Getting Started for Dispatcher

    Welcome to Motive! We are happy to have you on board. At Motive, multiple resources are available to help you get started and maximize your investment. Please read through the steps below to understand our onboarding documentation. 

    Step 1: Setup Fleet View

    1. What is a Fleet View Map 

    Fleet View brings all your fleet resources under one view, making it quick and easy to efficiently navigate between vehicles, drivers, or assets.

    Overview

    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.

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    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.

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

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

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    The vehicle is idling.

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    The vehicle, asset, or driver is stationary.

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

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    This status symbol indicates outdated information.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

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    • 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.

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    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.

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    • 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.

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    • 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.

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    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.

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    Note: The option to access functionalities such as Logs is currently available for the Android version of the Fleet App.

     

    2. How to view Asset and Vehicle Location History in Fleet View

    1. Log into Motive Fleet Dashboard and select a vehicle or asset.

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    Fleet View includes a History tab for all your connected vehicles and assets. After selecting a vehicle or asset, toggle from your Live view to History. Here you can view the past activity for a given day. Learn more about the Fleet View Map here.

    2. Toggle from your Live view to History to view the past activity for a given day.

    3. Change the date by using the date filter as highlighted below.

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    4. Click on a driving period under the History tab to see any critical driving events on the map and videos if the vehicle has a Dashcam connected.

    5. Click on the Request Video button if there is no video available on the selected trip (Smart Dashcam is required for this feature, learn more about How to install the Motive Smart Dashcam).

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    6. Replay the daily movement of a vehicle by clicking on the play and pause buttons in the section highlighted below.

    Note: This is not currently available with tracked assets.

     

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    3. How to view the driver's Location History 

    1. Log into the Motive Fleet Dashboard and click on Fleet View.
    2. Click on the Drivers tab.
    3. To select a driver of your choice, use the filter to refine your search.
    4. Click on a driver by scrolling down the list.

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    5. On the Driver’s page, click on the History tab
    6. Select a specific date using the Date filter.
    7. You can review the driver’s day by dragging the time slider left or right.

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    8. You can tap on any location pin to view more details.

    Note: To protect the privacy of drivers, Motive will only show the location data when a driver’s duty status is set to Driving or On Duty.

     

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    Step 2: Compliance Hub

    1. What is Compliance Hub

    Compliance Hub helps the Fleet Managers view the Logs, Trips, and Disconnects for their fleet. It helps them to quickly figure out which actions require their immediate attention using the new interface, helping them save time and get better visibility into their fleet’s performance.

    1. Compliance Hub Overview

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

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    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.

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    Note: The Compliance Hub has a Today filter that specifically shows compliance data for the current day in comparison to the previous day.

    Also, while using this filter, no Form & Manner Errors are displayed as they are generated based on the following day's log if issues are found. However, Fleets have the option to modify the filter to view these errors if needed.

    2. Compliance Hub Summary

    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.

    Note: Using the time toggle on the top right corner of the Summary banner, you can compare the last two, four, or eight cycles.

     

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    • 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.
    Note: If the longer cycle view is selected, the donut charts will transform into line graphs, allowing fleets to better visualize trends over a long period of time (8 cycles).

     

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    3. Charts (Logs, Trips, and Inspections)

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    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

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    Note: Clicking on either link takes you to the Logs page with the respective fields pre-filtered.

     

    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

    4. Trips

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    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.
    Note: By default, the Trips chart displays the number of trips. You can change the view of the chart for trip hours by clicking Hours at the top.

    5. Inspections

    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.

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    Note: If you selected the longer cycle view from the Summary bar at the top, these charts display trend graphs which you can hover over for a more thorough breakdown.

     

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    6. Top HOS violations

    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).

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    Note: These charts for Top HOS Violations are replaced with trend graphs for the longer cycle view.

     

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    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.

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    7. Top Form and Manner Errors

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

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    Note: These charts for Top Form & Manner Errors are replaced by trend graphs for the longer cycle view.

     

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    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.

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    8. Highest Compliance Risk

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    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.

    9. Action Center

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    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

    Note: Clicking on any of these review options takes you to their corresponding pages for a closer inspection.

     

    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.

     

    2. How to Add Notes and Assign Unidentified Trips

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

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    2. Click on the Assignments filter and select Unidentified.
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    3. Click on the unidentified trip you want to resolve.

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

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    3. Add Notes to an Unidentified Trip

    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.

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    Note: You can either select a note from a list of dropdown options or enter it in custom text.

     

    2. Select a Trip Type and add a Note.

    3. Click on the Assign button.

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    Note: For Exempt Drivers, the Trip Type field is not applicable. Simply annotate the trip Note and click Assign.

     

    3. How to view your driver’s Inspection Reports

    1. Log into the Motive Fleet Dashboard and click on Maintenance on the left-hand side menu.
    The Maintenance page displays and the Inspections tab opens by default. This tab displays all the Inspection Reports for vehicles and assets in your fleet.

    2. To customize the view of your report, use the filters at the top of the page. You can view your report for a selected date, vehicles and assets, types of Inspection Reports, and Drivers in your fleet.

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    You can view Inspection Reports for All Vehicles & Assets or Assets.

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    3. In the All Inspection Reports filter,

    • Use the Inspection With Defects option to filter all the Inspection Reports that include defects.
    • Use the Inspection Without Defects option to filter all the Inspection Reports without defects.
    • Use the Defects Corrected option to filter all the Inspection Reports which have defects corrected.
    • Use the Defects Need Not Be Corrected option to filter all the Inspection Reports which had defects and are marked as need not be corrected.
    • Use Defect Status Unknown option to filter all Inspection Reports that have open defects and needs mechanic attention.

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    When you select Inspections With Defects, the page updates for the Inspections with defects.

    4. Click on the defects Status of the row of your choice to view a detailed Inspection Report for the date/vehicle/Driver of your choice. Doing so opens the Inspection Report for the selected date/vehicle/Driver.

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    5. On the Inspection Report page, under the Defects section, the added defects are sorted into the Vehicle or Assets defects.

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    Under the Driver Signature and Repair Status sections, the status of the defects is listed along with the Driver’s and mechanic’s signatures.

    Note: The mechanic signature can not be added when there are no defects.

     

    6. Click on Add Mechanic’s Signature.

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    7. Add the status of the defects and click on Save to save the signature.

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    The signature will be saved. You can click on Edit Mechanic Signature to change the defect status.

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    You can also add notes to the Inspection Report.

    8. Click on Note on the top of the page to add a note to the Inspection Report or view all the previous notes that have been added. This is helpful for mechanics who can add their own notes regarding the defects.

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    9. The Notes dialog box opens. Enter notes and click on Add Note.

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    10. To download the Inspection Report, press the Download button at the top of the opened Inspection Report.

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    Your Driver’s Inspection Report downloads as a PDF file.

     

    Note: To bulk download the Inspection Reports, check the boxes next to the reports you want to download and then click on the download button. All Inspection Reports will be downloaded as PDF files.

     

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    Step 3: Messaging

    1. What is the difference between sending a New Chat Message and a Broadcast

    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.
    Note: Drivers can send pictures and share locations when sending new messages but cannot send Broadcast messages.

     

    2. How to send messages to the fleet from Fleet Dashboard

    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.

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    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.

    Note: A Messaging Team allows you and other Fleet Users to communicate from a shared inbox so that Drivers are continuously and quickly supported even through events like shift transitions, sick days, and personnel changes. To learn more, read How to create a team for messaging.


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

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    Note: Everyone from the first message sent will see replies to a New Chat Message. Replies to a Broadcast Message will be included in a private conversation between the user who sent the broadcast message and the user who replies.


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

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

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    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.

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

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

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

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    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.

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    Step 4: Reports

    1. How to schedule Reports on Fleet Dashboard

    Note: Schedule Report feature is only available on Enterprise Subscription.

     

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

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

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    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.

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    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.

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

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    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.

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    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.

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

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    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.

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    2. How to manage Scheduled Reports

    1. Edit Schedule

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

    2. To view the list of scheduled reports, click the Scheduled tab.

    3. To edit a report, click the Options drop-down and select Edit Schedule.

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    You can make changes to the following fields:

    • Schedule Name - Name of the scheduled report
    • Deliver To - You can add multiple recipients or all recipients linked to particular roles.
    • Report Time Range - Time range of the data to be displayed in the report
    • Schedule - How often you want the report to be distributed
    • Time - The 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.

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    4. Click Update Schedule to accept the changes made.

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    Note: A notification appears at the top of the screen once your scheduled report is successfully copied.


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    2. Copy this Schedule

    1. To copy a schedule, select Copy this Schedule from the Options dropdown.

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    2. From the Report dropdown, choose the report you want to copy.

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    3. Edit the report title in the Schedule Name entry box.

    4. Select the External Recipients in the Deliver To field.

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    5. Click Schedule Now to save the changes.

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    Note: A notification appears at the top of the screen once your scheduled report is successfully copied.

    3. Detele Schedule

    1. To delete a scheduled report, select Delete Schedule from the Options dropdown.

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    2. Click Yes to continue.

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    3. How to create and access Starred Reports

    1. Log into the Motive Fleet Dashboard, and click on Reports in the left-hand side menu.
    2. Click on the desired category under the Browse section.
    3. Hover at the end of the row of your desired report. Click on the Star.

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    4. To view all the starred reports, click Starred from the left-hand side menu on the Reports page.
    5. Click on any report of your choice to view it.

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    Congratulations! You're all set to use Fleet Dashboard. For more information, click the links in the Related Content section or explore the Motive Help Center.

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