FCPlus Settings module manual

FCPlus Settings module

The settings module contains settings related to the customer's organization, drivers, vehicles, and various modules, such as tasks, events, booking, etc.

My settings

You can determine you personal settings in Settings module My settings tab.

Language – choice of language of the application.
Timezone – select your timezone via continent and capital.
E-mail address – also functions as the username and the address where the automatic reports will be sent.
Change password fieldset – allows password changes.
GARMIN message forwarding – allows forwarding Garmin messages user's e-mail address (for more detail, see Messages).
Navigatione – remember active view.

Reports settings

In Report column settings you can choose what data is displayed in the day, period and equipment report.

The availability of the following settings depends on user privileges, and they may therefore not be visible to all users. If you cannot see some options below, but would like to use them, contact the Fleet Complete administrator in your organization or Fleet Complete customer support.

Map layers

You can see Map layers in Settings module Map Layers tab. Please note that the KML file cannot be larger than 3 MB. If required, you can save it as KMZ (which is zipped KML) and if it is still too big, you should split the data into parts.

Added layers in the map options:

KML related Roles

There are two KML related permissions in Settings -> Roles-> Vehicles:

role can manage custom layers
role can see custom layers

Vehicle settings

Select the vehicle from the vehicle list by clicking the corresponding line. Then you can enter and edit the following information in the panel on the right-hand side:

Properties

Name – such as „Peugeot“
Number plate – registration number
Mark
Model
Vehicle year
Color – defines the color of the vehicle in the map view
Default driver
Groups – there is no limits to number of groups assigned to a vehicle.
Note
Average fuel consumption – as stated in the vehicle registration document (in l/100km)
Tank volume - add here tank volume data
External ID
SIM number
Serial number
Fuel card number – to be entered when importing fuel cards. If you load several fuel cards from the user interface, use the semicolon ";". In case of CSV file upload, enter the fuel cards using the comma ",".
CO2 emissions (g/km)
Particle emissions (g/km)
Fuel Type - allows to add new fuel types to match newer fleets used by customers.

Estonian Road Administration database search

This function is for customers in Estonia who have Estonian number plates. The search option in the Vehicle properties allows vehicle data to be populated based on the Estonian Road Administration database. To use the search option, the vehicle must be added to the FCPlus platform with the GPS device configured.

Follow the steps below to use the search option: 1. Go to the Settings module. 2. Open the the Vehicle tab. 3. Choose the Properties on the right hand side, enter your number plate to the Number plate field and click on the search button (loop icon).

It is possible to upload next information:

Model
Vehicle year
Engine capacity
CO2 emissions
Average fuel consumption
Vehicle color

Stop processing tracking data

If you need to stop processing of the tracking data for some period of time ( example: you use vehicle for some private trip ), but don't want to remove the tracker from the vehicle, then you can stop processing tracking data from the Settings module.

Please follow the steps below to activate feature: 1. Go to the Settings module. 2. Open the the Vehicle tab. 3. Choose the Properties on the right hand side and put a tick in the Stop processing tracking data checkbox.

Vehicle update import

You can update existing vehicles by importing a *.csv file in the Settings module Vehicles tab. Please follow the steps below to complete a vehicle update import:

Go to the Settings module and open the Vehicles tab.
Click on the Import icon, and a new window will appear on the screen.
Upload prepared before *.csv-file.

You can download an example of Sample vehicle import.csv from here (click the "Download" button to save and open it). Row 2 is a hint row , please remove it from the CSV file before import.

Working hours

It is possible to set current number of workhours to each of your vehicles. In order to do that:

Go to Settings -> Vehicles
Select vehicle
Fill in the Workhours tab

After that, counting of working hours starts.

Work hours

It is possible to add work hours from a previous period to the Vehicle Properties. You need to select the date/time in the past, from which hours will be added to current hours. Once ‘Save’ is clicked, the system will recalculate current hours based on the work hours added.

Vehicle custom data

It is possible to add custom data (year, model, color etc.) to each of your vehicles. In order to do that:

Go to Settings -> Forms
Click Add new
Create the form and Save.
Refresh

Bulk edit

If you select 2 or more vehicles from the vehicle list, a button Bulk edit appears in the lower right corner of the view. By clicking this button a pop-up window appears where you can add/remove groups to multiple vehicles at once.

The pop up window will appear.

See how to create vehicle groups in the next chapter named "Settings -> Vehicle groups"

Vehicle groups

You can create your own groups for vehicles i.e. "Type" with subgroups "Truck", "Car", "Van" etc.

Check also vehicles groups manual for more information.

People settings

Here are three kinds of people in FCPlus:

Users. These are registered FCPlus users in the organization. They may also be drivers.
Drivers. These are drivers for the vehicles in FCPlus. They may also be users.
Contacts. To this category of people belongs any person FCPlus keeps track of for whatever reason, but who are neither users nor drivers.

Creating a new person

In order to add a new user, click New person in the upper left corner of the screen. This will create a new person. The new person is by default a mere contact. Then fill in the e-mail address, first name, last name and the phone number and click on the Save button.

The person can only be saved if you've entered at least the e-mail address. The reason for this is that as a minimum, all people are contacts who may be sent messages to.

Making person a user

Check the Is user checkbox. Several new options are now displayed for the person.

Click the Generate password button to give the new user a password.
Tick any roles the user ought to have. Roles are created and managed under Settings -> Roles.
Select the vehicles the user should see. This can be either all vehicles, vehicle groups, or an individual selection from all vehicles.

Making person a driver

Check the Is driver checkbox. Several new options are now displayed for the person.

Type the Driver key for the driver in the driver key box.
Select skills with the help of Has skills checkbox and drop-down menu.
A person can have multiple skills.
New skills can be created and existing ones edited under Settings -> Categories -> Skills.
Skills can include any degrees, certificates, licenses, qualifications of any sort.
Check the Is hauler feature to define the person as a hauler. This feature is generally used to indicate third party contractors to the organization.
Choosing the option FCPlus allows you to select from vehicles already entered to system.
Choosing the option External allows you to enter any description for the vehicle.
The hauling company name can be typed into the Company: name.

Deleting person

To delete a person, select the person in the list and click Delete person above the list (button next to Add new).

NB! By deleting a person reports and journal data connected to this person will no longer be accessible either. If you wish to keep the journal data only uncheck the "Is User" checkbox ("Is Driver" remians checked). The person remains in database but cannot log in to FCPlus system anymore.

Roles settings

Roles are groups of users that share the same permissions in FCPlus. You can assign a new user a predefined set of permissions instead of picking and choosing anew each time. A user can be assigned several roles.

Roles are best created thinking of the tasks, the purpose of a user in the organization. Users with the administrator role might have permissions to edit everything, but in a larger organization everybody shouldn't be able to edit everything.

Adding a new role

Fill in the Role name.
Choose a role, that you want to copy the permissions from. You can edit them afterwards.
Edit permissions, if necessary.
Click Save.
Choose from the user list users that you want to assign the role to.
Click Save below the list of permissions.

Two new parameters on a role:

Each role can now be Default. This means that this role is automatically assigned to every new user
Each role can now be Assignable by non-administrator

Organisation settings

Working time

In FCPlus you can specify the working time according to a weekday and time. For example, the working time of the whole organization can be set as Monday to Friday, 9:00 till 17:00. This allows you to:

create a worktime report
set automatic journal entries (see Journal article for more information).

User interface

Specifies the style (color scheme of the application), timezone and language suitable for the whole organization. These settings will automatically apply for all new users as well.

Locking

This function allows the user to lock driving journals of all vehicles until a specified date. This is useful when a suspicion occurs, that someone could either intentionally or unintentionally change information in journal after it had been officially submitted to the supervisor or the authorities. For example, if the date is set to 1.7. 2011, then a regular user can not edit any of the journal entries until this date.

Automatic addition of trips

Activating of this setting (by checking Detect and add trips according to working time) will allow to create a simple rule which will mark all trips during the predefined working time as business trips and those outside as private. It is important to determine, how to treat the trips that start outside but end within the working hours, and vice versa. In such cases the user has to decide, whether the trip is to be classified as private or business.

Categories settings

Here the organization’s FCPlus administrator can administer simple tables of the following topics:

Trip types - it is possible to predefine the types of trips, either ordinary or specific, for example "delivery of goods", "document transport", "transport of materials", "business trip" etc. Used in Journal.
Expense types – such as fuel, car wash, spare parts, tires etc.
Expense payment types – cash, credit card, invoice etc.
Predefined comment for tasks – quick choice of messages from FCPlus Mobile Tasks to the application (for example "will be late", "OK", "No" etc.)
Garmin predefined messages – quick choice of messages from Garmin navigation to FCPlus application.

Customers settings

Here you can import your customer database from a CSV file to FCPlus.

The CSV file must be structured as follows:

The first column must be the customer ID (optional).
The customer address must be completely in one cell of the table (street, city, postal code).
The file has to be in UTF-8 format.
Do not use any diacritical marks.

Import:

Choose the file with Browse (select the location of the CSV file in your computer).
Click Import.
After the import is successful, you will see four columns in a table (column title, column type, customer profile and sample data).

Now you have to edit the column type:

Click the field Text in the Code line and change it in the pull-down menu to ID.
Click Text in the line Customer and change it to Name.
Click Text in the line Address and change it to Address 1.
Tick all boxes in the Customer profile column.
Click Save – after saving the column Sample data will be hidden.

Now you can start using the Customers module.

FCPlus Settings module manual

Related Manuals

Adding a new role

Organisation settings