TaskRox Help & User Manual

Asset Tracking extends Asset Management and Fleet with location visibility, telematics data, geofences, and alerts.

This feature helps teams: - View last-known locations for tracked assets on project and organisation maps - Monitor asset movement, battery status, and reporting health - Set geofence boundaries and receive alerts when assets enter or exit zones - Track assets during theft recovery or deployment verification - Understand utilisation and stale-state for battery-powered trackers

What it is NOT: - Personnel phone tracking. Asset Tracking is for company-owned equipment, vehicles, and assets only. Personnel location tracking is not supported in the first release.

Asset Tracking uses a provider-agnostic architecture.

The system supports: - Simulated/demo provider — generates test events for development and training - Future live providers — Digital Matter, Teltonika, Samsara, Geotab, Trackunit, and other telematics platforms

All incoming location data is: 1. Received via webhook or API ingest 2. Stored as raw provider payload 3. Normalised into a common position/event model 4. Displayed on maps and asset detail panels

This design allows TaskRox to support multiple hardware vendors and tracking platforms without vendor lock-in.

To track an asset, assign a tracker device to it.

Go to Asset Management → Asset detail → Tracking tab, then: 1. Click Assign tracker 2. Select the provider account and device ID 3. Set install date, expected report interval, stale threshold, mounting method 4. Optionally upload install photo and add notes 5. Save

Once assigned, the system begins ingesting location events for that device and linking them to the asset.

Unassignment: Click Unassign tracker to remove the assignment. Historical position records remain linked to the asset for audit purposes.

Organisation asset map shows all tracked assets across the organisation.

Project asset map shows assets deployed to a specific project.

Each map displays: - Asset markers with last-known position - Last seen timestamp - Movement state (stationary / moving / stale) - Battery level and signal strength - Asset name, category, and status

Stale markers — if an asset hasn't reported within the expected interval + stale threshold, the marker changes colour to indicate a stale state.

Clustering — when zoomed out, nearby markers are grouped. Zoom in to expand clusters.

Geofences are virtual boundaries drawn on the map.

Create a geofence: 1. Open the asset map 2. Click Create geofence 3. Draw a polygon or circle on the map 4. Set the geofence name, description, and alert rules 5. Save

Alert rules: - Enter — trigger when an asset enters the geofence - Exit — trigger when an asset exits the geofence - Dwell — trigger when an asset remains inside for a specified duration

Alerts are logged in the asset tracking alert register and can be configured to send notifications to project or organisation users.

Every asset detail page has a Tracking tab.

This tab shows: - Tracker assignment details (device ID, provider, install date, mounting method) - Latest position map - Last seen timestamp - Movement state, battery level, signal strength - Expected next report time - Stale/low-battery/tamper state badges - Recent position history (last 24 hours or configurable range) - Geofence events related to this asset - Alert history

Click View full history to see the complete position trail with timestamps, coordinates, accuracy, and source type.

Most battery-powered asset trackers are last-reporting devices, not continuous real-time trackers.

Typical reporting intervals: - Standard mode — once per day or every few hours (conserves battery) - Movement-triggered mode — reports when movement is detected - Recovery mode — frequent reporting (every few minutes) for theft recovery, drains battery faster

Battery life depends on: - Reporting interval - Signal strength - Temperature - Device model and battery capacity

The UI shows: - Last seen — when the device last reported - Expected next report — based on configured interval - Stale — if the device hasn't reported within expected window + threshold - Low battery — if battery level drops below threshold

Always communicate realistic battery expectations. A device reporting once per day may run for 3–5 years on batteries. A device in recovery mode may last only days or weeks.

Asset Tracking has its own permission layer:

Default stance: - Project users do not automatically receive organisation-wide asset tracking access - Location history export requires elevated permission - Provider credentials are only visible to administrators - Recovery mode is restricted and audited

All tracking-related actions are logged:

• Tracker assignment / unassignment / reassignment
• Location history export
• Provider account changes
• API key or webhook secret changes
• Geofence create / update / delete
• Alert rule create / update / delete
• Recovery mode activation / deactivation

Audit logs include user, timestamp, action type, affected asset, and related details.

This supports compliance, security, and accountability around asset tracking operations.

Asset Tracking retention policy:

Retention settings may be configurable per organisation. Contact support for custom retention requirements.

Asset Tracking is for company-owned equipment, not people.

The feature tracks: - Vehicles - Plant and equipment - Tools and toolboxes - Containers and trailers - Generators, pumps, compressors - Any asset owned, hired, or leased by the organisation

Personnel phone tracking is not supported in the first release. If it is ever added, it will be: - Explicitly opt-in - Visibly active to the person being tracked - Limited to narrow safety or attendance use cases - Disabled outside agreed work context - Subject to short retention - Covered by customer policy acknowledgement - Audited when accessed

Custodian visibility — the system may show who currently has custody of an asset (via QR checkout), but this is about asset responsibility, not employee surveillance.

Before enabling vehicle or asset tracking, ensure your organisation has a clear policy that covers: - What is tracked and why - Who has access to location data - How long data is retained - Employee notification and consent where relevant

TaskRox uses a provider-agnostic model. Hardware can be selected based on asset type, customer region, network coverage, and budget.

Current support: - Simulated/demo provider — generates test data for training and development

Future integration targets: - Digital Matter — Oyster3 (rugged LTE-M/NB-IoT), Yabby Edge Cellular (compact GNSS/Wi-Fi) - Teltonika — FMC920 (vehicle telematics), TAT240 (tamper-proof asset tracker) - Samsara, Geotab, Trackunit — enterprise telematics integration for customers who already use these platforms

Do not rely on consumer Bluetooth tags (Apple AirTag, Tile) as the primary tracking system. They are not suitable for enterprise asset management.

Asset Tracking is a paid add-on per tracked asset.

Commercial decisions still being finalised: - Whether TaskRox sells hardware or recommends supported devices only - Device ownership model - SIM/data cost responsibility - Freight, install support, warranty, returns, replacement process - Whether powered vehicle installs require a qualified auto electrician - Whether recovery mode creates extra cost due to increased reporting frequency - Whether devices can be reassigned, wiped, returned, or redeployed

Contact sales for current pricing and fulfilment options.