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RIO GPS

Help centre

Short guides to the things fleets do most in RIO GPS. Everything here happens in the customer app.

Getting started

  1. We create your company account and send you an email invitation. Open the link and choose a password of at least 6 characters.
  2. We register your GPS trackers with you. Once a tracker is installed and powered, it appears on the map by itself.
  3. Under Vehicles, give each vehicle a name, plate and type (truck, tractor, trailer, van and so on). The type sets the icon on the map.
  4. Under Settings → Team, invite the people who need access and pick a role for each.

A new tracker can take a few minutes outdoors to get its first GPS fix. Until then the vehicle shows as offline.

The live map

The map shows every vehicle you are allowed to see and updates on its own. You do not need to refresh the page.

  • Moving (green): the vehicle is travelling. The pointer shows its direction.
  • Idle (amber): the engine is on but the vehicle is not moving.
  • Stopped (blue): the engine is off.
  • Offline (grey): the tracker has not reported recently. The last known position stays on the map.

Use the status tiles, search and group filter to narrow the list. Select a vehicle to see its speed, engine state and last update, or turn on Follow to keep it centred. When many vehicles are close together they are grouped into a numbered circle; zoom in to separate them.

Trip history and playback

Open a vehicle and choose History, then pick the day or dates you want. The route is drawn on the map with its trips and stops, and you can replay it to see where the vehicle was at each moment.

Times are shown in your company's time zone unless you set your own under Settings → My account.

Alerts

An alert rule watches for something and tells you when it happens. Create rules from the Alerts page:

  • Speeding: a vehicle goes over the limit you set.
  • Zones: a vehicle enters or leaves a zone.
  • Tracker offline: a tracker stops reporting for longer than the time you choose.
  • Ignition: the engine is switched on or off.

New alerts appear under the bell and on the Alerts page, and can also be sent by email. Acknowledge an alert once someone has dealt with it, so your team can see what is still open.

Zones

A zone is an area on the map such as a yard, a customer site or a region you do not want vehicles to leave. Draw one under Zones, name it, and then use it in an alert rule to hear when vehicles arrive or leave.

Reports

Reports summarise trips, stops and distance for the vehicles and dates you choose. Every report can be downloaded as a spreadsheet file (CSV).

To receive a report regularly, schedule it: choose daily or weekly and the people who should get it by email.

Maintenance and renewals

Set service reminders by distance, by date or both (for example an oil change every 10,000 miles or 6 months), and renewal reminders for insurance, registration and permits. Items show as due soon or overdue, and your team is emailed when something needs attention. Mark an item as serviced or renewed to start the next interval.

Sharing a vehicle's location

To let a customer or receiver follow one delivery, select the vehicle on the map and choose Share. You get a link that works for the time you pick, from one hour up to 30 days. The person who opens it sees that vehicle's name, live position and speed and nothing else: no history, no other vehicles and no company details. You can turn a link off at any time. Creating links needs the Fleet Manager or Org Admin role.

Your team and roles

  • Org Admin: everything, including the team and company settings.
  • Fleet Manager: manages vehicles, zones, alert rules, scheduled reports, maintenance and share links.
  • Dispatcher: sees the live map and history, and can manage alert rules and acknowledge alerts.
  • Viewer: sees the map, history, zones, alerts and maintenance, but cannot change anything.

An Org Admin can change someone's role, reset their password or remove them under Settings → Team. Removing a person ends their access immediately.

Passwords and sign-in security

Change your password under Settings → My account. If you have forgotten it, use "Forgot your password?" on the sign-in page, or ask an Org Admin in your company to reset it.

We recommend turning on two-step verification on the same page. After your password you enter a 6-digit code from an authenticator app on your phone, so a stolen password alone is not enough. Save the backup codes you are shown: each one works once if you lose your phone. If you lose both, an Org Admin can reset two-step verification for you.

Troubleshooting

  • A vehicle shows offline. Check that the tracker has power (some only report with the ignition on) and that the vehicle is not parked underground or inside a metal building. Trackers also go quiet in areas with no mobile coverage and catch up when coverage returns.
  • The position looks wrong or jumps. GPS is less accurate between tall buildings and under cover. It normally settles once the vehicle is moving in the open.
  • Times look wrong. Check the time zone under Settings → My account, and your company's under Settings → Organization.
  • You are not getting emails. Look in your spam folder, and check the address on the rule, report or reminder.
  • You cannot see a vehicle or a page. Your role may not include it. Ask an Org Admin in your company.

Still stuck?

Tell us what you were trying to do and what happened, through support@riogps.com. Include the vehicle name and the time if it is about a position or an alert.