To help organize Drivers, Vehicles, Assets, and Geofences, Motive allows Fleet Admins to group these entities into Groups and Subgroups. Groups and Subgroups make it easy to categorize entities based on various attributes, such as:
- Geographies (Regions, States, Cities)
- Organizational Divisions (Delivery, Management, Shuttle)
- Statuses (Active Drivers, Probation Drivers) if not available elsewhere
- Classes (Light Duty Vehicles, Heavy Duty Vehicles, Cars, Trucks)
Using Groups helps streamline workflows by making it easier to surface the right entities when needed.
Do's and Don'ts of Group Management on the Motive Admin Dashboard
Groups and subgroups help you organize Drivers, vehicles, assets, and geofences for easier management on the Motive Dashboard. To make the most of group settings, here are some key things to remember.
Setting Up Groups the Right Way
Groups are leveraged to reflect your organization’s functional categorization of entities. It is therefore important that these categorizations are set up in the most accurate way possible, while avoiding unnecessary complexities.
The most common ways to define Groups
- By Geography: Vehicles assigned to geographical regions that are based on states
- By Operational States: Drivers moving between probation/permanent states
- By Functional Groups: Assets belonging to a particular division, such as mining
What should I not create Groups on
- Employee names: Creating your Fleet Managers as ‘Groups’ in the system to represent reporting hierarchies
How Filters Work
You can find Group filters in multiple locations on the Motive Dashboard. These filters make it easy for Fleet Managers to access information for specific Group(s).
Example of Group Filter on Fleet View
While creating a group structure, it is important to remember how these filters function and return information.
| How it works | Example |
| Filtering on multiple groups shows everything in those groups, not just what overlaps | Selecting Atlanta and Delivery Vans doesn’t return just Delivery Vans in Atlanta, it shows all Delivery Vans and all vehicles in Atlanta |
| Assigning something to a parent group doesn’t automatically assign it to the child groups | A Driver assigned to the US group is not automatically assigned to Wisconsin in the Motive system, and doesn’t appear in results if filtered just by US |
How Group Assignments are shown in exported data
Every group assigned to a Driver, vehicle, asset, or geofence is treated as a single entry in Motive’s system.
When exporting reports (like a Driver Detail Report), only the specific groups assigned appear without references to parent or child groups.
Example of Exporting a Driver Report
This means that you wouldn’t be able to filter by Company Group and also get a list of all Drivers in any child groups unless you have them assigned in Motive separately in the exported version.
| Note: If unsure about the best way to set up groups in your Motive Dashboard, consult your onboarding manager or reach out to the Motive Product team for guidance. |
Nested Structures in Groups
The Motive Dashboard allows you to create Subgroups within Groups, enabling a nested structure that reflects your organizational setup or workflow requirements. Fleet Admins can create a Group structure that helps you identify and work on the right Drivers, Vehicles, Assets, or Groups whenever needed.
How Nesting helps on the Motive Dashboard
Setting up the right Group structure simplifies day-to-day operations for Fleet Admins. Here are some examples of how grouping can help:
- Running a report specifically for Ready-Mix Vehicles in Texas
- Fetching a list of all Drivers assigned to the Furnishings Division in Arizona
- Enabling Hard Cornering for all vehicles in Illinois under the Metals Division
In short, the Group structure should support your reporting, configuration, and operational needs within the Motive Web Dashboard.
Important Tips on the Nested Structure
- There is no limit to how many levels of Subgroups you can create, but it’s best to keep the hierarchy simple.
- Create separate Group structures when necessary. For example, if you have a Construction and Mining company operating separately, you can set up two Parent Groups to reflect this distinction. Though be mindful that the filters on the Motive Fleet Dashboard may not help you identify common entities between isolated structures.
Note: Avoid creating separate Group structures just to reflect two attributes of the same organization. For example, do not create one structure for Divisions and another for Geographies if they belong to the same organizational framework.
|
Share this with others