Enter HOS Logs Using 10-Key or Grid Entry in Encompass

Purpose

This article explains how to manually enter driver Hours of Service (HOS) logs in Encompass® using either the Ten-Key Entry method (numeric keypad input) or the Grid Entry method (visual grid point selection). Both methods allow administrators to create complete logs including duty statuses, times, distances, violations, and notes.

When to Use This Article

• An administrator needs to manually enter a driver's HOS log.
• A paper log needs to be transcribed into Encompass.
• A driver's log did not auto-populate and must be entered by an admin.

Steps to Follow

Common Steps (Both Methods)

1. Go to Drivers > Hours of Service and select the driver to open their profile.

   >

2. Click Add Log.

   

3. Enter the Log Information:

   • Log Date: Enter the date.
   • Driver Type: Property Carrying or Passenger Carrying (defaults to Property Carrying).
   • To/From Work Location: Toggle on if the driver was returned to and released from reporting location. Affects the 100-mile exemption.
   • Average MPH: Defaults to the rule set; change if needed.
   • Tractor Number: Enter number(s), separated by commas.
   • Trailer Number: Enter number(s), separated by commas.
   • Shipment Info: Enter shipment information.
   • Total Miles: Auto-calculated from driving segment distances.

   

Ten-Key Entry

1. Ensure the 10-key Entry tab is selected in the log entry area.

2. Use your numeric keypad to enter duty statuses, start times, distances, and other details.

   

3. Complete DOT Violations, Notes, etc. as applicable. Click Save when finished.

Grid Entry

1. Select the Grid Entry tab.

   

2. Click on the grid to select points indicating duty status and time. The grid layout is:

   • Left side (duty statuses): OFF (Off Duty), SLP (Sleeper Berth), DRV (Driving), OND (On Duty)
   • Bottom (time): Midnight to midnight (0:00-23:00 military or 12AM-12AM standard, based on Settings > HOS Preferences)

   

3. Click on a point again to edit duty status details.

   

   

4. Note: The 10-key Entry tab updates simultaneously as you add points on the grid.

   

5. Complete DOT Form & Manner Violations, Notes, etc. as applicable. Click Save when finished.

The time format on the grid is determined by the selection in Settings > HOS Preferences.

What Not to Do / Common Pitfalls

• Do not forget to select the correct entry tab (10-key or Grid) before entering data.
• Do not leave the Total Miles field expecting it to auto-fill. It calculates from driving segment distances you enter.
• Do not overlook the To/From Work Location toggle. It directly affects the 100-mile exemption calculation.

Escalation Path

• If the grid entry does not respond or display correctly, try refreshing the page or switching browsers.
• For questions about duty status rules or violations, contact Encompass support at 1-800-327-1342 or [e-mail].