGeotab every 24 hours. The report identifies any devices that have stopped communicating so you can address them promptly.

To generate the Watchdog Report, select your preferred format (Video or Article) and follow the steps below:

The Device Status Report, also called the Watchdog Report, provides an overview of the health of all devices in your fleet. An active device in good condition must communicate with MyGeotab at least once every 24 hours.

1. Select the Administration > Report Setup... > Report Views or Reports > Report Setup > Report Views option from the main menu.

2. Enter Device Status Report or Watchdog Report in the search bar.
   
   
   

3. Click Preview or View report next to the report name to view this report online.

4. Click Export next to the report name to download the Excel template for this report.

5. Click on Watchdog Report to adjust the report settings (add it to your dashboard, configure emailed reports, etc.).

The Device Status Report is also accessible from the Assets or Vehicles & Assets page by clicking the Report dropdown menu and selecting Device Status Report or Watchdog Report.

NOTE: The report is only visible if the Show report in dropdown list option is set to Yes in the Reports view settings of the report.

Find Assets on the Map

The map provides a visual overview of your fleet, showing:

• The real-time position of each vehicle

•  Status icons (driving, stopped, etc.)

• Displayed zones for quick reference

To view your assets on the map, follow the how-to instructions below:

From the Map:

1. Enter and select the desired vehicle name or GO device serial number in the search bar: all selected vehicles appear on the map.
   

2. Use the Group Filter to display only assets from selected groups.

3. Click on the desired vehicle in the asset list to view additional details and access its location on the map. By default, the list displays assets in the following order:

• Active currently on the move.

• Assets currently discontinued.

• Assets arrested within an area.

• Devices with which communication is broken.

From the Vehicles and Assets or Assets page:

1. Enter the desired vehicle name, VIN or GO device serial number in the search bar.
   

2. Select the desired vehicle to open the Asset Edit page.

3. Click the View on map button.
   

Enable Built-in Rules

Rules in MyGeotab help monitor and manage your fleet by enforcing policies, enhancing driver performance, and tracking key events like harsh braking, acceleration, and speeding. With in-vehicle coaching and customizable reporting, MyGeotab alerts you to any rule violations (exceptions) via email or in-app notifications.

To enable built-in rules, follow the instructions below:

Exception rules are conditions that describe the ideal behavior of a fleet. When a vehicle violates a rule, an exception is recorded in MyGeotab.

1. Select the Rules & Groups > Rules or the Groups & Rules > Rules option from the main menu.

2. Enter the name of the desired rule in the search bar.
   

3. Select the desired rule for activation.

4. Toggle the rule to On.

5. Change sliders and values based on fleet needs and preferences.
   

6. Click the Save button next to the ruler slider, if necessary.
   

Organize with Groups

As your fleet grows, keeping track of vehicle data can become challenging. MyGeotab makes it easy by allowing you to create groups that organize your data and control user access by vehicle.

Your MyGeotab database includes several built-in groups to get you started. For more details, view the article on asset type groups.

To create custom groups, follow the instructions below:

1. Select the Rules & Groups > Groups or the Groups & Rules > Groups option from the main menu.

2. Click the + button to create a group at that location.
   

3. Enter the Name and a Description for the group.

4. Select a Color for the group.

5. Click Save when finished.

1. MyGeotab includes several built-in groups. These built-in groups cannot be deleted. To learn more, refer to the How the new asset type groups work article.
2. You must be an administrator or have View Groups and Administer Groups security credentials and security permissions to be able to create a group. Refer to the Standard Security Clearances sheet for the list of all available security credentials for the default security clearances.