Geotab

Connecting Geotab lets UpSmith read your fleet data from MyGeotab, so driving and vehicle numbers can sit next to your ServiceTitan numbers in Ask Jenny instead of in a separate Geotab email.

Geotab doesn't offer a one-click sign-in for other apps. Instead you create a service account in MyGeotab — a user that only UpSmith signs in as — and enter its login in UpSmith. Nobody can sign in to MyGeotab with a service account; it can only be used by an app.

Before you begin, you'll need

• A MyGeotab login that can add users — usually an administrator.

• Your Geotab database name. It's the name you type in the Database box when you sign in to MyGeotab.

Connect it

1. Go to Integrations and find the Geotab tile under Fleet. Click Connect.

2. Copy the email address UpSmith gives you. Step 1 in the drawer shows an address made for your account, like eng+geotab-your-company@upsmith.com, with a Copy button. Use that address and no other — see Why this email address below.

3. Create the service account in MyGeotab. Click Open MyGeotab, then go to People → Users & Drivers → Add:

   • Paste the email address from step 2.

   • Set the authentication type to Service Account.

   • Set the security clearance to View only.

   • Give it a unique password of at least 8 characters that doesn't contain the email address.

   • Give it access to the groups whose vehicles UpSmith should see. It only sees vehicles in those groups.

   Save the user.

4. Enter its login in UpSmith. Back in the drawer, step 2 asks for the Geotab database, the Service account username (already filled in with the address from step 2) and the Service account password. Click Connect.

5. UpSmith signs in to Geotab with that login before saving it. While it does, the drawer shows "Checking with Geotab…". When it works you'll see "Geotab is connected", your database name and how many vehicles the service account can see.

Why this email address

Geotab can treat one email address as a single sign-in across every Geotab database it's added to. If two companies used the same address, they could end up sharing one password and one lockout. The address UpSmith shows you is unique to your account, so your service account is yours alone. Mail Geotab sends to it, like a password-reset email, comes to UpSmith's team.

If you already have a service account you'd rather use, you can type its username over the one we filled in.

What connecting actually gets you

Once Geotab is connected, Jenny joins your fleet data to the rest of your account, matching each Geotab driver to the ServiceTitan technician behind the wheel. You can then ask about driving the same way you ask about revenue or conversion:

• Drive score next to each tech's KPIs. Add each tech's safety score and its breakdown — harsh braking, speeding, seatbelt use — to a report like your lead tech scoreboard, for the same week-to-date and month-to-date periods.

• Idle time, in dollars. Idle hours per tech or truck, priced at your fuel cost per gallon.

• Drive time against job time. How much of each tech's day goes to driving instead of working, and which zones or job types cost the most time on the road.

• Questions that need both systems. "Do my techs with the best drive scores also have the fewest callbacks?" or "Which trucks idled most last week, and who was driving?"

Anything you can see in Ask Jenny can go in a recurring report, so your weekly huddle printout can carry your Geotab numbers too.

None of this changes anything in Geotab: the service account has View only clearance.

Turning it off

Click Disconnect and confirm: "UpSmith will delete the saved login and stop reading your Geotab data. Deactivate the service account in MyGeotab to revoke it there too. You can reconnect later."

To take away UpSmith's access from the Geotab side as well, deactivate or delete the service account under People → Users & Drivers in MyGeotab. That works even if nobody disconnects in UpSmith.

To change the login, click Replace login on the connected card and enter the new one.

Troubleshooting

"Geotab didn't accept this username and password." Check both — the password is case-sensitive — and check that the user is a Service Account on this database. The box under the form lists the same fixes and links to MyGeotab.

The account is locked. Five wrong passwords in a row lock a Geotab account for a few minutes, and more wrong tries lock it for longer. Wait, or reset the service account's password in MyGeotab, which unlocks it straight away. Then try again in UpSmith.

"Geotab couldn't find that database." Use the database name you type when you sign in to MyGeotab, not your company name or the web address.

"Geotab could not be reached. Please try again." Geotab didn't answer. Nothing was saved. Try again in a few minutes.

Connected, but it says it can see 0 vehicles. The service account isn't in the groups your vehicles belong to. Edit the user in MyGeotab, give it access to those groups, and click Replace login to check again.

"Geotab stopped accepting the saved login." Someone changed the service account's password or deactivated it in MyGeotab. Fix the account, then enter its login again.

Common questions

Can UpSmith change anything in Geotab? No. With View only clearance the service account can read but not change anything.

Can someone sign in to MyGeotab as the service account? No. Geotab only lets a service account be used by an app.

We have several companies in one Geotab database. Can each connect? Yes. Each UpSmith account gets its own email address, so create one service account per company and give each access only to that company's vehicle groups.

Onboarding checklist

• Email address copied from the Geotab drawer

• Service account created in MyGeotab with that address, View only clearance and the right vehicle groups

• Database name, username and password entered in UpSmith

• Card shows "Geotab is connected" with the number of vehicles you expected

Where to go next

• Ask Jenny — where your reports live

• Recurring Reports — putting your Geotab numbers in a weekly report

• What the Status Badges on Your Integrations Page Mean — what Connected and Needs attention mean on the Geotab tile

• Geotab's service account overview

Need help? Email UpSmith support at support@upsmith.com.