Training people to work with the GPS system
We teach dispatchers, accountants, managers and drivers to work with Wialon on data from your own fleet: reading alerts, telling a real fuel drain from a false one, exporting the reports used to write off fuel and lubricants. The programme is built around roles and ends with a practical exercise. If the system has been set up wrongly, training will not put that right — in that case we start with the configuration.
- 1Dispatcher · morning shift 100Three alerts worked through with no prompting
- 2Accountant 90Mileage exported, two refuellings checked against receipts
- 3Manager 85Monday mail-out set up
- 4Dispatcher · evening shift 67A false drain on a dirt road taken for a real one
- 5Logistician · Ganja branch 55Notifications — to be repeated in a fortnight
Every role knows its own set of daily actions in Wialon and has carried them out on data from its own fleet during the practical exercise. After the course you keep the one-page guides by role, the reports and notifications set up during the session, and the recordings of the online sessions. Two weeks later, and again after a month, we check against the system log that the skills are being used in daily work.
The system is in place but brings no benefit. Why that happens
A familiar story: the trackers are fitted, access to Wialon has been handed out, and for the first fortnight the dispatcher watches the map with interest. Three months later people log in once a week, fuel drain notifications go to a mailbox nobody reads, and the manager has still never once opened the fuel report.
The system is not the problem. Nobody showed these people which three reports to look at every morning, how to tell a real drain from fuel sloshing about over potholes, and what to do when a vehicle drops off the air in the mountains beyond Guba.
Training people to work with the GPS system closes that gap. We teach dispatchers, logisticians, accountants and managers to work with Wialon on data from their own fleet rather than on demo vehicles. Sessions are run in Russian and Azerbaijani, in person in Baku, at your office or online for branches in the regions.
How the work goes, step by step
The list of participants
Who is a dispatcher, who an accountant, who a manager. The group and the exercise follow from that.
Logins and data
Each person's own login, a week of fleet history and two or three disputed cases from real life.
On your own fleet
In person in Baku, at your office or online for branches. In Russian or Azerbaijani.
Practice by role
Everyone works through the exercise for their role on real data. The result is recorded per participant.
After 2 weeks and a month
A follow-up meeting on the difficult topics and a check against the Wialon log that the skills are being used.
The first month after the training
An illustrative example: six dispatchers in Baku and a logistician at the Ganja branch, a fleet of 50 vehicles.
- Dispatcher course in Baku in person
Everyone works under their own login and sees their own fleet. We go through alerts from your own previous week.
- Practical exercise: two people stumbled 2 of 6
They read the sawtooth on the fuel graph from a dirt road as a drain. The topic goes to the follow-up meeting.
- Online session for the Ganja branch online
1.5–2 hours instead of a full day. The recording stays with you for new members of staff.
- An hour-long follow-up meeting questions
We answer the questions that came up in daily work and see whether the morning checklist is being used.
- Check against the Wialon log one lagging
Logins, time from alert to response, reports opened. Where there is a gap, we run an extra session.
A separate programme for each role
Daily control and a quick response
Finding a vehicle on the map and in the list, working with tracks, replaying a trip. Reading alerts: speeding, leaving a geofence, a fuel drain, loss of connection, SOS.
We work separately on investigating events: what to check before ringing the driver, when an alert is false, how to record an incident for the manager. The aim of the course is for the dispatcher to work through the morning checklist unaided, in 15–20 minutes.
A dispatcher's first day: what the programme looks like
The basic dispatcher course takes one working day. The timetable below provides 6 hours 45 minutes of teaching (nine 45-minute academic hours), plus breaks. An illustrative programme:
- 09:30–11:00. The Wialon interface, objects and groups, the map, tracks. Each participant works under their own login and sees their own fleet.
- 11:15–12:45. Sensors and what they mean: ignition, fuel, engine hours, temperature. Why a sawtooth fuel graph is not always a drain.
- 13:30–15:00. Notifications: which to switch on, whom to send them to, how not to drown in alerts. We set up 3–4 real notifications for your fleet.
- 15:15–16:30. Reports: trips, stops, fuel, violations. Export to Excel and PDF.
- 16:30–17:30. Going through cases from your own fleet over the past week, and a short practical test.
Two weeks later we hold a short hour-long follow-up meeting: we answer the questions that have come up in daily work and check that the morning checklist really is being used.
The practical exercise and what counts as passing
Dispatcher
Find a vehicle by its registration number, replay yesterday's trip, work through three real alerts from the log: which is genuine, which is false and why. The exercise counts as passed if all three cases are worked through with no prompting.
Accountant
Export last month's mileage and fuel consumption for a group of vehicles, check two refuellings against receipts or fuel cards, and explain the difference between GPS mileage and the odometer.
Manager
Open the summary reports on a phone, find the vehicle with the largest deviation from the consumption norm and the driver with the worst rating, and set up a Monday mail-out for themselves.
If it did not work out
The results of the exercise are recorded for each participant. The topics people stumbled on are repeated at the meeting two weeks later — on their own, without going through the whole course again.
What we need from you and what the course does not cover
A list of participants by role
Who is a dispatcher, who an accountant, who a manager. That determines which group a person joins and which exercise they are given.
Working logins and data
Each participant needs their own login with the rights they have in real work, and at least a week of fleet history. A practical exercise cannot be built on an empty account.
Real questions
Two or three disputed cases from your own experience: a drain nobody can explain, a vehicle that disappeared, a report whose figures do not add up. We work through them during the session.
Not covered by the course
Reconfiguring sensors and calibration tables, building non-standard reports and integrations with 1C. If it emerges during the session that these are needed, we note them down and cost them separately.
The mistakes we go through on every course
Most of the complaints about the monitoring system that reach support are in fact mistakes in reading the data. So during the sessions we go through the most common ones separately:
- The vehicle is parked but it is moving on the map. The dispatcher is looking at the last point of the track rather than the current state. Or the vehicle is in an underground car park at a shopping centre and the tracker has not yet received new coordinates.
- The tracker has broken, the vehicle has disappeared. More often than not this is a stretch of mountain road with no signal, on the way to Khinalug or beyond Gusar for instance: the tracker writes the points to memory and will send them once there is a network. First we check the time of the last position, the route, recent messages and when coverage is expected to return. We then follow the agreed escalation rule: for an SOS, a high-risk load or a route deviation we contact the driver or the responsible person straight away, while for a routine coverage gap we simply wait for the stored points.
- Another drain. A drop in the fuel level while parked on a slope, or after a bad calibration. We teach people to look at the graph as a whole rather than at a single figure.
- The mileage does not match the odometer. A couple of per cent of difference is normal: the odometer depends on tyre wear, GPS on how often points are recorded.
- There are too many notifications. Everybody switched everything on. We teach people to keep the 5–7 that really matter and to send them to the right person.
When people understand how the data works, trust in the system grows and the number of calls to support falls.
Formats of session
We choose the format to suit the number of people and the geography of the fleet. For a single company we often combine two or three: the management is taught separately, the dispatchers as a group, and the regional branches join online.
At our office in Baku
A group of up to 6–8 people, each with a workstation giving access to their own fleet. Handy when people need to be pulled away from the daily bustle.
At your office
The instructor comes to you, in Baku or in the regions. Suits large groups and cases where it matters to work at your own workstations.
Online
For branches in Ganja, Lankaran, Sheki and other towns. The sessions are shorter, 1.5–2 hours each, and the recording stays with you.
One to one
One or two sessions for a manager or a new member of staff once the main team has already been trained.
What you are left with after the training
One-page guides by role
Single-page instructions for the dispatcher, the logistician and the accountant: what to look at every morning, at the end of the week and at the end of the month.
Recordings of the sessions
Video of the online sessions and short clips on the common operations. A new member of staff picks up the basics in a few days without taking up colleagues' time.
Configured templates
The reports and notifications we set up together during the session stay in the system. If more complex forms are needed, they can be ordered as custom reports.
A channel for questions
After the training, questions about working in the system go to technical support rather than going unanswered.
How to tell whether the training worked
What changes in daily work
A response in minutes
The dispatcher sees an alert and knows what to do about it, instead of picking through it at the end of the week.
Reports without help
The accountant and the logistician export mileage, fuel and engine hours themselves. Less manual work and fewer mistakes in the statements.
Less resistance
Drivers understand what the system sees and how the bonus is worked out. There is less talk about being spied on.
A return on what you spent
The equipment has already been bought. Training turns it from an expensive map with dots on it into a tool that saves money.
Which format of session to choose
For a single company we often combine two or three formats.
| At our office | At your office | Online | |
|---|---|---|---|
| Where | Baku | Baku or the regions | Any city with an internet connection |
| Duration | A full day | A full day | 1.5–2 hours per session |
| At your own workstations | No, workstations with access to your fleet | Yes | Yes |
| When we choose it | To pull people away from the daily grind | Large groups | Branches in the regions |
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