How locations work: When the TripLog app logs trips, it examines the start and stop GPS positions and attempts to find an existing location before creating a new database entry. If the stop is within range of an existing location, that location will be used. If there are multiple locations within that range, preference will be given to a named or shared location over an unnamed one. Below, we'll look at the options for sharing locations with your TripLog account.

With the Enterprise and Teams versions of TripLog, you'll have access to enable location sharing with 3 options.

As an administrator, you can import a set of locations that employees visit frequently and push them to the TripLog app for everyone to use. This gives the administrator control over important locations to ensure address accuracy and consistent naming. When a user travels to an imported location, it will be recognized if the stop is within range and will be used instead of creating a new unnamed location.

Pros: Administrators will control the list and the correct naming of locations. Ideal for company resources such as stores or clients, and for companies with many locations. The only person who can modify the details of an imported location is the administrator who owns the record or a primary administrator. If new users are added to the account, this list of locations will be shared with them after they log in and sync.

Cons: Requires the administrator to obtain the list and does not allow the user to modify the shared records.

Neutral aspect: Does not affect 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:

Latitude and longitude will be filled in automatically once the import is finished. If for some reason it doesn't complete, keep in mind that the process takes some time. This step is important, since this data is the basis for the range the app uses to check whether it's the same location or whether it should create a new one.

If you notice that the process doesn't complete at all, you can restart it manually by going to Edit > Auto-fill Missing Fields. This will process any missing latitude/longitude, as well as any missing address if the user's app wasn't able to fill it in.

If there are duplicate locations, you can merge them 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 merge them. Keep in mind that this will update past trips and records that used the merged location.

Note: This option will continuously share named locations with other users whenever ANY user names a location. There is a possibility that the "owner" of the location could modify the details with unintended repercussions.

Then go to More Menu > Settings > Share Locations Between Users > turn it on > Save Settings. Now, all the locations you just uploaded will be visible in employees' TripLog app. Any location entered by any user will also be shared system-wide. You can limit which types of locations to share.

Check Share Named Locations Only. The system will only share named locations.

Check Share Only Locations That Have a Default Business Activity Assigned. The system will only share locations that have a default activity, and the activity is not Personal.

Log in to the TripLog Web Dashboard > Mileage > Locations > Import page > Download Template. Then edit the spreadsheet and save it in the same CSV format. Upload the file on the Import page, select "To Myself" and press the Import button. The system will automatically translate the mailing address into latitude/longitude within a few minutes. However, the location's range is important. You should set a range wide enough to cover the area; for example, a hospital's range might be 1000 feet, but a patient's home might be set to 100 feet.

If your drivers haven't yet 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, if you uncheck this box, the shared locations will be removed and trips will have blank locations.

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

Why aren't shared locations being used?

Possible solution: The imported locations may not have completed the Lat/Long after importing. You can fix this on the web by selecting Edit > Auto-fill Missing Fields

Possible solution: Users may not have had a chance yet to update the location changes on their devices. A full data sync is recommended to update the app.

Manual sync: TripLog App > Main Menu (≡ three line icon) > Your Plan (Click the email) > Data Backup > Sync Between Device and Cloud > Merge Data