Guidelines

Filodos — user guide

1. About the system

Filodos is a fleet monitoring system for fleet managers. A unit is installed in each vehicle. The unit has GPS and two cameras. Camera 1 points at the road. Camera 2 points at the cabin.

The unit knows where the vehicle is, how fast it goes, and if the engine is on. It also detects risky events, for example harsh braking, speeding, a collision or a rollover. While the vehicle is on, the unit sends this data to the Filodos servers through the mobile network.

How the parts work together

1. The unit in the vehicle sends its position, ignition state, speed and alarms every few seconds.
2. The Filodos servers receive the data and keep it.
3. The dashboard and the mobile apps show the data as maps, lists, reports, photos and video.
4. Video goes to the servers only on request. When a user or an alarm starts a stream, the unit opens a separate connection and sends video until the stream stops.

Because data goes through the mobile network, the dashboard can be some seconds behind the real vehicle.

Filodos does not record video all the time. The servers record a stream only when a user starts it, or when a serious alarm starts a clip. All other footage stays on the memory card in the vehicle. There is no audio.

2. Sign in and roles

All pages need a sign-in. The dashboard address is filodos.gr/filodos-dashboard. Your administrator creates your account on the Users page.

1. Open the dashboard address.
2. Type your organization name.
3. Type your email address and your password.
4. Click Sign in.

The dashboard keeps your organization and email for the next sign-in. You see only the vehicles and data of your own organization. There are two roles:

• Administrator — can do all tasks. Administrators add and edit vehicles and drivers, assign drivers to vehicles, draw zones, send commands to vehicles (tracking, photo, video) and manage users.
• User — sees the fleet and reads all reports. A user cannot change data and cannot send commands to vehicles.

Language

The dashboard and the mobile apps are in English and in Greek. Times show in Athens time and in the 24-hour format in both languages.

• Dashboard — click EN or EL in the top bar or on the sign-in page. The dashboard keeps your choice in this browser. On the first visit, it uses the language of your browser.
• Mobile apps — the apps use the language of your phone. To use a different language in Filodos Fleet only, open the phone settings, go to the app settings of Filodos Fleet, and select the language (iOS, and Android 13 or later).

Some text comes from the server in English: the summary paragraphs of the reports, the notification titles, and error messages from the server.

3. The fleet map (home page)

The map shows each vehicle of your fleet as a marker. The map updates approximately every 15 seconds. Select a vehicle to see the route that it drove today. On the route you can find:

• Red "!" badges — risky events, including driver-assistance alerts from the camera. Events that are near each other show as one group.
• Camera pins — photos taken on that route.
• Blue video pins — recorded video. Click a pin to play the video on the map. If the video is not ready, try again after some seconds.

Click a vehicle marker to open its popup. Administrators get these actions in the popup. Each action asks you to confirm it.

• Track live / Stop tracking — the unit reports every 10 seconds, not every 15 seconds, until you stop it.
• Take photo — select Camera 1 (road) or Camera 2 (cabin).
• Stream video / Stop stream — starts or stops live video. Watch it on the Video page.

You can move a popup if it covers a part of the map. Drag the popup by its card. A thin line connects the popup to its vehicle or event badge.

The Fleet panel on the right side of the map shows all vehicles. Each row shows the driver, the vehicle, the ignition (green dot is on, red dot is off) and the speed. It also shows the distance for the selected day and the time of the last report. Click a row to select that vehicle. If the vehicle is not in the visible part of the map, the map moves to it. Drag the panel by its header to move it. Click the arrow to close or open the list.

Select the Zones box to show geofences on the map. Each zone type has its own color. Click a zone to see its name and type. Administrators also get the Draw circle and Draw polygon buttons. Use them to make a new zone or to change the shape of a zone.

Open a trip from the Trips page to see only that trip on the map. The line color shows the speed. A time slider lets you replay the trip. Events on the trip show on the line and on the slider.

4. The dashboard pages

Trips

This page lists completed trips. A trip is one continuous drive. It starts when the ignition goes on and stops when the ignition goes off. A trip also stops when the vehicle sends no data for more than 10 minutes. Each trip shows its start and end place, its duration and its distance. Each trip has a link to its route on the map.

Reports

This page has three tabs: Daily, Weekly and Monthly. Each tab shows one vehicle or one driver. Use the arrows to go to the previous or next period. A report shows:

• Distance and driving time, with a breakdown per trip.
• Speeding against the posted speed limit of each road. Where a road has no posted limit, the report uses the Greek legal limits.
• Harsh braking and harsh acceleration, idling, night driving and fatigue.
• Charts of driving hours and speed, and a trend over recent days.
• A short summary in plain language, with points that need your attention.

A day starts and ends at 00:00 Athens time. The dashboard shows all times in the local time of your fleet.

Events

This page lists driving events in time order. Examples are SOS, collision, rollover, fatigue, speeding, driver-assistance alerts and zone entries and exits. A zone filter shows all events, zone events only, entries only or exits only. Each event has a link to the trip where it occurred, so you can see it on the map.

Photos

Select a vehicle on the left. The page shows all photos from that vehicle. The newest photos are first.

Video

Select a vehicle on the left. The page has these sections:

• Live now — the streams that run now for that vehicle. They play on the page, some seconds behind real time.
• Stored clips — the recordings of the vehicle, newest first. You can play or download each clip.
• Alarm clips — clips that the system recorded after a serious alarm. Each clip has a link to its alarm.
• Alarm attachments — photos and video that the camera attaches to its own alerts. This section is empty at this time.

Devices

This page lists the unit of each vehicle and shows if it is online or offline. The Health column shows the time since the last position, the ignition state, the number of satellites and the mobile signal. Administrators can link a driver to a vehicle or remove the link.

Drivers

This page lists your drivers. For each driver, it shows the vehicles that the driver used, the trips and the events. Open a driver to see the full history across all vehicles.

Geofences

A geofence (zone) is an area on the map, for example a depot, a customer site or a no-go area. Draw a zone on the fleet map. On this page, give the zone a name and a type (depot, customer or no-go). Then link the vehicles to the zone.

Link the vehicles to each zone. A zone records entries and exits only for its linked vehicles. A zone with no linked vehicles records nothing.

Users (administrators only)

Make and manage dashboard accounts on this page. Select the role of each account.

Long lists show 50 rows at a time. Click Load more at the bottom to see more rows. On a small screen, the page menu is behind the ☰ button.

5. By vehicle / By driver

The Trips, Events and Reports pages have a switch at the top: By vehicle or By driver.

• By vehicle shows the data of one vehicle, for all drivers.
• By driver shows the data of one driver, across all the vehicles that the driver used.

The By driver view uses the driver-to-vehicle assignments on the Devices and Drivers pages. It does not guess the driver from GPS. A trip counts for the driver who was assigned when the trip started.

If trips or events of a driver are missing, check the assignment. Make sure that the driver is linked to the vehicle for that time period.

6. Photos and video

Administrators can ask for a photo or a live stream from the vehicle popup on the fleet map. A serious alarm (SOS, collision or rollover) records a short clip automatically. Each serious driving event also gets an automatic photo from the road camera.

Make sure that the ignition is on. When the ignition is off, the unit goes into low-power mode and sends no photos and no video. The popup shows a warning.

If you send a request while the ignition is off, the system keeps the request. The photo or video arrives after the ignition comes on. If nothing arrives, the vehicle can be out of mobile coverage, or the upload is not complete. Wait one minute before you report a problem.

The system records each request, with the name of the user and the time.

How long we keep photos and video

• Video: 30 days. A longer period is available as an add-on.
• Photos: 1 year.

After this period, the system deletes the files automatically. All data stays on servers in the European Union.

7. Mobile apps

The Filodos Fleet apps for iPhone and Android show the same fleet data as the dashboard. They show the live map, trips with replay, events, photos, live and recorded video, reports and drivers. Use the same organization, email and password as on the dashboard. After the first sign-in, you can sign in with Face ID or a fingerprint.

The iPhone app is on the App Store. The Android app is on Google Play.

8. Known limits

• Video only on request. Only streams that a user starts, and automatic alarm clips, go to the servers. Other footage stays on the memory card in the vehicle. You cannot get it from the dashboard yet. There is no audio.
• Photos and video need the ignition on. See section 6.
• Positions have a small delay. Expect approximately 15 seconds of delay on the map.
• Trip ends are approximate. A gap of 10 minutes with no data stops a trip, also when the vehicle drives through an area with no coverage. Thus one real trip can show as two trips.
• CSV export per page. The Trips, Events, Drivers, and Daily report pages each have an Export CSV button for the rows on the screen.
• No engine data. The system does not show fuel level, odometer or engine hours at this time.
• English interface. The dashboard and the apps are in English at this time. A Greek interface is on the roadmap.

9. Glossary

Unit (device)

The hardware installed in the vehicle, with GPS and two cameras.

Ignition on / off

The engine state of the vehicle. It sets the start and the end of a trip.

Event

A risky occurrence that the system records with its time and place, for example speeding or a collision.

Trip

One continuous drive, from ignition on to ignition off.

Geofence (zone)

An area on the map. When a linked vehicle goes in or out, the system records an event.

ADAS

Advanced driver-assistance system: the alerts from the camera, for example forward collision or lane departure.

Stream / clip

A stream is live video. A clip is a recording of a stream or of an alarm.