Groups and terminals

Split a larger fleet by terminal, region or division, filter lists, the dashboard, the live map and reports by group, and limit dispatchers to the groups they run.

For admins

What groups are for

Once a fleet has more than a couple of dozen trucks, it is usually run from several places: a terminal in Chicago, another in Dallas, a regional division, a dedicated account. Groups let you model that in EZ Logs:

Each group has a name, a short code (for example CHI) and, if you like, a terminal address.
Groups can be nested up to 3 levels, for example Midwest > Chicago > Joliet yard. A parent group includes everything in its subgroups.
Drivers, vehicles, trailers and office users can belong to one or more groups.
Loads can be booked under a group.

You find groups under Settings > Groups & terminals.

Note: Groups & terminals is an optional feature. If you do not see the page, contact EZ Logs support to turn it on.

Important: A group's terminal address is for display only. Logs, hours of service and the ELD output file always use the carrier's home terminal time zone from Settings, as FMCSA requires.

Who can do what

Owner: everything, including which groups an office user belongs to and whether that user is limited to them.
Carrier admin with access to all groups: create, edit and delete groups, and assign drivers, vehicles and trailers.
Carrier admin limited to some groups: sees its groups on this page, read-only.
Support (read-only): sees groups; action buttons are hidden.

Create a group

Go to Settings > Groups & terminals and select New group.
Enter a Name and a Code (1 to 16 letters or digits, no spaces). Both must be unique.
Optionally pick a Parent group and enter the terminal address.
Select Create group.

To move a group, edit it and pick another parent. EZ Logs refuses a move that would nest groups deeper than 3 levels or put a group under one of its own subgroups. A group with subgroups can only be deleted once they are moved or deleted. Deleting a group removes its memberships; the drivers, vehicles and trailers stay in the fleet.

Assign drivers, vehicles and trailers

On the group's row, select Members.
Pick the tab (Drivers, Vehicles, Trailers or Office users).
Tick the ones to add (use the search box and Select all shown for many at once).
Tick Move: remove them from their other groups if they should only be in this group.
Select Add.

Records that belong to no group are counted at the bottom of the page as Not in any group. Only users with access to all groups see them, so assign every driver and vehicle a group before you limit anyone.

You can also pick groups right in the Add and Edit windows of a driver, vehicle or trailer, under Groups:

With access to all groups, picking a group is optional. When you edit a record, ticking or unticking groups changes its groups straight away.
A user limited to one group finds that group ticked for every new driver, vehicle or trailer. It can pick one of its subgroups instead.
A user limited to several groups must tick at least one of them before Add works.
Only users with access to all groups can change the groups of an existing driver, vehicle or trailer. Limited users see the groups but cannot change them.

Book a load under a group

The load editor has a Group field under Assignment. Pick the terminal the load is booked under. A user limited to several groups must pick a group when the load has no driver, co-driver or truck yet. A user limited to one group gets its group by default.

Filter by group

The Group filter appears on the dashboard, Drivers, Vehicles, Trailers, the Dispatch board, Alerts, Inspections, the Live map and on every report once the carrier has groups. Pick one or more groups (each includes its subgroups), or Unassigned for records in no group.

The filter is kept in the page address, so you can bookmark it or send the link to a colleague. Dashboard totals, map pins and report figures are calculated for the selected groups only.

Scheduled reports for one group

When you select Schedule on a report, the group filter of the page goes with it. You can change it in the schedule window under Groups, and the Scheduled reports page lists each schedule's groups. Every run then covers only the drivers and vehicles of those groups and their subgroups. Only users with access to all groups can manage scheduled reports.

If a recipient's email address belongs to a user who is limited to some groups, that user only gets the email when the schedule's groups are all inside their own groups. Otherwise the address is skipped, and the report inbox shows which addresses were left out. Other addresses, such as an outside accountant, always get the report.

Limit a dispatcher to some groups

Go to Settings > Users (owners only).
On the user's row, select Group access.
Choose Only these groups and their subgroups, tick the groups and select Save.

The change applies straight away, without signing in again. A limited user:

only sees and acts on the drivers, vehicles and trailers of its groups, and on the logs, loads, alerts, inspections, documents, maintenance, safety events, fuel records, messages and reports that involve them. Any other record answers Not found, everywhere: pages, exports and the fleet app.
sees a load when the load is booked under one of its groups or when its driver, co-driver or truck is in one of its groups.
does not see records that are in no group.
only gets notifications, fleet app push notifications and alert rule notifications about drivers and vehicles of its groups. Notifications about other groups, about records in no group, and about carrier-wide matters (pay disputes, disabled webhooks) go only to users with access to all groups. This holds even when an alert rule names the user as a recipient.
has no access to finance and carrier-wide administration: Driver pay, Invoicing, Billing, fuel cards, Users, the Audit log, Sign-in activity, Developer (API keys and webhooks), IFTA, CSA and scheduled reports. These are run for the whole carrier (payroll, receivables, tax filings and the FMCSA safety record), so give your accounting and safety staff access to all groups.
can read carrier-wide settings such as document types, geofences, alert rules and customers, but only users with access to all groups can change them.

Owners always have access to all groups.

Fleet app

The owner fleet app shows a Group filter on Home, Drivers and the Map, and remembers your choice on the device. A user limited to some groups sees only its groups there too.

Good to know

Every change to groups, memberships and a user's group access is recorded in the Audit log.
API keys and webhooks are carrier-wide; they are not limited by groups.