Resolve Missing Driver Logs in Encompass

Purpose

This article explains how to manage and resolve missing driver logs in Encompass. Missing logs trigger an alert that administrators can view and resolve by manually entering the missing log information.

When to Use This Article

• A customer has a growing number of missing log alerts and needs to resolve them.
• A customer needs to manually enter a missing driver log.
• A customer asks how to clear the missing logs alert.
• A customer is just getting started with Encompass and has a large backlog of missing logs.

Steps to Follow

View Missing Logs

There are three ways to view missing logs:

1. Using the Alerts Center.
2. Using the Alerts bell button near the top of the screen (takes you to the Missing tab).
3. Clicking the Missing tab directly from Drivers > Hours of Service.

Navigate to a Driver's Missing Logs

1. Click on the Driver's Name in the missing logs list.

   

2. Click on the Missing tab within the driver's file.

   

Enter a Missing Log

1. Hover over the date of the missing log and click the edit pencil to the right of the date.

   

2. Fill in the log header information:

   

   • Log Date (must be in YYYY format)
   • Driver Type -- Property Carrying or Passenger Carrying (defaults to Property Carrying)
   • To/From Work Location -- Check on if the driver returned to and was released from the reporting location (affects 100-mile exemption)
   • Total Miles -- Increases automatically as driving events are entered
   • Average MPH -- Defaults to the ruleset value
   • Tractor Number -- Enter numbers (comma-separated for multiples)
   • Trailer Number -- Enter numbers (comma-separated for multiples)
   • Shipment Info

3. Enter log events one at a time:

   

   • Select Status -- (1) Off-Duty, (2) Sleeper, (3) Driving, (4) On-Duty (corresponds to keyboard number keys)
   • Start Time
   • Rule Set
   • Location

   • For driving events, enter the Distance for the segment.

     

4. To add remarks or delete an event, hover over the right side of the event row to reveal the Remarks (comment bubble) and Delete (trash can) buttons.

   

5. Check any applicable Form & Manner violations in the Violations section.

   

6. Enter any Notes as needed.

   

7. In the Recap section, enter a reason for adding/editing the log. (With the ELD Mandate solution, the system automatically enters "Paper Log Entry.")

   

8. Click Save. Repeat until all missing logs are entered.

Important Note: After an administrator completes these steps, the driver must review and accept the edits in the ELD app for the changes to take effect. For step-by-step instructions on how drivers complete this, see Review and Manage Pending Log Edits on Android in Encompass ELD or Review and Manage Pending Log Edits on iPhone/iPad in Encompass ELD.

 

Ways to Clear the Missing Logs Alert

• Enter all missing logs for the past 30 days.
• Enter an Inactive date for the driver.
• Set the driver's employment status to Terminated.

Tips to Reduce Missing Log Volume

1. Enter off-duty logs for drivers who were not working.
2. Enter past logs manually (Encompass ELD submits logs for the past 7 days, or 13 for Canadian rulesets).
3. Allow time to pass as logs are entered via Encompass ELD.

Monitor the missing logs alert on a near-daily basis. This number can grow quickly and become overwhelming if not tracked regularly. Even one missing log for a driver will keep the driver's name in the alert.

What Not to Do/Common Pitfalls

• Do not forget to enter an "Off Duty" status as the final event of the day -- otherwise the driver remains in the last entered status.
• Do not click the Delete button carelessly -- the system deletes the event immediately without a confirmation prompt.
• Do not ignore the missing logs alert -- it grows quickly and becomes unmanageable if not addressed regularly.
• Do not expect the alert to clear until ALL logs for a driver (within the date range) are entered. Even one remaining missing log will keep the driver listed.

Escalation Path

• If missing log alerts are not clearing after all logs have been entered, contact J. J. Keller support.
• If there are issues entering log events or saving log data, escalate to Encompass technical support.