About the Company Dashboard in EquipmentShare Track
To access your Company dashboard, click on Company on the left side menu. You must have Owner- or Manager-level permissions to access the Company dashboard.
The Company dashboard is where users can manage the moving parts that make up their company. The Company dashboard is organized by 10 tabs across the top of your screen:
- Time Cards
- Work (formerly Jobs)
The Users tab shows a table of every EquipmentShare Track user with access to the Company’s fleet data. Here, Owners and Managers can view and edit user data and add new users.
The table displays the user’s name, email address, employee ID, phone and/or cell phone number, any Groups the user belongs to and the user’s role or permissions level (Owner, Manager or User).
Owners and Managers can edit user roles after creating a new user by going to Actions under the User Role column, then selecting Edit.
You can restrict users to read-only status or choose to hide asset details from the user when needed. Owners and Managers can delete a user’s account from this screen or from the main Users table from the Actions dropdown menu.
The Groups tab is where Track users can create Groups of Users, Geofences and Assets. Creating Groups helps organize employees, assets and where they work. For example, if you have three business locations, then you can create Groups of Users that work at each location or Groups of Assets that are stored or used at each location.
A Group of Geofences might denote a group of jobsites assigned to a field service technician or the multiple Geofences that are assigned to one asset.
Under any of the three tables, you can choose an existing Group to add Users, Geofences or Assets to that Group.
Select Add Group, name it, and save the Group to add Users, Geofences or Assets to a new Group.
Search and add items to the selected Group by clicking the blue plus (+) sign next to the User, Geofence or Asset from the item list. Remove items from the Group by clicking the minus (-) sign under the Group list.
Time Cards Tab
Users can edit Time Cards settings from this tab. You can choose the payroll schedule (every week, every other week, every month or twice per month) and the start of the next pay period.
The Assets tab shows a table with top-level asset information about each asset. The table shows the following asset data:
- Asset name
- VIN/Serial number
- System ID
This table allows users to individually add assets to Track, add assets in bulk from a CSV file and export all asset data to a CSV file.
The table’s asset name field is clickable and brings up an Asset Takeover Card, where users can view and edit asset data.
To view all Branch location data, first create a Geofence around the branch. Then, the Branches tab will show a table with Branch names, the name of their Geofence location and the location address. Users can edit or delete each Branch, or export the table data to a CSV. You can also add a Branch, name it and choose its Geofence location.
Work Tab (formerly Jobs)
Work, also referred to as Jobs, Phases and Cost Codes help users differentiate between projects, their locations, who worked on the various parts of each project, the hours worked on each project and project costs.
The Work table gives top-level details for each Job:
- Name of the Job
- Job ID
- Job Phases
- Cost Codes
- Name of the Jobsite Geofence
Job Phases can be used to refer to different zones or parts of the jobsite or work being done. Employees can choose a Job, a Work Order, a Phase and applicable Cost Codes when they clock in using Time Cards.
For example, on the Fox Hill School Job, Phases include School Parking Lot, School Playground Lot and School Exterior. Employee clocks in with Time Cards and selects an assigned Digital Work Order (DWO) to pour concrete. He selects the Phase School Playground Lot, since that’s where the concrete will be poured. Last, he’ll assign the Cost Code Concrete Work to his Time Card. This information gives you a complete picture of where time and money is spent on every project.
Adding, Editing and Deleting Work (Jobs) and Phases
You can add, edit or delete Work from the table, as well as manage Phases. As with most tables in Track, there’s an option for users to export Work data to a CSV.
To add Work to the table:
- Click + Add New Job.
- Add the Job Name, custom ID, the Jobsite and Cost Codes.
- Click Create.
After saving a new Work/Job entry, you can make edits and add Phases.
To edit or delete Work from the table:
- Click Edit next to the correct Work entry.
- Change the name, Jobsite name, ID or add Cost Codes and click Save.
- To delete the Work entry, click Delete.
To add Phases to Work:
- Click + Add Phase from the Work/Jobs table.
- Name the Phase, assign a custom ID, set its Geofence location, add any Cost Codes and click Save.
- Click on a Phase from the dropdown menu in the Job Phases column to view, edit or delete the Phase.
Managing Cost Codes
Cost Codes can be used to classify different types of tasks that are done on a Job, like Concrete Work; Travel; Cleaning; Vehicle Repair or Delivery.
To add a new Cost Code:
- Click + Add New from the Cost Codes table.
- Add its name and custom ID.
- Click Create & Close to close the window or Create to add more Cost Codes.
Click Edit or Delete from the table to make changes or delete a Cost Code.
Learn more about Work, Cost Codes and Phases here.
The Invoices tab shows users a summary of the invoices they’ve recorded in EquipmentShare Track, broken down by category, and an aging summary of the invoices.
The total Invoice Summary is displayed in a donut chart and in a table showing yearly totals by category since 2019. Invoice categories are:
- Equipment Sales
The table below the summaries shows the following invoice data from a selected date range:
- Invoice number
- Invoice date
- Due date
- PO number
- Invoice status
- Rented by
- Invoice amount
- Balance due
Users can download individual invoices or export all the data from the selected date range to a CSV. The blue Download Statement button above the Export All (CSV) button will download a statement that includes all Invoices with unpaid balances of more than $0.
EquipmentShare Track is compatible with other AEMP-compliant OEM telematics solutions, allowing users to aggregate all of their fleet data into Track using API feeds. New machines often come outfitted with OEM telematics and a free trial subscription period. Integration with EquipmentShare Track allows users to take advantage of their free trial while eliminating the need to install new hardware right away.
Fleet managers no longer have to log into several different portals to access and collect data for machines from each OEM. Instead, they can log into EquipmentShare Track and access data for every vehicle and machine from one telematics solution.
These are some of the feeds compliant with EquipmentShare Track:
- VisionLink (CAT)
- JDLink (John Deere)
EquipmentShare Track also supports fuel card integrations for accurate EquipmentShare Track fuel reports and IFTA reports:
- Wright Express (WEX) fuel cards
- Comdata fuel cards
Need to integrate OEM API and fuel card feeds? Contact our Support team. If your telematics or fuel card data provider isn’t listed, then EquipmentShare Track Support can help you resolve the issue.
The Keycodes tab shows users and the access code(s) assigned to each user. From this tab, you can click Add a New Keycode to set up a new access code.
Set up a User-Based Keycode by selecting a user and assigning a four to 10-digit numeric code. Click Actions in the main Keycodes table to delete a code.
A User-Based Keycode is better for security purposes: Users won’t have to share codes with others. EquipmentShare Track also enforces one code per person to prevent confusion, and Track ties users to the asset they’re running. User-Based Keycodes ensure the correct operator receives alert notifications during use for subscribed asset status thresholds.
Checking the Auto Apply to All Rentals box will apply the Keycode to future rentals only.
Under the Account tab, users can edit general information about their EquipmentShare Track account:
- Default Work Order and Inspection billing types
- Service Groups
- Digital Work Order Service tags
- DOT numbers
Maintenance Groups, also referred to as Service Groups, are made up of assets with the same maintenance service intervals. Users can edit existing Service Groups and change the Service Group names or add more service intervals. You can also create new Service Groups.
When creating a new Service Group or adding more service intervals, first select whether the Group or interval is utilization-based, time-based or a combination.
- Utilization-based intervals are set based on asset hours or mileage. or example, a user might set a 500-hour service interval for a JLG boom lift. Every 500 hours of use, a Digital Work Order (DWO) would generate for any asset in that Service Group.
- Time-based intervals are set based on periods of weeks or years. For example, a SANY excavator’s ANSI inspection might be triggered once a year.
- Setting a combination interval means that the interval and automatic DWO will trigger after either a utilization-based interval or a time-based interval. For example, a DWO will generate after 250 hours of use has been reached or after 16 weeks has passed, whichever happens first.
Here, you can add warranties with a name, description and length in months of the warranty. You can also edit existing warranties.
Service tags are used on Digital Work Orders to show some general information about the DWO from the main table without clicking into it.
Tags show just a few of the most important details about the DWO. From this table, users can add new Service tags and give them a color, as well as edit existing tags. Some of the most common Service tags include:
- Parts ordered
- Asset not at yard
Users with fleet vehicles requiring DOT numbers can add and delete those from their Track account from this table. Click Add DOT Number to add a new DOT number and optionally, add comments about the number.