About Missing Logs
The system has an alert that can help track missing logs for Drivers. If even one log is missing during that time frame, the alert will reflect for the driver. If a company is just getting started, as logs are entered, the alert should reduce.
Things That Can Help You Reduce the Volume
- Getting Off-Duty Logs entered.
- Entering past logs. This would be a mostly manual process as Encompass® ELD submits logs for the past 7 days (or 13 if using the Canadian rule-set).
- Waiting for time to pass. As logs get entered (either manually or via Encompass® ELD), missing logs will clear and the alert number goes down.
We recommend that this alert is tracked on a near-daily basis. This number can grow quickly and become overwhelming if not monitored.
There are a few ways to view missing logs:
1) Using the Alerts Center, as shown in red below
2) Using the Alerts "bell" button near the top of the screen, as shown in blue below. This option will take you to the Missing tab in the Hours of Service page.
3) Clicking the Missing tab directly from the Drivers > Hours of Service page, also shown below.
When viewing the list of drivers with missing logs, click on the Driver's Name to go into the log file.
Click on the Missing tab within the driver's file to see the missing logs.
To Clear the Alert
There are a couple of ways a driver will fall out of the Missing Logs alert:
- All of the missing logs for the past 30 days are entered.
- An Inactive date is entered for the driver, rendering them "inactive".
- The driver's employment status is set to Terminated.
To Enter the Missing Log
When viewing the list of missing logs, hover over the date of the missing log and click the edit pencil to the right of the date. click on next to the date of the missing log to be entered.
A pop-out will appear allowing you to edit the missing log information:
- Log Date: Enter the Date (must be in YYYY format)
- Driver Type: Was the driver Property Carrying or Passenger Carrying? System defaults to Property Carrying.
- To/From Work Location: This will be off initially; if the driver was returned to and released from reporting location, check this on. It will affect whether the system honors the 100-mile exemption and extra hours (if exemption is used).
- Total Miles: This will be blank to start. The message above is explaining that miles will display (and increase) as you enter "Driving" events to the log.
- Average MPH: It will default to the rule set. But you can change if needed.
- Tractor Number: Enter the tractor number (or numbers with a comma) the driver used with the log.
- Trailer Number: Enter the trailer number (or numbers with a comma) the driver used with the log.
- Shipment Info: Enter shipment information for the log.
Scroll to begin filling in the log, event by event:
- Select Status: This will be (1) Off-Duty, (2) Sleeper, (3) Driving or (4) On-Duty. These correspond to the numbers of a keyboard for 10-key entry.
- Enter the Start Time for the event.
- Select the Rule Set. This will indicate that last rule set used.
- Enter the Location
If there is a Driving Event, a new field will display to enter the Distance for the driving segment. These distances are then totaled by the system to calculate the Total Miles in the log information above.
To add remarks or delete a specific event, hover over the right side of the event's row to reveal a "Remarks" (comment bubble) and "Delete" (trash can) button.
Enter remarks. Be sure to click save at the bottom of the pop out when finished with entering remarks.
When the "Delete" button is clicked, the system automatically deletes the event without another prompt. Be mindful of which event you are deleting, so as to not affect the rest of your order of events.
When all events are entered, the edit screen may look something like this:
Note: Be sure to enter the "Off Duty" status at the end of the log; otherwise, the driver is stuck in the status last entered (i.e., On-Duty).
Go to the Violations section and check any Form & Manner violations that need to be included. Note that some violations are calculated for the user.
Scroll down to enter any Notes that may be needed.
The next area covers Recap information for the driver. Enter a reason why this log was added/edited in the system. Note: When customers have the ELD Mandate solution, the system will automatically enter Paper Log Entry.
Click Save. Repeat this process until all the logs in the Missing tab are entered.
Entering a log for any date (in the missing log date range) will help with clearing the alert. It doesn't matter whether the log is entered via navigating the alert or not. Remember that ALL logs for a driver (for the date range) must be entered to see the alert go down in number. Even 1 missing log for a driver will mean the driver's name will linger in the alert.