TomTom WEBFLEET allows you to dispatch trips from DispatchBot to your drivers in real-time. You also receive real-time updates from the driver as to the status of the trip, miles driven, times, etc.

Setup Outline

We will go into each one of these in detail.

  1. Create a DispatchBot user in WEBFLEET.
  2. Enter the DispatchBot WEBFLEET user credentials into DispatchBot.
  3. Send your first trip.

1. Create a DispatchBot user in WEBFLEET

Login to WEBFLEETwith your account admin username and password. These details are sent to you automatically when activate your first TomTom unit. If you do not automatically receive them, please contact TomTom Support.


You will arrive at your WEBFLEET dashboard. Navigate to More -> Users.



At the bottom right of the Users Screen is a button to create a new user. Click this button.


Complete the username, name and email fields. The remaining fields are optional and we advise leaving them blank. We recommend setting the username to dispatchbot as this user will be used solely by DispatchBot. The username is case sensitive and we recommend all lower cases. Click save when complete.


Remember the username as we will need this later.


TomTom will send a temporary password to the email you specified. Later, you will want to sign in as the user and set a permanent password.

Now we will go back into the DispatchBot user that we just created.  Select the username, and select "Edit"



Now click on the advanced button.


On the System tab, under Orders, select "Full access orders"


On the External tab, check "Access to interface WEBFLEET.connect"




At this time, check your email for the auto generated password for this user. Sign in as the user and set a permanent password. The password is case-sensitive. Special characters should not be used in this password. Please only use letters and numbers.


You will need to remember this password for next steps.

2. Enter the WEBFLEET DispatchBot user to DispatchBot

Login to DispatchBot and click your name at the top right corner. Choose the Administration option.


Choose the General Settings and then click the 'TomTom WEBFLEET' side tab.





Enter your account name. This is provided to you by TomTom and usually reflects your company name. Enter the username and password for the user we created in step 1. Save the settings when ready.

3. Vehicle Setup

We now need to provide DispatchBot the WEBFLEET ID for each of the vehicles. In WEBFLEET, navigate to Vehicles.


Note the ID of each of the vehicles in the top left corner. These are typically sequential like 001002, etc.

In DispatchBot, navigate to More -> Vehicles.


Choose one of your vehicles that has been installed with TomTom. If you do not have any vehicles listed, please add the vehicle now.

Choose the edit button at the top right corner. You will arrive on the vehicle edit form. Enter the WEBFLEET ID for the vehicle. Again, these can be discovered from WEBFLEET's vehicle list page. They are typically sequential like 001002, etc. Save when ready.


Repeat this step for each of your vehicles. Any vehicle without a WEBFLEET ID will not be able to have trips sent to it.

DispatchBot should now be ready to start sending trips to WEBFLEET!

4. Send your first trip

From the Scheduler, hover your mouse over one of the scheduled trips.

Notice that the top option is to send the trip to WEBFLEET. This option is available for any vehicle which has a WEBFLEET ID (see last part of step 2), the trip is not already complete, and the trip is not in the past. DispatchBot will prevent old or complete trips from being sent to drivers.

A road icon will appear on the trip, indicating it is sent.




Trips sent to WEBFLEET can take several minutes to show up in WEBFLEET and on the driver's navigation unit. Typically this process only takes 10-30 seconds, but please allow up to three minutes.

Once a trip is sent to WEBFLEET, any changes made to the trip are automatically sent to the driver. This includes reassignment, cancelation, changes in time or address, etc. If you unschedule the trip, the trip will be unassigned from the driver.

As the driver completes the trip, the trip will automatically be updated on your Schedule screen. DispatchBot automatically captures the status, time and odometer readings from the driver's navigation unit.

How it looks in WEBFLEET

Trips sent to WEBFLEET will be split into two WEBFLEET orders. WEBFLEET treats everything as an order with a single location. Your trip will have a pickup order for the pickup of the passenger, and a destination order for the drop off of the passenger. DispatchBot will automatically keep the two of these in sync.

You can view this in WEBFLEET by logging into WEBFLEET (see step 1), and selecting the Orders tab.


Troubleshooting

The most common issue is the username/password for the WEBFLEET user were not entered correctly. You will want to double check these details. Remember that both are case sensitive.

If the problem persists, please contact us for support.