*New Fleet Managers Start Here* - Getting Started with Motive for Fleet Managers

1. Log into the Fleet Dashboard and click on the Fleet View in the left-hand side menu.

• You can view Vehicles, Drivers, or Assets from the Fleet View Map or the list.
• You can also use the Search box to find a specific vehicle, driver, or asset.

2. Use the dropdown next to the Filter button to find entities more quickly and order the list for the preferred option. You can also use the Filter button to customize your search.

The icons next to the entities give you an overview of their status:

The vehicle, asset, or driver is active and moving.

The vehicle is idling.

The vehicle, asset, or driver is stationary.

The driver is active. This only applies to drivers using the free version of the Motive Driver App (without a Vehicle Gateway).

This status symbol indicates outdated information. It shows up if one of the below conditions are met:

• Vehicle/Driver/Asset: No updates have been received for the last 4 hours, and the most recent recorded status update was moving or idling.
• Vehicle/Driver: No updates for the last 24 hours, and the most recent recorded status update was stationary.
• Assets: No updates for the last 40 hours, and the most recent recorded status update was stationary.
  Motive Driver App (Driver without a Vehicle Gateway): No updates have been received for the last 24 hours.

3. To view more information or a detailed view of an entity, click on that entity in the list or on the map.

You can see one of the three views mentioned below:

• Vehicles Live View: This detailed view shows information regarding the status of your vehicle, location data, current driver, telematics, Smart Dashcam footage, and live map view.

• Drivers Live View: This detailed view shows information regarding the status of your driver, location data, current vehicle, hours of service, other details, and a live map view.

• Assets Live View: This detailed view shows information regarding the status of your asset, location data, battery status, telematics, other details, and a live map view.

4. You can switch between Live and History tabs within any detailed view of an entity. Click on the History tab to view the location history of an entity.

1. Log in to the Motive Fleet Dashboard and click Compliance in the left-hand menu.

This will take you to the Compliance Hub, where you can view:

a) A Summary of your fleet’s compliance data.

b) Charts for Logs, Trips and Inspections, Top HOS Violations, Top Form & Manner Errors.

c) Driver and vehicle leaderboards with the Highest Compliance Risk.

On the right-hand side of the page, you can access the Action Center to review violations, errors, and inspections (from the past cycle), Notifications, and some Quick Links.

In the summary banner, you can view key Compliance metrics such as Trip Hours, Trip Distance, Active Drivers, Active Vehicles, HOS Violations, and Form & Manner (F&M) Errors in your fleet’s current default cycle compared to the previous one.

• If the company cycle is 7 days, 7D, 14D, 28D and 56D filters will be shown.
• If the company cycle is 8 days, 8D, 16D, 32D and 64D filters will be shown.
• If the company cycle is 14 days, 14D, 28D and 56D filters will be shown.

With the Logs donut chart, a fleet can quickly review the total logs for the selected time period, broken into:

• Compliant logs
• Non-compliant logs

For non-compliant logs, you can start correcting, sending log suggestions to drivers, and determining which drivers require a conversation.

Hover over the red, non-compliant part of the donut chart to see the non-compliant logs broken down by violation type:

• HOS violations
• Form & manner errors
• Logs with both issues

With the Trips donut chart, you can quickly review the total trips for the selected time period and toggle between total trip count and total trip hours. The data is broken into:

• Identified or annotated trips: Shows the resolved trips that are either identified or unidentified and annotated.
• Unidentified trips: Shows the unresolved trips that are unidentified and don’t have an annotation.
• Clicking on either link takes you to the Trips page with the respective fields pre-filtered to show the relevant data. For unidentified trips, you can quickly assign or annotate those trips.

With the Inspections donut chart, you can quickly review the total number of inspections for the selected time period, broken into:

• Defects resolved: Resolved defects, including reported defects that are already fixed or those that don’t need to be fixed.
• Defect status unknown: Unresolved defects with unknown statuses are the defects fleets should focus on resolving.

Clicking on either link takes you to the Inspections page in the Maintenance section with the respective fields pre-filtered to show the relevant data. For defect status unknown, you can quickly review and reach out to drivers to resolve the issue.

The Top HOS Violations chart shows the top five HOS Violations for the time period selected. The bars are broken down into violations greater than 30 minutes (dark blue) or less than 30 minutes (light blue).

1. Hover over the charts to see the violations broken out by these two violation types ( >30m and <30m).
2. Click on the title of the card to view the HOS Violations Detail report. You can identify the drivers with violations and check out their logs to help improve performance.

The Top Form & Manner Errors shows the different form and manner errors ranked in descending order for the time period selected.

Click on the title of the card to view the Form & Manner Errors Detail page. Here, you can identify the drivers with errors and check out their logs to help improve performance.

Highest Compliance Risk leaderboards allow you to pinpoint individuals that require coaching and see how performance changes over time. There are three different leaderboards:

a) Most Log Issues: The total combined count of HOS Violations and Form & Manner Errors by a driver during the selected time period. Click on the driver names to see their logs.

b) Most Reassigned Trips: The count of trips assigned to a driver that were previously unidentified during the selected time period. Click on the driver names to see their recorded trips and understand why they aren’t originally being recorded as identified trips on the log.

c) Most Unidentified Trips: The percentage of unidentified trips for a vehicle during the selected time period. These trips could be a risk out on the road by not being recorded on a driver’s log or being annotated, which would be considered a false log if officers catch them in a roadside inspection. Click on the vehicle name to see the unidentified trips. Assign them or add a note as to why they are unidentified.

Action Center is where you can review the most recent violations and, if correct, resolve them. These include:

• Unidentified Trips
• HOS Violations
• F&M Errors

1. You can display Gateway Updates from Notifications underneath, which tells you the number of disconnects and interrupted trips. Having visibility into this info helps fleets identify faulty equipment or drivers potentially engaging in bad behavior and may require a conversation.

2. Clicking on Disconnects takes you to the Disconnects page.

1. Log into the Motive Fleet Dashboard, and from the Fleet View section, click on the Trips tab.

2. Click on the Assignments filter and select Unidentified.

3. Click on the unidentified trip you want to resolve.

1. Click on the Assign button from the trip’s detail page.

1. Click on the Driver Name field to select the Driver from the dropdown list. To annotate the selected trip, click on the Note text field.

2. Select a Trip Type and add a Note.

3. Click on the Assign button.

1. Log into the Motive Fleet Dashboard, click on Fuel in the left-hand side menu.

2. You will be taken to the Fuel Hub, where you can track your fleet’s fuel consumption over time and understand key Driver behaviors that impact fuel economy. You can also track vehicle fuel performance to identify inefficient vehicles in your fleet.

1. In the Summary metrics bar, you can view key fuel consumption metrics for your fleet for the selected time period. You can switch between different time periods by using the time toggle in the top right. Adjusting the time toggle will update the Summary metrics along with the dashboard graphs and charts below (Fuel Trends, Fuel Efficiency Factors, Driver Performance, Vehicle Performance, and Make & Model Performance). These metrics will help you quickly understand how the fleet’s activity trended from the previous time period. If you are viewing the Dashboard in metric units, you will be able to view these charts in KM/L.

2. You can also filter out your search by clicking on the All Vehicle Types dropdown. You can then filter by Vehicle Class, Make, Model, Year, and Fuel Type.

3. In the metrics bar you can view;

• Fuel Score: The amount of total fuel saved within a given day trend.
• Distance: Total distance covered in that time period.
• Fuel Used: Percentage of fuel used in that time period.
• Fuel Cost: The cost of total fuel.
• Vehicle Utilization: Average percentage of fuel utilization by vehicles. If a vehicle operates PTO while idling, it counts towards utilization.
• Idle Fuel: Fuel consumed while vehicles are idle.
• Fuel Wasted/ Est. CO2 Emission (ton): The amount of fuel wasted in the time period.

1. In the Fuel Trends graph, you can view a 90-day trend of the metrics below:

• FUEL SCORE: Understand the fuel consumption of your fleet.

• AVG. MPG: Understand your fleet’s average MPG (Miles per Gallon) performance over a 90 day period and compare against the Motive network average.

• % IDLING: Understand how your fleet’s idling rate has trended over the last 90 days and compare against the Motive network average. Idling rate is calculated as the idle time over engine on (idle + drive) time.

1. Fuel Efficiency Factors help you better understand the Driver behaviors that impact fuel economy. These metrics will update if you adjust the time toggle in the Summary metrics bar. Fuel Efficiency Factors include:

• Cruise Distance: Distance traveled using cruise control as a percentage of total distance traveled by your fleet.
• Cruise Time: Time spent using cruise control as a percentage of total time your fleet spent driving.
• Idle Time: Percentage of the time the engine was running but the vehicle was stationary.
• Over RPM: Percentage of time the engine was on when the RPM was over 1700.

Safety Events:

• Hard Braking: Number of instances where the Driver committed a hard brake for every 1000 miles of distance driven
• Hard Acceleration: Number of instances where the Driver accelerated aggressively for every 1000 miles of distance driven
• Hard Cornering: Number of instances where the Driver turned a corner at high speeds for every 1000 miles of distance driven
• Speed: Your fleet’s average driving speed.

1. The Vehicle Performance leaderboard gives you a quick view into your bottom and top performing vehicles. This helps you determine the types of vehicles you want to invest in — or possibly get rid of. Vehicles are ranked by fuel economy and you click on the vehicle to see their MPG for the selected time period & how it has changed compared to the previous time period.

The Make & Model Performance leaderboard gives you a quick view into your bottom and top performing make and models. Vehicles are ranked by fuel economy and you can see their MPG for the selected time period & how it has changed compared to the previous time period.

The Quick Links found on the right side of the page will automatically take you to the relevant Fuel reports section, allowing you to directly export the required data.

1. On the Fleet Dashboard, select Fuel from the left-hand menu.
2. Click on the Fuel Purchases tab.
3. Click on the + Add Fuel Purchases button.

4. Click on the Manually Enter a Fuel Purchase.

5. Add an image of the receipt/bill by clicking on the Select Photo button in the image field.
6. Enter details like Driver, Date/Time, Jurisdiction, Vehicle, Fuel Type, Volume, etc in the given field. Scrolling down helps you access additional fields.

7. Click on the Save button once you have entered all the details.

1. From the Add Fuel Purchases page, click on Import Fuel Purchases.

2. In case you don’t have a CSV format, click on the You can also use Template and download it.

3. If you already have a file you want to upload, click on the Select file(s) in the file field.

4. Click on the Import button.

5. After the uploading is done, you are redirected to the Fuel Imports page where you can see the status of every import. Files with errors can be downloaded and corrected.

1. Log into the Fleet Dashboard and click Maintenance from the left-hand side menu.
2. Click the Upcoming tab to view the upcoming reminders. This displays a list of vehicles and assets that require maintenance.
3. For the service of your choice, click Add Service Note under the Action column. This opens a new dialogue box where you can enter details of the service note.

4. Select the Entity from the dropdown menu and check the services that were completed for the selected vehicle.

5. Add the Date, Odometer, and Engine Hours for the service completion, to ensure the next reminder is accurate.
6. Add Notes and Total Cost to keep track of additional information related to the service.

7. Click on Drag and Drop to Upload or Browse to add any additional images and/or documents.

8. Click the Save button.

9. You can also add services that are unrelated to your schedule by clicking the History tab and selecting Add Service Note.

1. Log into the Fleet Dashboard and click on Reports in the left-hand side menu.
2. Under the Browse section, click on Maintenance.
3. Click on Maintenance Reminders Detail Report from the list of reports.

4. The top of the page displays the number of vehicles and assets in your fleet whose maintenance services are either Overdue or Due Soon.
5. The columns show Vehicle/Asset, Type, Status, and Service Date.

6. Various filters like Vehicles and Assets, Select Groups, All Maintenance Types, Select Service Date, and Select Status can be used to narrow down the search.
7. Click on the Options to download the report either by clicking on the Download as PDF or Download as CSV.
8. Click on the Save button to save the filtered results on the page.

1. Log into the Fleet Dashboard and click on Reports in the left-hand side menu.

2. Click on the Vehicles tab under the Browse section.

3. Scroll down and click on the Fault Codes section.

4. The Fault Codes report page displays. Use the Vehicle/ Group toggle to specify the report view.

5. Use various filters like the Date, Select Vehicles or Select Groups, the Types field, and Statuses field to filter the report for a specific set of vehicles or groups.

The generated report displays the vehicle diagnostic codes that are detected from the vehicle's engine according to the selected fields.

6. To export the generated report, click on the Options button and select your preferred file format. You can select either Export as PDF or Export as CSV.

Once done, the reports are downloaded directly to your computer, and a copy of the same is sent via email.

Motive’s messaging tool is built around keeping ease of communication in mind. Listed below are the ways you can get in touch with your fleet.

• New Chat Messages can be sent to a single user or multiple users. In the case of multiple users, replies will be seen by everyone in the thread and help establish cross-communication. New messages can be sent to Drivers and Fleet Managers.
• Broadcast messages on the other hand are meant for relaying information in one direction; hence replies to a broadcast message will appear in a private conversation between the sender and the receiver. Broadcast messages can be sent to Drivers and Fleet Managers.

1. Log into Fleet Dashboard and click on Messages in the left-hand side menu.

2. Click on Create Message icon and select either Chat or Broadcast to start a new conversation. Both of these options can be used to send messages to Drivers or Fleet Managers.

3. When starting a Chat, you can start a chat as yourself, or from a Messaging Team that you are part of. To choose, click beside Start chat as, and select your user name, or a Messaging Team.

4. Next, select the Drivers, Fleet Users, and/or Groups you want to send a message to, and click on Start.

4. Write your message in the text box and press the button on the right side of the text box.

5. When the recipient has read the message, a double green check mark will appear next to your message.

6. When someone sends a message, a red notification icon will appear on the Messages tab in the left-hand side menu. Additionally, Drivers have the option to send pictures and locations as well.

7. If your Driver sends you a picture that you would like to save, click on the photo to access the Download option.

8. Filters can be applied to narrow down the message inbox to only Unread, Broadcast Messages, or Team Messages.

10. To send images, PDFs, or other files in your messages, locate the clip icon and click to add attachments.

11. A window will appear, allowing you to select the files you wish to attach. Navigate to the location of your files and select them by clicking on each one. Then click send.

1. Log into Fleet Dashboard and click on Reports in the left-hand side menu.

The Reports page displays a complete list of your available reports.

2. To schedule a report of your choice, view the list of Saved reports.

3. Hover over the report name and click on Options. Select Schedule from the Options dropdown.

4. A dialog box Create Scheduled Report appears on the screen that allows you to edit the report details. You can make changes to the following fields:

• Schedule Name - Name of the scheduled report
• Deliver To - Report recipients. You can add multiple individual recipients or roles.
• Report Time Range - The time range of the data to be displayed in the report
• Schedule - How often you want the report to be distributed
• Time - Time of day you want the report to be distributed
• Deliver Report As - Format of the report. You can choose from a CSV or a PDF format.

5. Enter the report name in the Schedule Name field.

6. You can have the report scheduled to be delivered to individual recipient/s or entire roles. Add the recipients or roles for this report in the Deliver to field.

7. Select the Report Time Range, Schedule, and Time to choose the frequency of report distribution.

8. Select the format of the report. You can choose to send the report in either CSV or PDF format or both.

9. Make the desired changes and click on Schedule.

A notification appears on the top of the screen once your report has been successfully scheduled.

10. To view the list of scheduled reports, click on the Scheduled reports tab displayed on the left side.
A list of all scheduled reports displays on the right side of the screen.