RoadLog Portal Training

Welcome to the training center for RoadLog Office. Below you will find everything you need to learn how to use RoadLog on a day-to-day basis as a Fleet Manager.

 

 

FAQ table of contents:

How do I perform RoadLog setup actions?

How do I add and edit drivers in RoadLog Office?

How do I add and edit vehicles in RoadLog Office?

How do I assign an ELD to a vehicle?

How do I move a RoadLog vehicle unit from one vehicle to another?

How do I prevent automatic logout from the portal?

How does my fleet utilize exemptions from Hours of Service?

How is my fleet notified about logbook violations?

What if a Driver forgets to log out? How do I edit my driver’s logbook?

What is Unidentified Driver Account (UDA)?

What happens if a driver accidentally accepts UDA time that was not his?

How does RoadLog support Logbook Audits?

How do I get my IFTA miles?

How often are maps updated?

Where can I get an overview of RoadLog Mapping functions?

Where can I get an overview of RoadLog Compliance functions?

How can I add a new Duty Status?

How can I view a Supporting Document?

How can a Driver approve and view Pending Edits?

What is a Standard Output File?

How to view Driver conflicts?

How to use all the Premium Services?

How do I perform RoadLog setup actions?

Whenever you plan to add a driver, vehicle, or new ELD unit to RoadLog, setup is required on the portal. Users of RoadLog Solo will additionally need to sync the keys with the RoadLog Sync application after completing the steps in the portal.

All actions required to get set up with RoadLog, including the Creation of drivers, vehicles, and adding ELDs are covered in the Setup and Installation Training section.

How do I add and edit drivers in RoadLog Office?

To access the driver creation wizard, select Fleet Administration > Drivers from the left menu. Then, click the Create Driver button, which is located on the lower left. For more details on driver creation and overall setup, please visit the Setup section of the help guide.

To edit a driver, double click on the entry, or click on the eye icon next to the driver’s name. Edits will reach Advanced or Premium devices automatically. For Solo devices, you will have to sync the driver’s key to capture the edit. A driver’s ID cannot be changed once it is created.

 

How do I add and edit vehicles in RoadLog Office?

To access the vehicle creation wizard, select Fleet Administration > Vehicles from the left menu. Then, click the Create Vehicle button, which is located on the lower left. For more details on vehicle creation and overall setup, please visit the Setup section of the help guide.

To edit a vehicle, double click on the entry, or click on the eye icon next to the driver’s name. Edits will reach Advanced or Premium devices automatically. For Solo devices, you will have to sync your Fleet key to capture the edit. A vehicle ID cannot be changed once it is created.

How do I assign an ELD to a vehicle?

It is necessary to assign ELDs to vehicles so that the RoadLog device correctly displays information about which vehicle it is in. This must be completed during initial setup.

To assign an ELD to a vehicle, the vehicle creation step must first be completed. Refer to “How do I add a new vehicle to RoadLog?”. After this step is complete, navigate to Fleet Administration > Vehicles, and click on eye icon of the vehicle to edit it. Then, click the empty entry box next to ELD. A box will open with a list of serial numbers of your available ELDs. Click the one with the serial number you intend to install in that vehicle and press Select. Then make sure to select Save at the bottom. For Solo devices, you will have to sync your Fleet key to capture the assignment of your ELD to your vehicle.

How do I move a RoadLog vehicle unit from one vehicle to another?

RoadLog devices cannot be simply unplugged and moved from one vehicle to another. They must be properly set up in 2 steps.

Step 1:

The correct ELD must be assigned to the correct vehicle in the portal.

To check the ELD assignment in the portal, navigate to Fleet Administration > Vehicles, and click on the eye icon of  the vehicle. Then, check the serial number of the RoadLog unit listed to the right of “ELD”.

To Assign the ELD to the vehicle, click the entry box next to ELD. A box will open with a list of your available ELDs. Click the one with the serial number you intend to install in that vehicle and press Select. To finish, press Save at the bottom.

In case the wrong serial number is listed, click the serial number to open a list of your available ELDs and then select the correct serial number and Save at the bottom. In case the correct serial number is already assigned to another vehicle, you will need to go back to the Fleet Administration > Vehicles page, open that vehicle by clicking on the eye icon, Unassign the ELD from the vehicle and Save at the bottom. Then, you can go back to the original vehicle to assign the correct ELD.

Step 2:

The ELD must be calibrated to the vehicle AFTER Step 1 has been completed.

The next step depends on the service level of your subscription.

For RoadLog Solo devices (which use USB keys), the Fleet Key should be synchronized with the portal using the Sync App, then inserted into the ELD. If prompted, select to use the key “As a fleet key”, and perform company logout. After logout is complete, remove the key, start the vehicle, and re-insert the key. This will trigger company login where you will have to calibrate the odometer reading on the ELD during this process.

For RoadLog Advanced and Premium subscription devices (which use cellular over-the-air connectivity), company logout will occur automatically when the ELD is unassigned on the portal. If you have not already completed this action, refer to Step 1 above.

The next time the RoadLog device is on and in an area with cellular signal, company logout will occur. After this happens, start the vehicle and press the Online Registration button.  This will trigger company login where you will have to calibrate the odometer reading on the ELD during this process.

How do I prevent automatic logout from the portal?

During Login, the “Remember Me” box can be used to retain your logged-in status.  If you are on a shared or public computer, it is not recommended to use this setting. If you are not using this setting, automatic logout will happen after 30 minutes of inactivity, unless you are on the Vehicle Position map page. You can open a separate tab in your browser with the vehicle position page open to maintain your session indefinitely.

In case you are logged in and still experiencing automatic logout, make sure that all users have their own login credentials. Automatic logout will occur if the same credential is used on two computers at the same time, or if multiple users are logged in at the same time on the same computer.

How does my fleet utilize exemptions from Hours of Service?

By default, drivers all have some exemptions available on the device, including:

  • Emergency Conditions Exemption
  • Adverse Driving Conditions Exemption
  • 16 Hours extension

Additional exemptions are unlocked for a driver if his profile is configured appropriately on the portal.

  • 30 Minutes Break exemption
  • General exemption

All above exemptions are accessed on the device by tapping Inspection/More > Driver Options > Take Exemption.

Additionally in the driver’s profile on the portal, special driving conditions are unlocked by selecting these items under “Special Driving Categories” during driver setup, or afterwards by editing the profile. These are accessible for drivers along with other duty statuses.

  • Yard Moves allows motion of the vehicle while in On Duty without recording driving time. If the vehicle moves, On Duty status will be assigned to the logged-in driver.
  • Personal Use allows motion of the vehicle while in Off Duty or Sleeper Berth without recording driving time. If the vehicle moves, no duty status event is recorded.

Note that these special driving conditions are turned off by default after the vehicle is turned off and on again, in accordance with US law. Drivers must proactively indicate that they wish to stay in a special status (Personal Use or Yard Moves) after turning off and on the vehicle.

How is my fleet notified about logbook violations?

In the vehicle, the driver is notified that he is running out of hours, and eventually is notified that he has exceeded his availability on the screen. If the volume is on, the device will also beep to indicate that a violation is being incurred.

In RoadLog Office, logbook violations can be checked by navigating to Compliance > HOS Dashboard Violations. You can filter your results by selecting a driver and date range at the top, then clicking Apply Filters. By default, the page will show all the whole fleet for the current calendar month. For Solo devices, you will have to Sync the driver’s key for violations to be displayed in the portal.

Violations are calculated when a duty status ends, so if a driver incurrs a violation and is still in Driving status, notification will not be available until he changes his duty status again.

What if a Driver forgets to log out? How do I edit my driver’s logbook?

If a driver forgets to log out, drivers can edit their own logbooks to correct the error. Drivers can access this on the device by going to View Logs, then tapping on the logbook grid. A driver can add a new duty status change, or modify an existing duty status change right on the screen of the device.

For Solo devices, any changes made by a driver on the ELD will be updated on the portal when the driver logs out of the ELD and Syncs the key with the portal.

For Advanced and Premium devices, any changes made by a driver will be updated on the portal the next time the driver changes duty status. A driver can also log into the portal using the same credentials used to log into the portal and make the same edits on the portal.

In accordance with US law, the fleet manager cannot edit driver’s logs directly. The fleet manager can make proposals for duty status modifications only. A fleet manager cannot force a driver to accept a proposal.

In no circumstance can any user edit automatically recorded driving time. This record is permanent. If any error exists with an automatically recorded driving time, the error can be explained in an annotation, however violations and availability calculations will not be able to be corrected.

For a Fleet Manager to propose a change to any duty status other than automatically recorded driving time:

Navigate to Compliance > Logbook, then click the offending duty status. A drop-down menu will appear, and the annotation field will appear with yellow highlighting. Select the correct duty status and enter an appropriate annotation with 4 or more characters. Then select Save at the bottom.

 

What is Unidentified Driver Account (UDA)?

Unidentified Driver Account (UDA) is a catch-all driver account that is applied by default whenever driving is detected without any driver logged into a device. The record appears under Compliance > UDA, and is also presented to drivers for acceptance or rejection when they log into that vehicle. It is the responsibility of the fleet to make sure that all UDA activity is either accepted or documented why it may exist.

UDA activity always includes a start of a Driving status, and is terminated by the start of an On Duty status. Whenever UDA is accepted, ELDs are required to assume that the driver started his workday, forgot to log in, and immediately logged into this vehicle properly for the rest of the day. Accordingly, an On Duty status will extend until the driver’s next duty status change.

In case the next duty status change should have been “OFF”, an edit to the drivers log will be required.

What happens if a driver accidentally accepts UDA time that was not his?

If a driver accidentally accepts a UDA status, automatically recorded driving time is assigned to his account. Since US law does not permit an ELD to allow editing of automatically recorded driving time, the driver’s logs must be annotated to explain the problem. Additionally, the driver who should have been assigned the UDA will need to edit his logs from a driver account in order to add the time to his logs.

Since the law also requires that we present any UDA to drivers immediately upon login, it is possible for drivers to inadvertently accept UDA time while they are trying to log in. To avoid this, drivers must be instructed to always read the information presented on the screen before accepting or rejecting anything, as this creates a permanent legal record of this action.

 

How does RoadLog support Logbook Audits?

If your company is audited by the DOT, RoadLog provides an easy way to present any logbook information your auditor will request. Typically, an auditor might request you to provide logs from specific drivers for a specific period.

By clicking on the Export button under Compliance > HOS, you can select driver(s) and date(s), and export those to PDF. You may then print this document or furnish it electronically to your auditor. This report does not include any analysis of possible violations – it creates a printout comparable to a paper log.

Roadlog ELD also supports the electronic submission of a “Standard Output File”. Under Compliance > Inspection > Send, you can select the driver, start/end date, and submission method. Enforcement can then upload and see this information in their eRods software.

How do I get my IFTA miles?

RoadLog provides support for companies to fill out their state’s quarterly IFTA taxes. The system automatically records the number of miles driven in each state, and can create a report showing this information with the odometer reading at each state line crossing. Drivers can input information about fuel stops, which is also included in this report if the information is available.

Information about the fuel stops can be viewed or edited by navigating to Compliance > IFTA/IRP.

Information about state mileage can only be viewed by navigating to Compliance > IFTA/IRP and selecting Export Selected Vehicles > Driven miles PDF. You can select one or more vehicles and the date range (normally quarterly for IFTA, for example January 1 through March 31).

How often are maps updated?

Maps are updated according to your subscription’s service level.

Solo: Maps update to the last time that the key was device-synchronized when the key is synced on the computer. There may be a delay (generally never longer than one day) in the update of the information on the portal after key synchronization is completed.

Advanced: Devices send all data to the backend once every five minutes, or whenever a duty status change occurs.

Premium: Devices send all data to the backend once every minute, or whenever a duty status change occurs.

The information displayed on the map will automatically refresh once every minute, so that the newest information is always available.

Where can I get an overview of RoadLog Mapping functions?

 

Where can I get an overview of RoadLog Compliance functions?

 

How can I add a new Duty Status?

To add a new Duty Status in the portal, select Create Duty Status Change in the drivers Logbook.

 

 

 

 

 

 

 

 

 

 

Then on the next page, select the Time you want the new Duty Status to begin. Also, select the Duty Status you want to change to, input the location you were in during that time, and add an Annotation for the change.  Review the information you entered to confirm it is correct and then click on the Add button at the bottom right.

 

On the next page you will see a preview of the change and after review you can send this proposal to the Driver. The driver will receive notification of this edit in the vehicle, and can choose to accept or reject the proposal.

 

How can I view a Supporting Document?

To view Supporting Documents, select Supporting Documents under the ELD tab on the left. Once you have processed the document and wish to dismiss it from your view, check the
“processed” checkbox from the data table to dismiss it from view. In order to display processed items, select the processed checkbox from the filter criteria and apply the filters.

 

How can a Driver approve and view Pending edits?

Drivers can access pending edits from both the in-vehicle unit and also when they are logged into the web portal. To access pending edits from the web portal, drivers can select HOS Dashboard under ELD on the left, then select the Changes tab in the middle to view pending edits.  If an edit is proposed, drivers can click on the eyeball to Accept or Reject the edit. Fleet managers can access this screen for an overview, but cannot Accept or Reject edits on behalf of the driver.

 

What is a Standard Output File?

A Standard Output File is a computer-readable file containing your driver’s logbook activity. During a Roadside Inspection, Roadlog ELD in-vehicle unit can provide Standard Output File to enforcement via USB, Bluetooth on SOLO units and USB, Bluetooth, Wireless Transfer on Advanced and Premium systems. Enforcement can upload and see this information in their eRods software during the inspection.

During a Compliance Review (audit), you can transmit the Standard Output file from the RoadLog Office portal via Web Services or Email by selecting Inspections>Send under the ELD tab.  You can also view the history of sent Standard Output Files under Inspections>History.  WARNING – Please review that all the information is correct before sending a Standard Output File.

 

How to view Driver conflicts?

Conflicts can occur in case a driver logs into two vehicles at the same time, or, if the driver appears to have done so because the logout information has not reached the web portal from one or more devices. To view Driver conflicts, select Conflicts under the ELD tab on the left. Here you can filter by driver and time period.

 

How to use all the Premium Services?

Messaging

Safe, text-based messaging with Drivers, available only when the Vehicle is stopped. To view messages, select Messaging on the left. To send a message, click “New”, then select vehicle(s) or driver(s) and type your message. You can track the status of outbound messages from the Outbox.

 

Whiteboard

With the Premium Service you are able to Manage Drivers, Vehicles, loads and trips remotely.  To View the Whiteboard, select Whiteboard on the left.  In the Whiteboard there are different tabs such as Whiteboard, Loads, Trips, Addresses, and Map.

 

To add a Load or Trip, click on the Loads or Trips tab and then select Add.  Next, you will need to input a Load name and other information such as Pickup Information, Delivery Information, and Assignment.  Then select Save at the bottom when you are finished inputting the information.

To add an Address, click on the Addresses tab and then select Add.  Next, you will need to input the Company name and Address information.  When finished, select Save.

 

Performance Reports

Performance reports encourages good Driver behavior.  To view Driver behavior, select Performance Reports on the left.  Here you can view the number of Driver Events per category and each Driver’s Rank.  You can also view Events by Vehicle by selecting the Vehicle tab.

 

You can configure the settings for each vehicle by clicking on the Configuration tab.  Here you can configure Braking, Acceleration, Low Tire Pressure, High Tire Pressure, Over Speed, Over RPM, and Idle Time settings by clicking on the pencil icon on the right.  Then select Save and Send to Vehicle when finished.