Driver Vehicle Photo Log Links: Your How-to Guide
Vehicle damage is one of the most expensive, costly items for a DSP. Taking photos of your vans every single day will document every square inch of what that van looked like so you have a daily record and can hold drivers accountable.
Here are detailed instructions with screenshots on how to find, view, edit, and delete Vehicle Photo Logs.
Please contact us directly if you are experiencing issues with DA photo uploads
Vehicle Photo Log Instructions
Navigate to the Daily Rostering page
To send a Vehicle Photo Log link click on the message bubble at the top of the table. Under SEND VEHICLE PHOTO LOG LINKS TO... select All Actively Rostered Associates to send a link to all DAs who are assigned a van. You can use the boxes to the left of the Time column to select specific associates to send links to.
Beneath every Vehicle is a +Photo Log button. Click it to send a link to that driver only.
This will open a pop-up where you can require photos for the drivers to take. The default options are Front of Vehicle, Back of Vehicle, Left Side of Vehicle, Right Side of Vehicle, and Odometer.
Click on the dropdown box to add additional photo requirements or create custom ones.
Review Vehicle Photo Logs
The Photo Log counter below the Vehicle names will increase as you send out more links. You can send as many Vehicle Photo Log links as you need and the drivers can take as many pictures as needed.
Click the view button to get a quick look at all the photo logs sent to this DA. Click on Photo Log x 1 to view the most recent photo log information and photos.
The yellow triangle next to the photo log counter is displayed when 1 or more photo logs does not have any pictures. Hover your mouse over the yellow triangle to view this pop up and view all photo logs sent to this driver.
The action menu on every DAs row also allows you to view and edit the photo logs as well.
Viewing Vehicle Photo Logs
The Vehicle Photo Log form will populate on the right side of your screen. You will see the details of the photo log as well as the pictures and who uploaded them. You can click on the box to add more images if necessary. Additionally, you can add any notes to the Daily Photo Log and add Vehicle Damage at the same time (seen at the bottom of the form).
You can select the trash icon to delete unwanted pictures.
Additionally, under each daily photo log for each vehicle, it will show you the most recent photos for that vehicle. This makes it easier to spot any differences/damage between the current and previous photos.
Lastly, if you want to view, edit, or delete a Vehicle Photo Log, navigate to the Vehicle History Records in a van's Vehicle Details page and select the action menu next to the Vehicle Photo Log.
What the Driver sees
Your drivers will receive a text message and email with a link to the Photo Log where they can upload pictures. You can go to the Hera Messenger to verify that they received the message.
This is what the drivers will see when they click the link. Simply tap on the Tap to Open Camera button to start taking pictures. No logins necessary! There is no limit on how many pictures can be taken.
Here's what the driver sees when you require specific photos. Only one picture is required per category, but there is no limit to how many pictures they can add.
Once the pictures have uploaded they will appear below the button.
Note: By default Drivers can only use their camera to take new pictures. They cannot access their files and use pictures they have already taken. You can change this in your Company Settings.
Other locations to add a Vehicle Photo Log Manually:
Vehicle Management > Vehicle List > Select the 'Paper' icon for the Vehicle Details Page (Next to the action menu in each vehicle listing) > click the Action Menu located on the top right side.
Vehicle Management > Vehicle List > Select the 'Paper' icon for the Vehicle Details Page (Next to the action menu in each vehicle listing) > Locate Vehicle History > Select Add History Record > New Vehicle Photo Log
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