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Location Sharing/Address Book
Location Sharing/Address Book

Information about how location sharing works

Updated over 2 weeks ago

Location Sharing

How Locations Work: When the TripLog app records trips it will look at the start and stop GPS locations and attempt to find an existing location before creating a new entry in the database. If the Stop is within range of an existing location it will use that location. If there are several locations within that range it will favor a Named or Shared location over an unnamed location. We will cover the options for sharing locations with your TripLog account.

With the Enterprise version of TripLog, you will have access to enable Location sharing with 3 options.

  • Share Imported Locations

  • Share Named Locations

  • Share Named Locations with "Business" default activity

Enabling the Sharing Options

Share Imported Locations

As an administrator, you can import a set of locations that the employees often visit and push them to the TripLog app for everyone to use. This allows the admin control over important locations for address accuracy and uniform naming. When a user travels to a location that is imported location will be picked up if the stop is within range and will use that location versus creating a new unnamed location.

Positives: Admins will control the list and the correct naming of the locations. Ideal for company resources like stores or clients and ideal for companies with many locations. The only person who can modify the imported location details is the admin who owns the record or a primary admin. If new users are added to the account it will share this location list with them after they log in and sync.

Negatives: It does require the admin to source the list and does not allow the user to impact the shared records.

Neutral: It does not impact the individual user's ability to name or update locations they visit that are not on the shared list.

Here are the steps to set this up:

  1. On the TripLog Dashboard >

  2. Select Import

    1. Download Template CSV

    2. Update the spreadsheet and save it to the same CSV format.

      1. Name: Your Name for the location you would want on reports or the location listing

      2. Phone: The phone number for the location can be used in applications to autodial

      3. Address format: 1234 Street St, City, State Zip (Required)

      4. Lat/Long: Optional (Explanation Below)

      5. Range: Measurement in feet from the center of the Lat/Long, Default 300 feet

      6. Default Activity: Define a default activity for the location

    3. Upload the file

      1. Click Choose File on the Upload CSV and navigate to the saved location

  3. With this option leave the default to All Dept/Offices and Myself

  4. Click Import

  1. Navigate to the TripLog Dashboard > Locations Page:

  2. Select Import

  3. Click Download Template CSV

  4. Update the spreadsheet and save it in the same CSV format.
    Make sure to include the following information:

    1. Name: Optional: Your preferred name for the location to appear on reports or the location listing.

    2. Phone: Optional: The phone number for the location, which can be used for auto-dialing in applications.

    3. Address: Required: Use the format 1234 Street St, City, State Zip (Required).

    4. Lat/Long: Optional (see explanation below).

    5. Range: Required :Measurement in feet from the center of the Lat/Long. The default is 300 feet.

    6. Default Activity: Define a default activity for the location.

  5. Upload the file.

    1. Click "Choose File" on the Upload CSV option.

    2. Navigate to the saved location.

    3. For the "All Dept/Offices" and "Myself" options, leave the defaults as they are.

  6. Click "Import."When importing the locations list the system will automatically take the street address and apply the latitude/longitude in a few minutes so you do not need to fill that portion out unless you know it.

Updating the Latitude and Longitude

The latitude and longitude will automatically be filled in after the import is completed. If for some reason it is not complete please know the process does take some time. This step is important as this data is what bases the range for the app to check if it is the same location versus creating a new location.

Troubleshooting Latitude and Longitude

If you notice the process does not complete at all you can manually restart the process by going to the Edit > Auto Fill Missing Fields. This will process any missing Lat/long as well as any missing addresses if the user app was unable to complete it.

If there are duplicate locations you are able to merge locations using the Merge Tool. Select MERGE then Choose All Users then Select Merge. This will process all locations that match the range of the imported or Shared locations and combine them. Please note this will update previous trips and records that used the merged location.

Share Named Locations

Then go to More menu > Settings > Share Locations among Users > turn it ON > Save Settings. Now, all the locations you have just uploaded will be visible on the employees' TripLog app. Any locations entered by any user will also be shared across the board. You can limit what types of locations to share.

Check Only share named locations. The system will only share the named locations.

Check Only share locations that have a default business activity assigned. The system will only share the locations with a default activity, and the activity is not Personal.

Log in to the TripLog website > Locations page > Import button > Download Sample CSV. Then edit the spreadsheet and save in the same CSV format. Upload the file on the Locations page, select "To Myself", and press the Import button. The system will automatically translate the street address to latitude/longitude in a few minutes. The location range, however, is important. You need to set the range wide enough to cover the area, e.g., a hospital's range can be 1,000 feet, but a patient's home can be set to 100 feet.

  1. Then go to More menu > Settings > Share Locations among Users > turn it ON > Save Settings. Now, all the locations you have just uploaded will be visible on the employees' TripLog app. Any locations entered by any user will also be shared across the board. You can limit what types of locations to share.

  2. Check Only share named locations. The system will only share the named locations.

  3. Check Only share locations that have a default business activity assigned. The system will only share the locations with a default activity, and the activity is not Personal.

If your drivers haven't started using other people's locations, you can turn this off with no negative impact. But once drivers start cross-referencing other drivers' shared locations, and you uncheck this box, the shared locations will be deleted, and trips will have blank locations.

Pre-populate locations but don't share the new ones

If you only want to pre-populate certain locations but don't want anyone to share/publish new ones, or you want to Import the selected locations to only certain users, you can do the following.

  1. Log in to the TripLog website > Locations page > Import button > Download Sample CSV. Then edit the spreadsheet and save it in the same CSV format. Upload the file on the Locations page, choose the "To Users" selection, and press the Import button. You can choose a particular user or all users.

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