Setting Up Driver Account - Driver Initiated
Setting Up Driver Account - Company Invitation
Accessing VIA Mobile and Logging In
Viewing Your Loads
Working Through Your Load
Tasks
Adding Reference Numbers
Conversations
Introduction
VIA Mobile gives your drivers that ability to view loads, interact with them and complete stops. They can also use the mobile app to initiate conversations and upload documents. To get your drivers started on the VIA Mobile App the will need an account. The next section will walk you through setting up your drivers so that they can access VIA Mobile.
Providing Driver Access to VIA Mobile with an Invitation
Step 1 – Verify that you have Met the Driver Requirements by checking an existing driver profile for the following information:
First Name – Driver Details Tab
Last Name – Driver Details Tab
Driver ID – Driver Details Tab
Email Address – Personal Tab
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Step 2 - Send invitation email to the driver
Navigate to the driver that you want to send an invitation too
Open the card
Click on the card menu (three lines on top right of the card)
Select Invite Driver to Mobile V3 – This will send an invitation to the driver’s email address. When they click on the link, they receive the system will complete the driver setup in VIA
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Note: If you do not have the initial requirements setup properly in Step 1 of this SOP, then the invitation will not send.
The invitation email will look similar to what you see below; however, your company name will be displayed instead of Tranztec Solutions, Inc. The driver will have to click the sign up now to complete the setup.
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Step 3 – Verify the driver invitation is sent
When a new driver invitation is sent it will appear in the Admin menu - Drivers section of VIA. To access the administrator menu in VIA, click on your name on the top right part of the VIA screen and select Admin.
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NOTE: If you do not have the Admin option in your personal menu you may not have administrator access. You will have to contact your system administrator to get access to the administrator screen.
In the Driver’s admin screen, there are two sections. The top of the screen shows driver’s who have completed the driver setup after receiving the email. Any driver’s who have been sent an email, but have not clicked the link will appear at the bottom of the screen under pending invitations
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At this point, you can always delete the invitation if circumstances have changed. Simply click on delete for the driver you want to delete. You will have to confirm the deletion by typing DELETE after pressing the trash can icon.
If the driver cannot find the email, they can always have the email resent by clicking on the resend button.
Step 4 – Driver Completion of registration
When the driver clicks on the sign up now link on the email they will be brought to the following screen:
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To complete the setup, the driver will have to create a password and confirm it. When they have successfully created the password, they will receive the following message:
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At this point they will also be brought to their main screen. If they have any open loads the driver will be able to see the loads and start using the system. If they want to use the mobile application, they can now open the app and use the username or email that appears in the message above as well as the password they just created to login.
In the admin screen your driver will now be moved from the pending invites section at the bottom of the screen into the completed driver list.
Step 5 – Managing your Drivers
Setting Roles – When a driver is first created it will not have a role assigned. If you have a specific role for your driver’s you can set the driver role by clicking on the role field and selecting your desired role from the list.
Deleting Drivers – You can always delete a driver account by clicking on the trash icon associated with the driver line. Once you click on the icon you will also have to enter the word DELETE to confirm that you want to delete the record.
Driver Initiated Access to VIA Mobile
VIA Mobile – Driver Initiated Driver Setup
Step 1 – Before you Begin Check VIA Desktop Settings for new Drivers
Access the driver Section of VIA. To access the administrator menu in VIA, click on your name on the top right part of the VIA screen and select Admin.
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NOTE: If you do not have the Admin option in your personal menu you may not have administrator access. You will have to contact your system administrator to get access to the administrator screen.
At the top of the screen there are some settings:
Driver Auto Approval – This will automatically approve any drivers who request to be setup in VIA mobile if they have the company code.
Select Default Driver Board – If your driver does not already exist in VIA (new email/driver ID) then this setting will stipulate where the new driver card will be created.
Select List – If the driver does not already exist in VIA, then this setting will define which list the new card will appear (in the board selected in 2.b)
Step 2 – Driver to Download and install VIA Mobile App and Register
The driver will need to download and install the VIA Mobile V3 App from either the Google Play Store or the Apple Store.
When the driver opens the app, they will be presented with a login screen. Under the password section there is a link for them to click to join VIA.
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Once they click on the Sign up option, the driver will have to fill in the following information:
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When they are done the driver will have to check their email to complete the process. There will be a verify email address sent to the driver. They will have to open the email and click on verify.
Step 3 – Driver to Register to a Company
At this point in the setup, the driver can login to VIA Mobile with the username and password they created; however, they have no companies associated to them so they cannot see or interact with any loads. They will have to request access to your company. To make this request, you will have to provide your drivers with your company code. To see what your company code is access the administrator menu in VIA desktop and click on the Company option. Your company code will be displayed there:
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In order to continue, you will have to give your driver your company code if you want them to access your system.
The driver can ask to join your company be clicking on their menu at the top right part of their screen and selecting companies
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The driver will need to enter in the company code you provided and press the register button
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At this point, the registration will appear at the bottom of the screen. The driver will be able to see if it has been approved and will be able to delete the request if necessary.
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Step 4 – Approval of Driver Request
If, at the top of your driver screen in VIA desktop, you have the Driver Auto Approval set to on then the driver will automatically be approved. This next section will discuss how to approve a driver if auto approval is not turned on.
Access the driver Section of VIA. To access the administrator menu in VIA, click on your name on the top right part of the VIA screen and select Admin. Driver requests will appear in the list at the top of the screen (not the pending invitations); however, they will not be approved.:
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Click on the red x to approve the driver request. You will have to fill in additional information when you press approve:
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The Driver’s name will automatically by filled in, as will his driver ID. You can select a role at this point by clicking on the no Role field and choosing your mobile driver role from the list (if you have one). When you are done press create.
Once you press create a few things happen:
Your driver appears in your driver list in admin as approved. There is also card information and driver Id information filled in that was blank before:
Your driver card has been created. You can find this card by looking at the top of your driver screen. The driver cards are added to the ‘select default driver board’ and ‘select list’ section of the screen. In this example, the new driver card has been created in the board Driver and the list Drivers
On the driver’s app they will now have access to the company. You can assign them loads and they will be able to see and complete them. On their company screen where there was an X under approved, there will now be a checkmark
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Accessing VIA Mobile and Logging In
To access your Loads using the VIA Mobile V3 application you can download it from either the Apple App store, or the Google Play store. You can also access it using your browser on your tablet by going to https://mv3.viaboards.com/sign-in . The login screen will appear as below. Enter in the username and password you have been provided. NOTE: If you have forgotten your password you can click on the Forgot your password link to the bottom right of the sign in button:
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You may see a safety warning pop up once you have successfully logged in it is a reminder that you should not be using the application while you are driving.
Viewing your Loads
Once you enter your username and password you will be brought to your load listing board. This will show three types of loads:
Active Loads – These are loads you have activated yourself on. They are the loads that you are currently in the processes of completing
Open Loads – These loads are ones that you will have coming up to complete
Closed Loads – These are loads that you have previously completed
The order number is displayed on the Right side of all the loads. Clicking on the load will start it. For example, in the screen shot below there is one open trip TRANZ000052 available.
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The trip summary shows each stop on the trip, if it is a pickup or delivery and the scheduled time and date for each stop. Clicking anywhere on the load will open the load so that you can view additional details or it can be started.
When you first open a load on your device you will see information about the current stop at the top of the screen as well as upcoming and previously completed stops listed below. If you scroll down you will also see additional information at the bottom of the screen such as reference numbers.
Working Through a Load
Most of the activities that you will need to do in order to move the load from pickup to delivery will show up at the bottom of the screen in green. Let’s look at the load in the screen shot below:
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At the bottom of the screen there are 2 icons in green:
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which will start the trip
which will show you any tasks that you have to complete
Once you click on start the screen the trip will begin and the start button will be replaced with the next activity that you will need to perform on the load. If you are setup to auto arrive at your stops then the arrive will happen automatically. If not, then the next button you see at the bottom of the screen will be arrive.
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As you work your way through the trip you will be able to see your progress:
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This part of the screen shows your current stop. IT also tells you if you are working on your arrival or departure. The green box is the next expected activity. So, in this screen shot you have arrived at the stop at 12:05 (the grey box) and your next activity is to depart (the green box) Below this section you will see an overall trip progress bar. You can see that the trip is 50% completed. You can also press on the More Stop Info link under the address to be able to add reference numbers onto this stop or see stop related information.
This section shows the stops that you have coming up. For example, this trip is currently in San Diego California and the next stop is Perrysburg, OH.
Section 3 shows all the stops that you have previously completed. Note, you can click on this stop to see more details and add reference numbers after the stop is completed; however you cannot undo the completed stop once you have finished it.
Update Banner – When you complete an activity this activity banner will popup momentarily to notify you that the activity completed successfully. If you leave the tablet the notification will disappear in a few seconds.
Completing Tasks
As you work your way through the load the button at the bottom of the screen may update from the standard Arrive or Depart to show if you have any pending tasks that have to take place throughout the trip. When this happens your screen will show the task count at the bottom of the screen:
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Clicking where it says 1 Task will open the task screen and show you the outstanding task. You can see there is one black dot under the Pickup Paperwork Header. If there were multiple tasks entered for this part of the load there would be additional circles that you could click on.
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The task above is a reminder to pickup additional paperwork from Bill in receiving at this stop location. At the bottom of the screen is a button that you can press to complete the task. Depending on the type of task the action button at the bottom may look different.
Reminder task: A reminder task is created to notify you that there is something that needs to be done. The only action that needs to be completed is to dismiss the reminder task when you are done.
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Confirmation Task: A confirmation task requires you to answer either a yes or a no to a question. For example, were you waiting longer than 1 hour? Was there any damage to the freight? A confirmation task will provide you with a checkmark to confirm the instructions and an X to if the answer is no:
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Timer Task: A timer task will allow you to initiate a timer to track your time. For example, if you need to track your loading or unloading time or if you are required to track any waiting time you may find a timer task. To start the time you can press the Start Button:
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And when you are done you can press the red stop button
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Action Task: If you need to upload paperwork or collect a signature of a receiver you will be presented with an action task. For example, if you need to take a picture of some paperwork the bottom of your screen will look similar to this:
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To take a picture with your camera click on the camera button in the middle of the screen. If you already have a picture on your device click on the icon on the right side to access your camera roll and upload you image that way.
Prompt Task: Sometimes throughout your load you may need to provide additional information to dispatch, reefer readings, delivery notes, updates etc. To achieve this you will be presented with a prompt task. When you receive one of these your activities will look similar to below:
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When you press the button you will be presented with the fields you will need to fill in. When you are done press the checkmark at the bottom of your screen:
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As you work your way through the tasks they will disappear from your tablet. You can always see the tasks on this trip by clicking on the task button from the main load screen:
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Adding Reference Numbers
As you move through the trip you may need to add reference numbers. Perhaps a shippers reference number or a manifest number at a stop. To get to the reference numbers you will have to access the stop you want to add the reference number onto. If you want to add a reference number onto the current stop you are working on then press the More Stop Info button at the top left side of the screen:
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If you want to add a reference number for a stop that you have already completed then click on the stop at the bottom of the screen first to open it.
When the stop detail screen opens up you can add a reference number by clicking on the + Add Reference Number green button in the middle of the screen.
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You can choose the type of reference number on the left side and then enter in the actual reference number in the field marked Enter Reference Number. There is no save button required for this. Simply press on the back button to return to your load and you reference number will update. You can also add multiple reference numbers here as well as edit any number that you had entered previously:
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Conversations
Conversations are a great way to communicate back to dispatch while on the road. The conversation piece of VIA Mobile will allow you to send test messages and predefined macros back and forth to your in office contact. To access your Conversations click on the VIA Mobile Menu. To access the menu click on the menu button (three horizontal lines) on the top right side of the tablet:
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From the menu click conversations to open the conversations screen. From this view you can see all the conversations that you currently have already started or you can start a new conversation. Let’s take a look at the screen layout:
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Conversation Filters: If you have a number of conversations on your screen you can use the dropdown box located here to filter down to either, Load level conversations, or general conversations. You can also select all and see all the conversations you currently have,
This main section of the screen will list all the conversations based on your filter selection. You can click on any of these to open an existing conversation and continue the discussion.
New Conversation: This plus button at the bottom of the screen is where you would go to initiate a new conversation. Let’s look more at starting a new conversation.
To start a conversation hit the + button at the bottom of the screen. You will be presented with a popup screen:
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Enter in your subject in the subject field. If you are currently on a load the To will default to current load. When you are done press OK and the conversation will be added to the open conversation list. Click on the conversation to open it.
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There are 2 ways to submit conversations in VIA, you can send in freeform where you enter in whatever it is you want to say. You can do this by simply typing in the grey box at the bottom of the screen where it reads send message. When you are done press the send button at the bottom of the screen.
Your system may be setup to allow for macro messages. They are messages that are predefined and cane save you time be prefilling out common messages. For example, you may have a macro used to require time off or report an accident. To see if you have any macros available to use press the </> button on the top right side of the screen. Any macros will be available here.
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Select The macro at the top of the screen. In this example we have the driver time off request form selected. The macro itself is displayed at the bottom of the screen. When you have selected the macro you want to use you can enter in the fields for the specific macro.
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When you are done press the Send button.. The newest version of VIA Mobile includes a number of enhancements including the introduction of tasks which will allow drivers to note important events as they happen during a load.
The application can be downloaded from the Apple or Google stores, however, automated deployment with an MDM solution using an Android APK is the preferred method of distribution. Minimum recommendation for Android is 8 or greater with modern hardware. Minimum recommendation for Apple is iOS15 or greater.
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