Overview
*Please note: This article is intended for use by customers whose operators are using the "SP LogBook" mobile application.*
IntelliShift is updating our legacy Hours of Service "HOS" and ELD applications to a modernized, more intuitive solution built for the evolving needs of today’s fleets. The change includes a new HOS service module “Hours of Service (New)” in the IntelliShift web application app.intellishift.com, as well as new functionality in the IntelliShift “In The Field” mobile app for managing logbooks and DVIRs.
We want to provide you with a clear pathway in migrating to the updated Hours of Service and mobile logbook products.
Below you will find a step-by-step action plan to ensure your success.
Table of Contents
- Important Dates
- Migrating Operators
- Migration Plan
- Migration Tracker
- Frequently Asked Questions
Important Dates
Please keep an eye on your inbox for important email communications regarding upcoming dates and timelines for the migration to our new “In The Field” mobile application v4.0. Below is an overview of key steps and product transitions:
- App Availability: The new “In The Field” mobile application v4.0 will soon be available in the Apple App and Google Play stores.
- Migration Timing: We recommend beginning the migration process as soon as possible once v4.0 is available.
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Product Sunsetting: The following products will be retired, and users/operators will no longer have access to these applications:
- SPLogbook (Mobile App)
- SP eDVIR (Mobile App)
- Legacy Hours of Service (Web App)
Any operators still using these applications after their retirement date will be automatically migrated to the new “In The Field” mobile app. Rules, assignments, and logs will be accessible through the “Hours of Service (New)” web app on app.intellishift.com.
Migrating Operators
“Migration” refers to the switch from “SP Logbook” to "In The Field" as the mobile application for operators, and the switch from the old to new HOS module on app.intellishift.com.
During the migration, data will not be lost. Your fleet will remain in compliance: the current day + previous cycle of logs will be available in the new app, and the last 6 months of logs will be available to office users at app.intellishift.com.
Watch the video below to learn more about migration and how to migrate operators.
Please note, once an operator's migration is complete, the operator will no longer have access to the "SP Logbook" application. Instead, operators must use the "In The Field" application to manage and view their logbooks following migration. Office users will manage this operator's logs within the new "Hours of Service (New)" module.
Fleet Migration Plan
For a smooth migration process, we recommend starting the next steps as outlined as soon as "In The Field" v4.0 becomes available. Please watch your email inbox for notifications and adapt the plan below as needed.
Stage One: Learn and Explore
| Action | Details |
| Learn about the new Hours of Service and In The Field applications. |
In addition to reviewing this article, review the knowledge articles below:
|
| Ensure you have access to the "Hours of Service (New)" service module. |
You will need to ensure you have access to the "Hours of Service (New)" service module. If you are an "Account Administrator" or "Administrator," you will be able to edit your permissions and add the new module. If you are a "Regular" user, you will need to ask an Account Administrator or Administrator for assistance.
|
Stage Two: Plan and Prep
| Action | Details |
| Meet with fleet leadership team and draft next steps. |
Gather the team who will be involved in this migration to review and confirm next steps. This team may include:
The migration will require that your operators are accessing the "IntelliShift In The Field" mobile application version 4.0+ for their ELD solution.
|
| Draft operator migration dates. |
Outline dates in which your operators should migrate and start using the updated HOS and In The Field applications. We suggest migrating a subset of operators at a time. For example, if you have several branches in your fleet, you might choose to migrate each branch on different weeks or days. If you have a single branch, choose a few operators as a first step, then migrate all. IntelliShift recommends logging into app.intellishift.com and migrating operators ahead of the shift when they are to begin using "In The Field." For example, at the end of shift the day before, or during the days when a driver is off duty at the end of their cycle.
|
| Create Company Pin |
Create a company pin. Operators will need to enter a company pin the first time they access the In The Field mobile application.
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| Ensure all vehicles have a in-cab, physical copy of the Operator's Guide. |
You should have received physical Operator’s Guides from IntelliShift during the week of December 9th. If you have not yet received your shipment of physical Operator’s Guides, reach out to your Account Manager or contact Customer Support at support@intellishift.com.
|
| Confirm HOS rules and assignments. |
IntelliShift will migrate all HOS Rules and Assignments around when "In The Field" v4.0 becomes available. On or shortly after this date, review and confirm your HOS mobile carriers and rules within the "Hours of Service (New)" service module. Ensure these settings match your fleet's configurations.
Any changes made in the old HOS module after rules are migrated to the "Hours of Service (New)" module will not transferred. |
| Grant user permissions to office users who manage HOS rules, logs, and eDVIRs. |
Grant access to “Hours of Service (New)” for office users.
|
Stage Three: Communicate and Set Expectations
| Action | Details |
| (If applicable) Meet with Branch Leaders. |
Meet with your branch leaders to discuss next steps for migration. Example Agenda (30 minutes):
|
| Communicate expectations and next steps with operators. |
Meet with or email communications to your operators. Consider including the following information:
|
Stage Four: Migrate Operators
| Action | Details |
| Begin operator migration. |
On the date of migration, a designated fleet manager should log into app.intellishift.com an hour ahead of the first shift. They should then start operator migration from the "Hours of Service (New)" service module's Migration Tracker.
Please note, once you migrate an operator, they will no longer have access to the "SP Logbook" or "SP eDVIR" mobile applications. |
| Continue operator migration in batches until your migration is complete. |
After you migrate the initial branch/location/subset of operators, you may wish to update processes or communication before migrating subsequent branches. Complete migrations as makes sense for your fleet, ensuring all migrations are complete by the legacy app retirement date. IntelliShift recommends removing the "SP Logbook" and "SP eDVIR" mobile applications after migration is complete to reduce confusion. |
Migration Tracker
The Migration Tracker allows you to migrate operators as well as review an operator’s migration status. Remember, "migration" refers to the switch from “SP Logbook” to "In The Field" as the mobile application for operators, and the switch from the old to new HOS module on app.intellishift.com.
To view the Migration Tracker,
- Navigate to the “Hours of Service (New)” module.
- Select “Tools” in the top navigation.
- In the dropdown menu, select “Migration Tracker.”
In the Migration Tracker, you can
- Select operators for migration (1)
- Open the migration menu to start migration for selected operators (2)
- View an Operator’s name (3)
- View the Operator’s branch (4)
- View the Operator’s Migration Status (5)
- Not Migrated: The operator is still using "SP Logbook" as their ELD solution. As an office user, you will continue to manage their logs in the legacy "Hours of Service" service module.
- In Progress: The operator has been selected for migration. Migration is in progress. The operator should not be administering their logs at this time.
- Completed: The operator is fully migrated and will now use the IntelliShift “In The Field” mobile application as their ELD and eDVIR solution. As an officer user, you will now manage their logs in the updated "Hours of Service (New)" service module.
- View the date and time in which the migration was completed (6)
- Download a csv report (7)
- Filter operators within the table by branch, operator name, tags, or migration status (8)
- Navigate to our Knowledge Base articles (9)
Frequently Asked Questions
If I migrate operators, will I lose any data?
- You will not lose access to logs.
- Office Users (app.intellishift.com)
- Previous logs remain in the "Hours of Service" service module on app.intellishift.com.
- Once migrated, operators will begin using the "In The Field" application. Logs created while using this new application appear in the "Hours of Service (New)" service module at app.intellishift.com. In addition, the previous six months of logs will be transferred and displayed within the “Hours of Service (New)” module. This ensures you stay in compliance in the event of an audit.
- Operators ("In The Field" mobile application)
- After migration, the current day + previous cycle of logs will be available in the new app "In The Field." This ensures operators stay in compliance in the event of a road-side inspection.
If I migrate operators, will operators still be able to access their logs?
- Yes, operators will still be able to access historical logs; however, this pathway will look different.
- Once migrated, operators will no longer be able to log into the mobile application "SP Logbook." They will solely use the "In The Field" mobile application. Upon migration, the new application will have the current day + previous cycle's logs. This ensures operators stay in compliance in the event of a road-side inspection.
Besides migrating operators, do I have any additional setup steps?
- User Permissions (Setup Needed)
- Office users may need additional permissions to manage logs. To learn more about user permissions for the updated HOS product, please see our knowledge base article “Start here!”
- Company Pin (Setup Needed)
- You will need to create a company pin before migrating your operators. To learn how to set up this pin, please see our knowledge base article "View, Add, or Edit, the Company Pin"
- Operator Pin (No Setup Needed)
- Your operators should already have operator pins. No additional setup is needed. If you need to review or update operator pins, please see our knowledge base article “View, Add, or Edit an Operator”
- HOS Rulesets (No Setup Needed)
- Your rulesets will be migrated to the updates HOS with ITF when "In The Field" app v4.0 becomes available. No additional setup is needed.
Do I have to migrate all of my fleet at once?
- No, you do not. Migration can be done at a per-operator level. The Migration Tracker has options to filter by Branch or Tag, so you can select groups of operators and migrate in batches.
- Please note, if you migrate in batches, you’ll need to manage operator logs in the old and new HOS experiences, depending on whether the operator has migrated.
Can I leave "SP Logbook" mobile application on in the background so that operators can use it as a backup?
- No, you cannot. SP Logbook will no longer record drive time once an Operator has migrated. They must use the IntelliShift “In The Field” mobile application once completing the migration.
- For this reason, IntelliShift recommends removing "SP Logbook" from mobile devices after an Operator has migrated. This will prevent any confusion about which app to use, and reduces the risk that someone mistakenly uses the old app.
How do I know which of my Operators are using the updated "In The Field" mobile app, and which are still using "SP Logbook"?
- The Migration Tracker displays the migration status for each Operator. You can use filters to drill down to a list of Operators based on migration status. You can also export to CSV.
- Additionally, if operators have logged drive time within the Hours of Service (New) module, they are using the "In The Field" app.
Why do operators see so many uncertified logs when they sign in?
- Uncertified logs are carried over from the previous HOS version, where they were also uncertified. Please have operators certify them to be in compliance.
- This is a one-time step. The "In The Field" app will prompt operators to certify their logs frequently which will prevent this kind of backlog.
Can my operators skip entering their Driver’s License information?
- No. Driver’s License information is required for ELD accounts. If there is not any license information for the Operator, the app requires them to input the information before proceeding so their logs can be valid.
- See ELD Accounts FAQs for more details.
Do you have more documentation I can review?
- Yes. Our knowledge base will guide you through the new application.
- To understand the back office view, navigate to the Hours of Service (New) knowledge base articles.
- To understand the operator view, navigate to the Logbook knowledge base articles.
I still have questions. Who should I reach out to?
- Reach contact your IntelliShift Account Manager. If you aren't sure who that is, please contact support@intellishift.com and we would be happy to assist you.
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