Geotab Integration

Fleetio integrates with Geotab GPS devices. This article explains how to set up the integration and map your Geotab devices to Fleetio vehicles.

Geotab is a native integration and includes the following features:

Data Transfer / Update Frequency

Historical Data

Upon initial configuration, Fleetio does not pull any historical data from the integration. New data is imported moving forward.

Data Update Frequency

Meter Entries are imported nightly at midnight based on your account's time zone. These can be manually refreshed at any time.

Vehicle Location updates are imported on a nightly basis and may be manually refreshed at any time. A new Location Entry is only recorded if it has been more than 15 minutes since the previous.

By default, Faults are imported nightly but may be configured for hourly import and can also be manually refreshed.

DVIR defects are imported on an hourly basis.

Adding the Integration

Before adding the integration, it's good to double-check your vehicles in Fleetio. Once you're ready, you'll add some information from Geotab and configure your settings.

Check Fleetio Assets

There are two items to check in Fleetio:

• Assets are configured with the proper meters and meter measurement units. Geotab supports primary and secondary meter units in miles, kilometers, and engine hours.
• VINs are correct for each asset in Fleetio and Geotab. VINs are used to automatically map Geotab devices to Fleetio, so an asset with an incorrect or missing VIN will need to be manually mapped.

Set Up Geotab in Fleetio

1. Click Integrations in the Sidebar Navigation

2. Click Telematics in the Integrations Directory sidebar.

3. Click the Connect button in the Geotab tile.

4. Complete the form:

• Geotab Username/Password

• Database: this is the portion of your URL after geotab.com. DO NOT include the /, only the name of the database. If you do not see it there, it may be next to the Support menu in the top corner of Geotab.

• Login URL: select the URL of your Geotab login page from the drop-down menu. It is usually my.geotab.com. If your URL has my and then numbers in it, for example, my123.geotab.com, you should use my.geotab.com, and it will work correctly.
  • Fleetistics users should use fleetistics365.geotab.com as their login URL
  • T-Mobile SyncUP FLEET users should use sf.mysyncupfleet.com as their login URL
  • International customers may have their own login URL
  • If you don't see your login URL, please contact us and we will add it for you

5. Click Next.
6. You'll be asked if you want to sync your Vehicles with Fleetio or only sync Telematics Devices. See Telematics Vehicle Import to learn more about these options, then return here to complete your setup.
7. Configure your Settings for Fuel Vendor Location Alerts, Engine Faults, and DVIR Defects. These can be changed at any time after setup.

8. Click Connect Geotab to Fleetio.

It may take a few minutes for Fleetio to process the integration and map your assets from Geotab to Fleetio. Once the process is complete, there will be a prompt to reload the page and view your devices.

Manually Map Vehicles

If an asset doesn't have a VIN or can't be automatically mapped from Geotab, you can manually map devices.

1. Go to the Integrations Directory as shown above.
2. Click My Integrations in the Integrations Directory.

3. Click the More Actions Button for Geotab and select Manage Devices. This will bring you to the Telematics Devices list filtered by the Geotab integration.

4. Choose the corresponding Fleetio Vehicle by clicking the Unassigned link under the Assigned Vehicle column in each unmapped row.

Reference the Manage Telematics Devices article for more information on managing your devices through the Telematics Devices page.

Primary and Secondary Meter Syncing

Primary and Secondary Meter Syncing is enabled by default and will auto-detect the proper meter source (miles, kilometers, or engine hours) based on the assigned vehicle's meter settings.

To disable meter syncing on a specific vehicle/device, click the More Actions Button on the specific row in the Telematics Devices list, then click Update Device Settings.

Select Enabled or Disabled for Primary and Secondary Meter Sync, then click Update.

Location Entries

By default, a Location Entry is imported once nightly. In addition, entries are made for qualifying events such as Fuel Entries and Service Entries with Vendors noted and Inspection submissions.

TIP: Learn more about location entries in the Vehicle Location History article.

Manage Integration Settings

After the initial setup, you can change your integration settings at any time.

1. Click Integrations in the Sidebar Navigation.
2. Click My Integrations in the Integrations Directory.

3. Click the More Actions menu for Geotab, then select Edit.

4. You can make changes to your Username, Password, Database, and URL and use the checkboxes to select specific Settings and Alerts:

5. Click Save when finished.

Engine Faults

Engine Faults are readings that the Geotab device receives directly from the engine. These vary based on vehicle make and model and range in type and severity, with examples including:

• General vehicle warning light is on
• Cylinder 1 misfire detected
• Telematics device fault: The telematics device has been unplugged

In Geotab's software code, Engine Faults are identified by a field labeled 'amberWarningLight', which may be set to True or False. Geotab receives thousands of alerts per vehicle per day, and the amberWarningLight flag is a way to surface those alerts most likely to require attention. The trigger for the flag depends on the vehicle's make and model.

According to Geotab documentation, an Engine Fault is identified when the 'amberWarningLight' flag is set to True.

In order to help you reduce excessive warnings for faults that may not require attention, the integration settings allow you to choose to only receive Fault Alerts or to also include Non-Warning Light Faults. You can also have Faults imported hourly instead of daily.

An Engine Fault with the amberWarningLight flag set to False in Geotab may still trigger the vehicle's Check Engine Light. Unfortunately, the Geotab interface does not provide any indication of this flag. Therefore, if you have disabled Fleetio's 'Include Non-Warning Light Faults' option, you may see items reported in your Geotab Engine Fault list that are not reported as Fleetio Faults, regardless of the vehicle's actual Check Engine Light status.

Fault Count

Geotab does not support Fault count tracking; therefore, the Count column under Issues > Faults shows a dash.

Fleetio will import any Fault that has been active at some point since the previous check, even if the Fault is no longer active.

Manage Fault Rules

Click Issues in the Sidebar Navigation and select Faults to access the Faults Index, where you can view and manage reported Engine Faults.

The More Actions button at the end of each row offers options that vary based on the fault status.

For an Open fault, you might Create Issue or Ignore, and you can also establish Fault Rules to ignore or trigger priority handling based on the Fault Code.

Manage DVIR Defects

If DVIR Defects is enabled, as shown above, DVIR Defects reported in Geotab will automatically create Issues in Fleetio.

DVIR Defects in Geotab are found under the Engine and Device section in the left sidebar menu, where the Defects button at the top provides Default Defects Lists.

Click the Options drop-down to filter the results displayed.

In Fleetio, an Issue that has been created automatically as the result of the Geotab integration will receive the Geotab DVIR system label in the Issues Index as shown here:

Click the Issue to view Detail, and look for the Activity section. Here, a link provides easy access to the Geotab interface, where you can view DVIR Defect information at the source.

Push DVIR Defect Resolutions back to Geotab

If you enable Push DVIR Defect Resolutions Back to Geotab, Fleetio will resolve issues in Geotab when the corresponding Issue is resolved in Fleetio, thereby no longer showing as an open defect.

This only applies to Issues in Fleetio that have been resolved, not closed.

Geotab Add-In Button: View in Fleetio

This Geotab Add-In places a View in Fleetio button in the Geotab user interface.

1. In Geotab, navigate to Administration > System > System Settings

2. Click the Add-Ins tab and ensure the Allow unsigned Add-Ins switch is toggled ON:

3. Click New Add-In button and copy/paste the configuration file below

{ "name": "View in Fleetio Button", "isSigned": false, "supportEmail": "help@fleetio.com", "version": "1.0", "items": [ { "page": "device", "click": "https://s3.amazonaws.com/geotab/geotab-view-in-fleetio.js ", "buttonName": { "en": "View in Fleetio" } } ] } 

4. The View in Fleetio button will display on each mapped vehicle's profile page in Geotab.

Change Geotab Vehicle Name

The Vehicle Name column on Fleetio's Geotab Devices page contains device data received directly from Geotab. Follow these steps if you'd like to change the Vehicle Name of your device:

1. Go to https://my.geotab.com/ and log in to your Geotab account
2. Click the Vehicles & Assets button, then click in the row for the unit you wish to edit:

3. Edit the value in the Description field, then click the Save button:

4. To view the updates in Fleetio, go to your My Integrations page in Fleetio (Integrations > My Integrations), click the More Actions Button for Geotab, and select Refresh Devices:

Viewing Telematics Sensor Data on a Vehicle

For Vehicles that use telematics devices with the Geotab integration, you can view sensor data directly from the Vehicle in Fleetio. Reference the Viewing Telematics Sensor Data on a Vehicle article for more information.

Fleetio Shop Network Geotab Add-In

The Shop Network Geotab Add-In will add Fleetio's Maintenance Shop Map Directory to your MyGeotab account as a map add-in.

Available features and functionality:

• The Fleetio Shop Network Geotab Add-In is available only on the Fleetio web app.
• Verified, Unverified, and Unavailable shops will all appear on the map within Geotab. You can learn more about shop verification in Navigate the Shop Directory.
• Shop visibility settings set in the Fleetio Shop Directory will be applied to the map in Geotab. For example, if you've toggled off Independent shops in Fleetio, they will not appear in Geotab.

To enable the add-in in Fleetio:

1. Click Integrations in the Sidebar Navigation

2. Click My Integrations

3. Click the More Actions Button for your Geotab integration and select Setup MyGeotab Addin

4. In the pop-up, click the Setup button. This will automatically create a new API Key to be used by the add-in.

Update API Key

If you need to update the API Key in MyGeotab:

1. Follow the steps to generate a new API Key in Fleetio
2. In MyGeotab, click the Settings Icon for the Fleetio add-in

3. Enter the new Account Token and API Key in their respective fields and click Save.