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J. J. Keller Support Center

First Steps - 2) Understand tabs

There two major tabs you'll be working with in the Encompass System: The Driver Management tab under which you will find Employees, Hours of Service and Reports & Forms. And the Vehicle Management tab under which you will find Units, Unit Maintenance (DVIRs) and Reports & Forms.

About the Driver Management Tab

The Driver Management Tab is the main portal governing Employee (or Driver) records.  It will be configured differently depending on which product package you've signed up for.  

 

For E-Log customers, you will see 4 sub-tabs under Driver Management:
DMHome_01.png

  1. Home:  This tab displays all your alerts, statistics and any messages from J. J. Keller.  It can be customized. 
  2. Employees:  This tab aides in entering employee/driver information, seeing lists of drivers and managing driver status.
  3. Hours of Service (HOS): This tab helps you manage all logs, whether entered manually, scanned, or imported via KellerMobile™.  It also lets you enter supporting documentation.
  4. Reports & Forms: This tab contains all reports and any auto-populated forms we have to help manage drivers and Hours of Service.

 

For Encompass® customers (with Compliance or Premium), you will see additional tabs:

  1. Driver Qualification
  2. Alcohol & Drug
  3. Accident/Incident
  4. Training
  5. Roadside Inspection

 

As the tab names imply, you will be able to track anything from the Driver Qualification file to Roadside Inspections with these additional tabs.

About the Employee Tab

This area allows you to enter basic driver information. Driver information includes name, address, telephone numbers, license information, and notes.  You must add the driver record first before adding anything else like Hours of Service files. 

 

A note about Employees vs. Drivers: The system uses the term "Employees" but you can consider it synonymous with "Drivers."  Driver and/or Employee will be used in these guides.  When referring to a specific view, "Employee" will be used (as that is the name of the tab, report, list or other).  
 

Steps to Locate the Employee Tab

To find the Employee tab:

  1. You'll want to be logged in and on the "Home" view
        
  2. Select "Driver Management" (if you aren't on it already).  It will be orange if selected.  Then select "Employees":
        

    This will bring up the Employees tab view.

 

Areas of the Employee Tab

Each tab comes with this type of view and features:

  1. Search Field: Search by name or employee code.  You can enter partial values; the system will return whatever contains the value you entered.
  2. Add an Employee: Click to add a new employee/driver record.
  3. Send Message:  Use this if you have e-mail addresses entered for your drivers. You can e-mail to a batch of drivers or individual drivers.
  4. Common Views: Use this to see your listing of driver records.  Views can easily be copied and pasted into Excel for further analysis.
  5. Custom Views: This is used to store views you've filtered and saved for frequent use.
  6. Rolodex: This is a listing of Active Drivers by the last name starting with...
  7. Alerts/Reports: These links are filtered by "Employees" for you.   (Note:  The Reports & Forms tab has all the reports and forms available but it is not filtered.)

About the Vehicle Management Tab

The Vehicle Management tab is the main portal governing Vehicle (or Unit) records.  It will be configured differently depending on which product package you've signed up for.  

 

For E-Log customers, you will see 4 sub-tabs under Vehicle Management:

  1. Home:  This tab displays all your alerts, statistics and any messages from J. J. Keller.  It can be customized. 
  2. Units:  This tab aides in entering vehicle information, seeing lists of vehicles and managing vehicle status.
  3. Unit Maintenance: This tab helps you manage Driver Vehicle Inspection Reports (DVIR), whether entered manually or imported via KellerMobile.  Although the tab name suggests you can track repairs, E-Log is not configured for this. 
  4. Reports & Forms: This tab contains all reports and any company forms you might use to help manage vehicles and DVIRs.

 

For E-Log customers with Fuel Tax, there will be an additional tab:

  1. Fuel Tax:  This tab helps you see and manage trip information coming in from KellerMobile.  You can also enter trips manually.

 

For Encompass® customers (with Compliance or Premium), you will see additional tabs:

  1. Unit Service
  2. Title, License & Registration
  3. Permitting

 

As the tab names imply, you will be able to track anything from Unit Service file to IRP (Permitting) with these additional tabs.  It should be mentioned that the Unit Maintenance tab will allow for tracking of Repairs and Preventative Maintenance as well.

 

About the Units Tab

This area allows you to enter basic vehicle information. Vehicle information includes vehicle number, description, type, model, owner information, location, and a whole host of other information.  You must add the vehicle record first before adding anything else like DVIR files.

 

A note about Vehicles vs. Units: The system uses the term "Units" but you can consider it synonymous with "Vehicles."  The term "Vehicles" implies a "powered unit," but the system can track equipment as well as trailers for you, too.

Steps to Find the Units Tab

  1. Be logged in
  2. Click on Vehicle Management
  3. Find the Units tab
    UnitTab.png
     

Areas of the Units Tab

UnitTab02.png

  1. Search Field: Search by VIN or Vehicle/Unit code.  You can enter partial values; the system will return whatever contains the value you entered.
  2. Add a Unit: Click to add a new vehicle/unit record.
  3. Common Views: Use this to see your listing of vehicle records.  Views can easily be copied and pasted into Excel for further analysis.
  4. My Custom Views: This is used to store views you've filtered and saved for frequent use.
  5. Alerts/Reports: These links are filtered by "Units" for you.   (Note:  The Reports & Forms tab has all the reports and forms available but it is not filtered.)

About the Hours of Service (HOS) Tab

Like the Employee Tab, this tab comes with a set of common features (shown below). Each tab is thematic, though, and filters by the type of content the tab represents.  In this instance, this tab helps you manage Hours of Service.

 

The Areas of the HOS Tab

  1. Search Field: Search by name or employee code.  You can enter partial values; the system will return whatever contains the value you entered.
  2. Common Tasks:
    • Add an Employee: Click to add a new employee/driver record.
    • Hours of Service Audit:  Use this to run an Hours of Service audit on all drivers or a partial listing. 
    • Falsification Audit: If you are inputting supporting documentation, this audit will help detect where a driver has falsified information by comparing the documentation entry  with the log entry.  Use this to audit all drivers or a partial listing.
  3. Common Views: Use this to see your listing of driver records.  Views can easily be copied and pasted into Excel for further analysis.
  4. Custom Views: This is used to store views you've filtered and saved for frequent use.
  5. Rolodex: This is a listing of Active Drivers by the last name starting with...
  6. Alerts/Reports: These links are filtered by "Hours of Service" for you.
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