Hellotracks main Menu
This article will help new users to the Hellotracks software environment. It is meant to explain - at a bird's eye level - how to optimally begin using your Hellotracks Business Account.
In the Dashboard, you get an overall view of what is happening with your team and activities during your workday. The dashboard aims to give you all the information you need without having to jump into every single feature to find it. When you look at the analytics on the Dashboard you should feel confident you know what is happening with your team in the field.
Here is an example of what you will see when you first open your Hellotracks Business Account.
Here is an example of what Hellotracks Dashboard can look after you add data and want to observe what is happening with your mobile workers.
Use the data along the top of the window to get information on:
- Total of members that are on the way (currently moving), idling or halted.
- Distance covered so far, the total of tracks (trips) registered and the total of members that have registered a track.
- Performance percentage: successful jobs over the total jobs assigned, successful jobs and reported issues.
- Engagement percentage: the total of reported jobs (success/issue) over the total jobs assigned.
- On-time jobs and delayed jobs.
In the "Map" section, you can choose if you want to use Google Maps or our Default Map (Mapbox).
The "Map" section allows you to see all of your team members on the map, along with jobs, places, zones, and tracks. Remember you can find all this information by using the filters on the right upper corner!
<insert video> showing some of the other filter available
In the "Jobs" section, you can create, import, manage and edit your Jobs.
The most important feature of the "Jobs" section is to manage your jobs.
The first option to add your Jobs is manually
<Insert Video with Create Job Button>
When you create a Job manually, you can add all the information in the pop-up window including:
- Job Title
- Assigned to
- Type of Work
- Job Details
- Custom Fields
At the end of filling this information out, you can even decide if you would like this to become a template for future jobs. This will save you time in the future.
The second option to add Jobs is importing
The benefit of importing Jobs in bulk as it saves you time. It is recommended you download one of our Excel or CSV templates. In these templates, you can fill out all the information for Jobs in bulk and do one upload, instead of manually adding Jobs one at a time.
Once you have downloaded one of our templates, it should look something like this
Please prepare your file and ensure the following:
- Do not rename header fields (The First Row)
- You may remove columns.
- It is fine to leave fields empty if the information is unavailable or not needed.
- Make sure the CSV encoding is in UTF-8.
Once you have finished preparing your file, you can import up to hundreds or thousands of jobs with a very simple process
<Insert Video of Importing Jobs>
Once your Jobs have been imported, you can search, filter, edit and assign Jobs according to your needs.
Note* The "Jobs" feature is one of the more in-depth features to understand in Hellotracks. We recommend you look in Knowledge Base - Web to get a more in-depth understanding of how to best utilize this feature.
In the "Dispatch" section, you can manage how your teams and members complete their Jobs.
From the main menu go to Dispatch and select the date you can to dispatch on.
Note* You need to have created Jobs already to see these in the dispatch feature. You can also manually created Jobs in the "Dispatch" section.
Once you see the job or jobs you want to dispatch, simply drag the job and drop it on the member you want to dispatch to or double click the job, go to the
<Insert Assigning Video Here>
Once you have many Jobs and Team Members in Hellotracks, you may see something like this:
In the Select Member window, you have access to all your teams and members. You can easily change the filter here with the drop-down menu to show individual teams or all teams. Here is where you can also see how many jobs have been assigned to each team member and which jobs have not been assigned. It will also show where your jobs are
Note* You need to have created Jobs already to see these in the dispatch feature.
The benefit of the dispatch feature is that it optimizes your routes with real-time data, so you and your workers do not have to worry about that each and every day. Just Click Optimize and your routes will be automatically optimized for your member creating the optimal route for your member.
Use the optimize and auto-assign tools to help speed up the process of dispatching.
Note* The "Dispatch" feature is one of the more in-depth features to understand in Hellotracks. We recommend you look in Knowledge Base - Web to get a more in-depth understanding of how to best utilize this feature.
In the "Messages" section, you can communicate with your teams and members to complete their Jobs.
Keep track of everything happening in the filed with your members. Share locations and data and send messages to individual members or a message to al members at the same time.
In the "Reports" section, you can obtain all the business analytics you would need to understand what is happening with your field employees.
In the Reports section you have 3 options:
- Access reports history from Google Docs
- Go to Statistics if you want to see an overview of mileage and jobs.
- Go to “Create New” and follow the steps.
Option 1: Reports History from Google Docs
Option 2: Statistics
This report gives an overview of mileage and jobs. Don't forget to select the time frame on the calendar above. You will access each member:
- Total distance
- Average speed
- Max speed
- Total registered tracks
- Total Jobs
- Total on time Jobs
- Total delayed Jobs
- Total success Jobs
- Total Jobs entered as issues
- Engagement percentage (Jobs with status updated and data entry from the total Jobs assigned)
Option 3: Create a New Report
Creating a report gives you the ability to pick and choose exactly what data you are looking for.
To create a report, click on Create New and just follow these steps:
a) Choose one from the options available.
b) Select one member, multiple members (hold CTRL and click) or an entire team(s) that you want to include in the report.
c) Select the time frame for the report, hit Next, then Generate Report. You will then see your report automatically download to your device.
Note* The "Reports" feature is one of the more in-depth features to understand in Hellotracks. We recommend you look in Knowledge Base - Web to get a more in-depth understanding of how to best utilize this feature.
In the "Tracks" section, you can see the key information on how your teams and members complete their Jobs.
In order to see your team's tracks history, you can use the Filters to:
- See any member's tracks
- Determine tracks during any time frame
- Filter tracks by Time, Duration, Distance or Team
Once you choose which filters you want to look for you can then observe specific tracks, the date, duration, and distances. You will see the tracks in the maps to the right side of the window
Note* The "Tracks" feature is one of the more in-depth features to understand in Hellotracks. We recommend you look in Knowledge Base - Web to get a more in-depth understanding of how to best utilize this feature.
In the "Teams" section, you can manage your teams and members and get key information on tracking issues, Hellotracks software version, and team roles.
If you want to add a member you can just add a member with the button in the top right corner. Just make sure to fill out the mandatory fields or else the member cannot be added.
When you want to get more information about potential issues with your Team members device, just click on the team member to get specific information on: