*New Fleet Admins Start Here* - Getting Started with Motive for Fleet Admin

    Welcome to Motive! We are happy to have you on board. At Motive, we have multiple resources available to help you get started and make the most of your investment. Please open the links listed below to read our onboarding documentation and set your fleet up for success.

    Step 1: Setup your Motive Fleet Account

    1. Difference between a Fleet Admin and a Fleet Manager

    Both Fleet Managers and Fleet Admins have access to the Fleet Dashboard and Report tabs. However, the Fleet Admin has access to the Admin panel from the bottom-left of the Fleet Dashboard.

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    This admin section allows the users access to manage their entire fleet. Fleet Admins have the ability to make changes such as adding new Drivers/Fleet Managers/vehicles/assets, updating company information, etc. The layout of the Fleet Dashboard is customized as per the Admin’s requirement.

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    2. Sign Up for a Motive Fleet Account

    1. From the website, click on the Login button at the top right.

    2. Click Sign Up

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    3. Enter the required information in the fields.
    4. Click on the checkbox given for Terms and Conditions.
    5. Click on the Captcha checkbox.
    6. Click on the Next button.

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    7. Enter your company DOT # to automatically upload relevant information.
    8. If your company is already registered with Motive, a Request to Join button appears in the search results next to the company. Click the button to send a request to the Fleet Admin of the company.

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    9. If your company is not yet registered or does not have a DOT #, enter the company details manually. When finished, click Go to Dashboard.

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    3. Approve a Fleet Manager Request

    1. Log in to Motive Fleet Dashboard and click on the Admin icon in the left-hand side menu.

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    2. Click on the Fleet Users under the Organization dropdown from the menu on the left-hand side.

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    3. If a person has signed up for a Fleet Manager account and requested to connect with your company, you will see the request in the Fleet Manager list with the status Pending.

    • If you want to add the Fleet Manager to your company, click Approve.
    • If you do not want to add them to your company, click Reject.
    • If your Fleet Manager has signed up, but you don’t see the profile listed, that means they have not requested to join your company.

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    4. Add Fleet Managers to the Company

    1. Log in to the Fleet Dashboard and click the Admin icon on the left-hand side menu.

    2. Click on Fleet Users on the left-hand side menu.

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    3. Click on the +Add User button in the top-right corner of the page.

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    4. Enter the required information including Name, Email, Phone, etc.

    5. You can either enter a password of your choice in the Password field or click on the Generate Password button.

    6. Select the role for the user you’re adding to your company by clicking on the dropdown of Role.

    7. Click on the Groups dropdown to give the new user access to one or multiple groups of your choice.

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    8. Once done, click on the Add button in the top-right corner.

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    The new user receives an email on the Email ID you entered, with a link that allows them to log into the dashboard with their credentials.

    Step 2: Setup Vehicles

    1. How to add a vehicle on the Fleet Dashboard

    1. Log into the Fleet Dashboard and click the Admin icon in the left-hand side menu.

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    2. Click the Vehicles option in the left-hand side menu.
    3. Click the + Add Vehicle button in the top-right corner.

    4. The Add Vehicle page displays. Under the General section, add the VIN number, and details like Year, Model, and Make would be filled automatically. Also add the required details such as Fuel Type, License, Odometer, Fuel Tank Capacity and Inspection form.

    5. Fleet Managers can automatically populate the Year, Make, Model and Fuel Type by decoding VIN and also make the assigned VG to populate the VIN, Year, Make, Model and Fuel Type.

    To automatically populate the Year, Make, Model and Fuel Type via decoding VIN, enter the VIN and wait till these fields are populated automatically.

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    Note: You can also fetch this vehicle information automatically from the assigned VG. To do that, please assign a Vehicle Gateway (see steps below)

     

    6. After filling in the necessary details, click on + Assign Vehicle Gateway under the Vehicle Gateway Assignment section.

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    7. Select the serial number of the intended Vehicle Gateway from the Assign Vehicle Gateway pop-up menu.
    8. Click Assign once selected.

     

    Note: Each Vehicle Gateway has a unique serial number printed on the bottom of the device under the bar code. Ensure the Vehicle Gateway you choose here is the same as the one installed in your vehicle.

    9. In the Vehicle Camera Assignment section select Side-Left Camera, Side-Right Camera, and Rear Camera from the drop-down menu.
    10. Enter your vehicle details in the Odometer section.

    11. Enter your vehicle's Lifetime Engine Hours with the current date and time.
    12. Choose the Vehicle Gateway Preferences of your choice.

    Note: This option is only for drivers who are required to maintain logs for compliance.

     

    13. Select Speed Settings to Trucking Speed Limits.
    14. Tick the Long Idling option.
    15. Click Save.

     

    Step 3: Install and Assign Motive Vehicle Gateway ELD

    1. How to Install Vehicle Gateway

    To install Vehicle Gateway ELD, visit Getting Started with Motive Vehicle Gateway ELD. 

    2. How to edit and assign Vehicle Gateway from Fleet Dashboard

    1. Log in to the Fleet Dashboard and click the Admin icon at the bottom left corner.

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    2. Click the Organization tab.

    3. Click Vehicles from the dropdown menu.

    4. Click Options in the Action column.

    5. Click Edit Vehicle.

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    6. Make the necessary edits as per your requirements.

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    7. To assign a Motive Vehicle Gateway, scroll down and click + Assign Vehicle Gateway.

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    8. Choose which Vehicle Gateway you want to assign to the vehicle. Each Vehicle Gateway has a unique serial number (S/N) printed on the bottom of the device.

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    9. Select the correct Vehicle Gateway and click Assign.

    Note: You can also enter the serial number into the Search Vehicle Gateway S/N field to narrow the search.


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    10. To finish, click Save on the top right-hand side.

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    2. How to re-assign a Vehicle Gateway to a different vehicle

    1. Unassign a Vehicle Gateway

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

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    2. Click on Vehicles in the left-hand side menu.

    3. Select the vehicle and click on the Options dropdown menu. Then, click on Edit Vehicles from the dropdown menu

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    4. Click on Remove Vehicle Gateway under the Vehicle Gateway Assignment section.

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    5. Click on Unassign.

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    6. Click on Save to proceed.

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    This way Vehicle Gateway is unassigned/removed from the vehicle and you can assign this Vehicle Gateway to a different vehicle.

    2. Re-assign a Vehicle Gateway

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

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    2. Click on Vehicles. Then click the Options dropdown and select Edit Vehicle.

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    3. To re-assign the Vehicle Gateway to a different vehicle scroll down and tap on + Assign Vehicle Gateway in the Vehicle Gateway Assignment section.

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    4. Select the Vehicle Gateway and select Assign.

    Note: You can also enter the serial number into the Search Vehicle Gateway S/N field to narrow your search.

     

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    5. To finish, tap Save on the top right-hand side.

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    Step 4: Driver Configurations

    1. Add a Driver to Your Company 

    There are two types of drivers: logs required drivers and logs not required.

    • Logs Required Drivers: Logs Required drivers must complete logs and abide by ELD regulations. 
      Logs Not Required Drivers: Logs Not Required drivers are not required to complete logs and can access Connect to Vehicle, Support, and Documents from the home screen. 

    Complete instructions for adding either of them are given below:

    1. Add a Logs Required Driver

    Log in to the Motive Fleet Dashboard and click the Admin icon in the bottom-left corner.

    2. Click Drivers from the left-hand side menu.
    3. To create a Driver profile, click +Add Driver in the top-right corner.

    4. Under the Account and Security section, enter the required information including the Name, Driver ID, and Phone.
    5. Select the License Issuing State from the License drop-down menu. Then, enter the License number in the field next to it.

    Note: License and Jurisdiction are required for ELD mode-enabled Drivers to remain compliant.

     

    6. Next, enter the Email, Username and Password. Type the password of your choice or click Generate Password.

    Note: If your Driver’s email address is already in use with Motive, refer to How to add a driver who exists with another company?

     

    7. Select the Required tab under the Hours of Service Compliance section.

    Note: If your Driver does not require logs, follow this article.

     

    8. Select between the ELD and Electronic Logbook.

    Note: If Electronic Logbook is selected, add the explanation for this configuration in the Exempt Reason field.

    9. Under the Log Settings section, select a Home Terminal Time Zone from the drop-down menu.
    10. Choose the option for Odometer from the Miles and Kilometers tab.

     

    Note: If Electronic Logbook is chosen as the Compliance Mode, select Log Increment Time from the drop-down menu as an additional setting after step 9.

     

    11. In the Special Duty Statuses section, decide whether to enable options such as yard move, personal conveyance, or manual driver time for the driver.

    Note: The Special Duty Statuses section does not appear in case the Electronic Logbook is selected as the Compliance Mode.

     

    12. Enter the Driver’s carrier information.

    13. Enter the Driver’s cycle settings.
    14. Once you have selected all the Driver settings, click Save in the upper right corner to add your Driver.

    2. Add a Logs Not Required Driver

    1. Follow steps 1 to 6 from the section above.
    2. Select the Not Required tab under the Hours of Service Compliance section.
    3. Add the Exempt Reason.

    4. Under the General section, choose a Home Terminal Time Zone from the drop-down menu.
    5. Select the Odometer option from the Miles and Kilometers tab.

    6. Under the Vehicle Assignment section, click +Assign Vehicle to assign a vehicle to the Driver.

    7. Search or select the required vehicle from the list of provided vehicles.
    8. Once you have selected the vehicle, click Assign.


    9. Once you have selected all the Driver settings, click Save in the upper right corner.

    2. How to switch log mode for drivers

    Note: You will not be able to change the Hours of Service Compliance setting once saved.

    • If you have drivers that need to switch modes, we recommend that you mark them as Required and put them under the Other cycle rule. This will allow them to continue using the mobile app without HOS violations.
    • If you incorrectly created a driver profile on the wrong setting, you will need to deactivate the profile with the incorrect setting and create a new profile with the correct configuration.

     

    To switch log mode for drivers: 

    1. Log into Fleet Dashboard and click on the Admin icon.

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    2. Click the Organization dropdown and select Drivers from the list.

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    3. Choose a driver and click on Options in the Actions column.

    4. Click on Edit Account from the dropdown.

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    5. Scroll down to Hours of Service Compliance.

    6. If a driver is required to log hours for ELD compliance, you can select Required.
    7. Drivers required to record driving for Hours of Service automatically must be in ELD or AOBRD mode.

    Note: Select Electronic Logbook only if the driver is NOT required to automatically record drive time

     

    8. Drivers under the ELD option have drive time recorded automatically once the vehicle reaches a speed of 5mph.
    9. Click on the Save button once you are done with the changes.

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    2. What is Driver Hub?

    The Driver Hub experience on the Motive Driver App allows Drivers to easily view important tasks, start workflows quickly, and access compliance tools – all in one place. Fleets can tailor the experience to different types of Drivers or a subset of Drivers.

    How Driver Hub Helps You

    • Simplify daily tasks: Easily view all items in one place.
    • Focus on what’s important: Understand key actions to complete.
    • Save time: Access and start workflows more quickly.
    • Track compliance: An HoS timer automatically pulls clocks into one view.

    Driver Hub Features

    1. Quick Links

    Quickly access different features, including:

    • Logs
    • Support
    • Documents
    • Calling a contact
    • Messages
    • Inspection mode
    • Team driving
    • Connect to vehicle

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    2. Tasks

    View feature highlights and kick off different workflows:

    • Compliance
    • Maintenance
    • Messages and broadcasts
    • Safety
    • Dispatch
    • App links

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    3. Compliance Toolbox

    Get access to HOS and vehicle connection information:

    • Current duty status
    • Selected vehicle
    • HOS timer
    • HOS clocks
    • Vehicle selection

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    4. How to add and assign templates in Driver Hub

    1. Log into the Motive Fleet Dashboard and click on the Admin icon at the bottom-left corner.
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    2. Click on the Driver App on the left-hand side menu.
    3. Click on + Create Template in the top-right corner.

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    4. On the Create Template page, drag and drop the widgets and features that you want to add to your template.

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    5. Click Save in the top-right corner.

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    6. To assign a template to Drivers or groups, click on the three horizontal dots located on the most right side of the name of the template and click Assign.

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    A popup window appears.
    7. Select the drivers or groups to which you want to assign the template and click Assign.

    Note: Make sure to select the correct intended user. (for example; You will not be able to assign a Driver Hub template intended for Logs Required drivers to a Driver who is on Electronic Logbook compliance mode).


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    The template is now assigned to the desired Drivers or groups that you just selected.

    Step 5: Common Troubleshooting Steps

    1. Can't Connect to Vehicle Gateway

    Cause- Vehicle Gateway connectivity issue

    • Bluetooth Connectivity
    • Power Saver Mode on Mobile Device

    Resolution

    • Power Saver Mode
    • Turn off power-saving mode

    Bluetooth Connectivity

    1. Log in to the Motive Driver App and click Logs.

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    2. Tap Current Vehicle.

    Note: In case the Current Vehicle tab is not showing up on the application contact support.


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    3. Tap Leave Current Vehicle.

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    4. Go back to Logs. Tap three lines at the top-left corner. Scroll down to Logout from the Motive Driver App.

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    5. From your mobile Bluetooth settings, unpair/forget the Motive device.

    6. Turn the Mobile Bluetooth off.

    7. Reboot the Mobile device.

    8. Unplug ELD and wait till the lights go off completely.

    Note: If you have Vehicle Gateway IBB-3.6, read How to perform pinhole/hard reset or reboot on Vehicle Gateway (lbb 3.6)?


    9. Reconnect the ELD and check the LED lights

    10. Check the color of your right LED light (Solid Red/Blinking Red) while the Driver App is disconnected and the engine is running.

    11. Before logging back to the Driver App, check your ELD's serial number. If it starts with AABL, then:

              a). Look for a pinhole next to the USB port on the ELD.
              b). Insert a paperclip/pin in the hole and press for 15 seconds.
              c). The ELD lights start to blink in multiple colors, indicating that the device has started to reboot.

    12. Ensure you have installed the latest version of the Motive Driver App.

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    13. Log in again on the Motive Driver App and try connecting to the vehicle.

    14. Tap No Vehicle and Select a Vehicle to connect.

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    15. Turn on Bluetooth.

    16. Search for the Mobile Bluetooth Accessory matching the serial number of the Vehicle Gateway installed.

    17. Pair with Vehicle Gateway.

    18. Try following all the steps with a different mobile device to ensure your device has no issues.

    19. Try to do a swap test by connecting to any other available Vehicle Gateway. If the swapped Vehicle Gateway gets connected that indicated your previous Vehicle Gateway was not working.

    If you still cannot resolve your issue, contact support.

    2. How to reset password on Fleet Dashboard

    Note (Motive Password Policy):

    All users who are resetting their passwords should have a password containing:

    • Minimum 8 characters
    • Must include 1 letter
    • Must include 1 digit

     

    1. Go to www.gomotive.com (Motive website).
    2. Click Login in the top right corner.

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    3. Under the login credentials, click Forgot your password?

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    4. Enter the email address you used to register your Motive account.
    5. Click on Reset Password.

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    6. Motive will send an email to your email address.

    7. Check your email inbox for an email from Motive that has all the instructions on how to reset your password.

    8. Click on the link to reset the password.

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    9. Enter the New Password.
    10. After entering your new password, click on Reset Password.

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    Step 6: Optional Configurations

    1. User Roles & Groups

    1. How to manage user roles and groups on the Motive Fleet Dashboard

    1. Assigning User Roles and Groups

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

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    This displays the Drivers page.

    2. Click on Fleet Users from the Ogranization dropdown in the left-hand side menu.

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    3. Under the Roles/Groups column, the existing roles for all the users in your fleet display.
    4. To change or edit a user’s roles, click on Options. Now, click on Edit Roles & Groups in the dropdown menu.

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    5. This opens a dialog box where you can set a Role for the user in the primary field and a Group in the secondary field.
    6. By clicking on the + (plus) icon, a new dialog box appears, allowing you to assign multiple roles and groups to the same user.
    7. You can add multiple roles and groups by clicking on the + (plus) icon. Once done, click on Update to save the changes.

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    Note: You can also click on the - (minus) icon to remove a role that you just added for the user.

    2. Managing User Roles

    Through managing user roles you can view, duplicate, or deactivate user roles created for your fleet.

    1. Repeat step 1 and 2 from the section above.

    2. From the Fleet Users screen, click on the Roles & Permissions tab. The page displays the default and custom roles. In the Roles/Status column, you can see a filtered list of users who are already assigned to that role.

    3. To duplicate a role, click on Options for the role you want to duplicate and click Duplicate.

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    4. A duplicate role is created of the selected role with the same set of permissions. You can set a new name for the duplicate role and adjust the level of access they have to your fleet data by checking or unchecking the boxes.

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    Note: A duplicate role with the same name cannot be created. A new name always needs to be assigned to the duplicate role.

     

    5. You can also deactivate a custom role at any point. Click on the Options dropdown for the role you want to deactivate and select Deactivate.

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    2. Geofences

    1. How to create a Geofence

    1. Log into the Motive Fleet Dashboard and click Admin in the left-hand menu.

    Adminn.png2. Click on Geofences from the Organization tab in the left-hand side menu.

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    3. Click on the Add Geofences button to create a new Geofence.

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    4. Enter the address in the field to find a particular location.

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    5. Once you have searched a location, a satellite image will appear with a blue box on it. Click and hold the box to drag it to the location you want to create the Geofence for.
    6. You can choose from different shapes by clicking on the Polygon, Circle, and Drawing shape icons.
    7. Add a name in the given Name field.
    8. Select a Geofence category from the Category dropdown.

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    9. In the case of a Circle shape, the radius of the circle can be changed as well.

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    10. Add details like Address, Phone Number, Fax Number, Email Address, and any Notes you desire.

    Note: The minimum radius of the Geofence is 0.0 kms and the maximum radius is 640 kms.

     

    11. Click on the Save button to save the Geofence created.

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    Note: The user can create any number of overlapping Geofences. One Geofence can be partially overlapping with another Geofence or one Geofence can be fully within another Geofence.

     

    2. How to Edit a Geofence

    1. Log into the Fleet dashboard and click on the Admin icon in the left-hand side menu.

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    2. Select Geofences from the Organization dropdown on the left-hand side panel.

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    3. Select Edit from the Options dropdown menu.

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    4. To edit the geofence area, click on the vertex (dot) and drag to increase or decrease the area of the marked territory.
    5. To undo and redo the drawn vertices, use the left and right arrows.
    6. Change the shapes of the geofences or radius of a circle geofence by clicking on the shapes at the bottom.

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    7. Once the area is selected, you can change the Name of the geofence and select a Category from the bottom of the screen.
    8. The Details of the geofence can also be updated.
    9. Click on Save Changes.

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    3. How to Deactivate a Geofence

    1. Log in to Fleet Dashboard and click on Admin from the bottom left corner of the Motive Fleet Dashboard.

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    2. Select Geofences from the Organization dropdown on the left-hand side menu.

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    3. Click on Options from the right-hand side of the desired Geofence. Select the Deactivate option from the dropdown menu.

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    4. Click on Deactivate to proceed.

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    4. How to Reactivate a Geofence

    1. Click on Admin from the bottom left corner of the Motive Fleet Dashboard.

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    2. Select Geofences from the Organization dropdown on the left-hand side menu.

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    3. Apply the filter for Deactivated Geofences.

    The list of all deactivated geofences appears.

    4. Click the Options from the right-hand side of the desired Geofence.

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    5. Click on Re-Activate to proceed.

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    Congratulations! You're all set to set up your fleet for success. For more information, click the links in the Related Content section or explore the Motive Help Center.

    Related Content  

     

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