Set Up Vehicle Tracking Devices in Encompass

Purpose

This article explains how to add and manage vehicle tracking devices in Encompass, including VT100 and Geotab® GO9™ devices. Users must first set up the unit in Vehicles > Units > Add New before pairing a device. Devices are added via Settings > Vehicles > Connected Device List > All Vehicle Trackers > Add New, where the device serial number, assigned unit, and appropriate data plan (Vehicle Tracking or Vehicle Tracking Plus) are entered. For bulk setups, users can import multiple devices using a provided spreadsheet template. Administrators are responsible for granting user access to view tracking data, ensuring proper visibility and management within the system.

When to Use This Article

• A customer needs to add a new VT100 or Geotab GO9 tracking device to Encompass.
• A customer wants to import multiple tracking devices at once using a spreadsheet.
• A customer needs to understand the difference between Vehicle Tracking and Vehicle Tracking Plus data plans.
• An administrator needs to grant users access to view vehicle tracking data.

Video Walkthrough

Steps to Follow

Prerequisites: Add the Unit

The unit must be set up in Encompass before a tracking device can be paired. Go to Vehicles > Units > Add New. For more information, see Add and Edit Vehicles or Units in Encompass and Set Up a Vehicle for Fuel Tax Tracking in Encompass.

Adding a VT100 Device

1. Go to Settings > Vehicles tab > Connected Device List (under Encompass Device Settings).

2. Select the All Vehicle Trackers tab, then click Add New.

3. Enter the tracking device's serial number and the unit it is installed in.

4. Select the appropriate Data Plan:
   • Vehicle Tracking is the default selection.
   • Vehicle Tracking Plus adds IFTA/IRP mileage records and Diagnostic Trouble Codes. This is an additional charge -- contact your Sales Representative for details.

Adding a Geotab® GO9™ Device

1. Go to Settings > Vehicles tab > Connected Device List (under Encompass Device Settings).
2. Select the All Vehicle Trackers tab, then click Add New.
3. Enter the serial number for the Geotab GO9 (begins with GA or G9, twelve characters long, e.g., G9XXXXXXXXXX).
4. Enter the Unit the device is assigned to and select the Data Plan.
5. Click Save.

Bulk Import

To add multiple devices at once, click Import Vehicle Tracking Device Data from the Encompass Device Settings section. Download and complete the provided spreadsheet template, save it to your device, then upload it and complete the additional required fields.

Access Roles

Administrators must grant access to other users who need to view vehicle tracking. See User Roles (Permissions) for more information.

What Not to Do / Common Pitfalls

• Do not try to add a tracking device before the unit exists in Encompass -- the unit must be set up first.
• Do not enter an incorrect serial number -- VT100 and Geotab GO9 serial numbers have specific formats that must be matched exactly.
• Do not select Vehicle Tracking Plus without understanding the additional cost -- confirm with the Sales Representative first.
• Do not forget to grant user access -- without proper roles, users will not see tracking data.

Escalation Path

• If a device is not appearing in the Connected Device List after adding it, verify the serial number and try refreshing, 
• If the bulk import fails, verify the spreadsheet matches the required template format and all required fields are completed.
• For questions about upgrading to Vehicle Tracking Plus, Contact your J. J. Keller Sales Representative.
• For any issues setting up your device in Encompass, contact J. J. Keller Support at [e-mail] or 1-800-327-1342.