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How to Setup for GPS Tracking on the Schedule Board

By |2021-08-01T20:09:19-05:00March 4th, 2020|Comments Off on How to Setup for GPS Tracking on the Schedule Board
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Introduction

This document will explain how to activate and set up the mapping system so you can:

  1. Show the location of your schedule board activities such as work order and appointments
  2. Display the location of the mobile device employees are carrying
  3. Display the location of vehicles using Verizon Fleetmatics®
  4. Display the location of vehicles using Verizon Networkfleet®
  5. Display the location of vehicles using Fleet Complete®

Please keep in mind that these services do cost extra. Please contact your account manager for pricing information.

Aptora’s Schedule Board Mapping System (SBMS) allows you to see your appointments and work orders on a local map. What you see on the map depends on what Profile and date range you have selected on the Home tab (the schedule board screen). What you see on the map is basically the same as what you see on the schedule board.

Tracking Options

You have the option of tracking your employees on the map. You have several options on how to do this and each has its own advantages and costs. Please contact your account manager for help decided what you would like to do.

Track the Mobile Device

You can track the mobile device the employees are carrying. This is done through the Aptora Mobile II® or the Geo Time Tracker™ app. The map communicates with the app to determine its location and then displays that location on the map. The map is updated every two minutes or by your preference. All tracking data is stored inside the Total Office Manager database. This solution provides simple and very inexpensive tracking.

Track the Vehicle with Installed Hardware

You can track your vehicles with hardware that is installed in that vehicle. We support Verizon Networkfleet®, Verizon Fleetmatics®, and Fleet Complete®. Each of these options requires purchase from their respective companies. Verizon products must be purchased through Verizon and they have their own fees. Here is a link to Verizon: https://www.verizonconnect.com/solutions/gps-fleet-tracking-software/

We integrate with these products by communicating with their service and displaying the location of their device (your vehicle) on our map. You still have your own account with Verizon or Fleet Complete and you still have all the same features that they offer through their website interface. In addition to what they offer you, we display your vehicle’s location on our map. All tracking data is stored inside the Total Office Manager database.

Prerequisites for Customer

  1. Own Total Office Manager and Aptora Mobile II along with an active support plan. Aptora Mobile II must be running for the Verizon or Fleet Complete tracking system to work.
  2. Own the Schedule Board Mapping System (SBMS). This is the map feature built into the schedule board.
  3. You need a GPS Tracking license for each asset you wish to track. These are purchased through Aptora. Please speak to your account manager for more information.
  4. For Verizon or Fleet Complete integration, you must have their system completely installed and operational. This means you will need a monthly plan and their GPS Trackers installed in one or more of your vehicles. You will need to purchase GPS Trackers as normal. Each device is plugged into the ODB-II port of the vehicle. You will need to contact Verizon to create a new developer account and turn on developer services. This allows us to communicate with their service (through their API). We tell you how to do that below.

Verizon® Networkfleet Integration

Registering the Tracking Device

  1. Use the developer account to create a new Client Key. We have had clients tell us they called Verizon for help with obtaining a Client Key and Verizon tried to sell them a service. This should not be required.
    1. Go to https://developer.networkfleet.com/login/auth
    2. From the Getting Started menu option at the top of the page, click Getting Started and look for the Key Management Page hyperlink. This link may work: https://developer.networkfleet.com/clientRegistration/index
    3. Click the “Register New Client” button.
    4. Enter a Client ID and Client Secret
    5. Document the Client ID and Client Secret for later use

Verizon® Fleetmatics Integration

Registering the Tracking Device

For Fleetmatics only, you will need to call your Verizon sales representative and request a Developer’s Key. As of the date this article was created, they did not have a way to obtain one through their website.

Activating Your Aptora Schedule Board Map

If you have not already activated the mapping feature in Aptora’s schedule board, you will need to get that done next. When you invest in the mapping option, you will be given a registration number by your Aptora Account Manager. When you attempt to open the schedule board map, it will ask you for that registration number.

Enter Your Credentials in Aptora Mobile II

You need to enter your Verizon or Fleet Complete credentials into AMII.

  1. Log into AMII as Administrator
  2. Click More | Settings | Application Settings
  3. At the top of the form, you will see a selection menu. Select GPS Tracking
  4. Select your company in the TypeId selection dropdown
  5. Enter your User Name and Password. These are provided by your GPS company, not Aptora.
  6. If you are using Fleet Complete, enter your Client ID. That is also provided by Fleet Complete.
  7. Click the Update Settings button at the top. You can now log in as a regular user if you wish.

Setting Up the Assets to be Tracked

You need to tell Total Office Manager what devices it needs to look for and track. Please make sure all assets in Total Office Manager have the required information.

Vehicles with Tracking Devices Installed

  1. Your vehicle’s VIN number. Important: This is to match the Verizon or Fleet Complete record to the corresponding Total Office Manager Vehicle Asset. This must be the same VIN entered in Verizon’s system.
  2. The “Track on Schedule Board Map” option is checked. Please be sure that you do not check more of these boxes than you have tracking licenses from Aptora. For example, if you setup ten assets to track and you have five actual tracking licenses from Aptora, your map will display only five assets.

Mobile Devices with the Aptora Mobile II App Installed

The process is the same for setting up a mobile device such as a phone or tablet computer. Be sure to select the Cellular Device Asset Type. You will need to enter the Aptora Mobile II App ID. This number is displayed within your app. You will also need the mobile device’s MEID. This is usually found within the device’s About screen.

The process is the same for setting up a mobile device such as a phone or tablet computer. Be sure to select the Cellular Device Asset Type. You will need to enter the Aptora Mobile II App ID. This number is displayed within your app. You will also need the mobile device’s MEID. This is usually found within the device’s About screen.

Accessing GPS Tracking Information

In addition to using your schedule board map, we offer you the ability to access a complete set of GPS tracking records.

  1. In Total Office Manager, click Reports | Custom Data Views. This will open a CDV form. From the main menu at the top, click Data Views and select GPS Tracking List. You can print preview, export, or build custom reports using the data.
  2. In Aptora Mobile II, click More | Lists | GPS Tracking List. A list should open with your tracking information. This list is grouped by source (e.g.: Android, Apple, Verizon).
  3. You can expand on the Source column to see all the activity from that source.
  4. The Contact Information will display specific names and locations of the GPS coordinates (when available).
  5. You can click a button that will open a map) depending on your mobile device) and display that location on that map.

Note: We have no control over what map is opened and how those results are displayed. That operation is performed by the mobile device.

Tips and Troubleshooting

  1. All of these tracking options must be purchased. Your account manager will need to enter the correct information on their side for the system to operate. You will need to enter certain registration information that is covered in this article.
  2. We have had clients tell us they called Verizon for help with obtaining a Client Key and Verizon tried to sell them a service. This should not be required.
  3. When entering your Verizon credentials, keep in mind that you are not entering your regular website login information. You are entering your special Developer’s credentials called API Developer Client Key. At this time, we don’t attempt to validate those credentials when they are entered.
  4. You can set the refresh rate of your Total Office Manager map from thirty seconds to ten minutes. We recommend no quicker than every two minutes. Each refresh freezes the schedule board for a moment.
  5. Verizon devices report their data every two minutes (per device). Your map will likely not be in sync with the device’s refresh integral.
  6. When the vehicle is traveling below ten miles per hour, Verizon returns a heading of zero.
  7. Be sure that you do not have the same VIN in two or more assets that are being tracked. This will create multiple GPS entries.
  8. Aptora Mobile II must be running for this system to operate.
  9. Make sure that your time zone is set properly in Verizon. Our system uses their time zone.
  10. Verizon has a series of videos here: https://www.youtube.com/channel/UCNXltE8HxEnTJbmoD_49gQw

Assets Are Not Being Displayed on the Map

  1. You should make sure you are on the latest version of Total Office Manager and Aptora Mobile II.
  2. If the problem is related to tracking a mobile device, please check to see if there are any updates available for that mobile device.
  3. The Schedule Board Map will only display information that Verizon provides. If you feel that information is missing or inaccurate, please check to see what is on your Verizon or Fleet Complete map.
  4. Check to be sure that all of the required fields have been populated, both in Total Office Manager and Verizon.
  5. Check Total Office Manager and Aptora Mobile II’s GPS Tracking Lists to see if data is being received. If it is, check to see if there are any other computers with a working map.
  6. Check to make sure that the Devices button is depressed on the map’s toolbar. That button toggles tracking on and off.
  7. Double-check your Asset setup. In order for a Verizon asset to be tracked, the Type must be Vehicle and the Track on Schedule Board Map box must be checked. The VIN number entered into the asset must be an exact match to the one entered into the Verizon system.
  8. The Aptora GPS Tracking license count must be equal to or greater than the number of assets with this option checked. For example, if you setup ten assets to track and you have five actual tracking licenses from Aptora, your map will display only five assets. Check to see how many assets have the “Track on Schedule Board Map” option is checked and compare that to ho many licenses you have purchased. Your Aptora Account Manager can tell you how many you own.
  9. The VIN entered into the Total Office Manager asset must match the VIN entered in the Verizon system.
  10. The vehicle number in the Verizon system has to be entered. This can be any number. It doesn’t pertain to the user, it is what populates the MEID field in the API.
  11. Advanced Info for Support: The MEID number should be automatically populated in the database. Do not manually add information into that database field for “Vehicles.”
  12. Advanced Info for Support: The Istruck field in the database should be set to 1
  13. Advanced Info for Support: The TrackonSB field in the database should be set to 1

Technical Notes

The following information is technical and meant for those with a desire or a need to know more about how the system works.

  1. When the credentials are entered into the SBMS, they are saved to the database. At this time, we don’t attempt to validate those credentials.
  2. Aptora Mobile II has a Quartz job set up to run every two minutes. Once it finds the Verizon credentials in the database, it will execute the following steps each time it runs:
    1. Request an authorization key from the Verizon API.
    2. Request all vehicle records from the Verizon API.
    3. Using the VIN number, match the Verizon vehicle record to the Total Office Manager Fixed Asset record.
    4. Save the Verizon Vehicle Id as the MEID for the matching TOM Vehicle Fixed Asset.
    5. Request all the vehicle locations from the Verizon API.
    6. Find the most recent location for each vehicle.
    7. If a Verizon location is newer than the last known TOM location, save a new AssetGPS record using the Verizon Vehicle Id as the DeviceId.
  3. GPS data is received from the satellite and sent to the Verizon servers every two minutes (or your Verizon preference). If a vehicle is outside of cellular coverage, the Verizon device will store GPS data for transmission later (for up to 30 days).

 

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HVAC Electrical Plumbing Software

Aptora delivers a true All-In-One services software solution including CRM, accounting, payroll, inventory, vendors, sales, marketing, dispatch, flat rate pricing, and more. NO 3rd party plugins or integrations required. Created by contractors for contractors, we know what it takes to grow your services-based businesses.

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