Audience: Customers who have purchased Viaesys GPS hardware
Goal: Get hardware installed, connected to the portal, and ready for daily use.
1. What you need before you start
Make sure you have:
Your Viaesys web portal access
Your GPS device in hand
A smartphone (Android or iOS)
You will use:
Portal:
https://portal.viaesys.ioMobile apps:
Viaesys AllTrack – for viewing vehicles and activity
Viaesys InstallTrack – for installing and registering devices
2. Log in to the Viaesys portal
Open your browser.
Go to:
portal.viaesys.io
Log in.
You will land on the main dashboard.
3. Install the required mobile apps
On your phone, install both:
Viaesys AllTrack
Viaesys InstallTrack
Both apps are available on:
Apple App Store
Google Play Store
4. Add your GPS device to your account
Your device must be added to your account before it appears in the portal.
You have two ways to do this:
Option A – Through your Viaesys representative
Provide your customer representative with the IMEI number printed on the device.
Option B – Through the InstallTrack app (recommended)
This is used when you are installing the device yourself.
5. Start a new installation using InstallTrack
Open the InstallTrack app.
Tap New Install.
Select the device type:
Hardware GPS
Battery-powered asset tracker
(The process is the same for both.)
6. Scan the device IMEI
Use the camera inside the app.
Scan:
The IMEI number or
The QR code printed on the device.
The IMEI will be captured automatically.
7. Scan the SIM card (strongly recommended)
Locate the SIM card packaging.
Scan the barcode containing the ICCID number.
Although marked as optional in the app, this is strongly recommended because:
It helps troubleshooting if the device fails to connect to the network.
8. Enter the vehicle or asset name
Enter the vehicle or asset name/number.
This is very important because:
This name is shown later when someone attaches the device inside the portal.
It helps back-office users identify the correct vehicle.
9. Indicate master shut-off and installation details
Select whether the vehicle has a master shut-off.
Take clear photos of:
Ignition connection
Power connection
Ground connection
Take a photo of:
The mounted device
Take a photo of:
The full vehicle
You may also enter notes if required.
10. Submit the installation
If you leave the install midway, the app saves your progress.
You can return later and continue.
When you tap Submit:
The system starts network and GPS checks.
The device is pulled into your account automatically.
11. If the device is not found
If you see an error during submission:
Move the vehicle outside.
Turn the vehicle on.
Wait 5–15 minutes.
Try submitting again.
This allows the device to connect to the cellular network and GPS.
12. Confirm the device in the portal
In the portal:
Go to Devices → Tracking Devices.
You should see your new GPS device listed.
The device will show:
IMEI
ICCID
Device type
Last communication time
At this point, the device is in your account but not yet attached to a vehicle.
13. Create a vehicle in the portal
Go to Vehicles.
Click Add.
Enter a display name for the vehicle.
Save.
Only the name is required.
14. Attach the device to a vehicle
Open the vehicle.
Go to Tracking Devices.
Click Attach tracking device.
Select the device.
Click Attach.
Your device is now connected to a vehicle.
15. Create your first site (geofence)
Viaesys operates using geofences.
Go to Sites → Customer Sites.
Click Add.
Enter:
Site name
Street address
City
Postal / ZIP code (recommended)
Select the suggested address result.
16. Draw the geofence
On the map:
Click to place points around the service area.
Focus on:
Full coverage of the service area
Not exact boundaries of sidewalks or parking stalls
Important rules:
You can use up to 14 points.
Do not draw geofences too tightly.
Avoid overlapping geofences between nearby sites.
Save the site.
17. Confirm your GPS is active in Live View
Go to Live View.
Look for the GPS icon next to your vehicle.
If needed, use the Show button to display a single vehicle.
18. Understand vehicle status colors
In Live View:
Green – vehicle is moving
Orange – idling (engine on, not moving)
Black / grey – parked (no movement / power)
19. View vehicle travel (background trail)
Select a vehicle.
Enable Background Trail.
Choose a date range.
You can also:
Select custom start and end times
Replay travel paths
20. View site visits
Click a site (geofence).
You will see:
Vehicle visits
Time in / time out
Duration on site
You can click on a site to see which vehicles visited it.
21. Use the main reports
The three primary GPS reports are:
Site Vehicle Activity
Vehicle Activity
Vehicle Trip Details
These reports allow you to:
View site visits
View distance traveled
View idle time
Review driving behaviour
Export data to CSV
Generate printable PDF reports
22. Export and share reports
Inside any report:
Select your date range.
Apply filters (site, vehicle, access group).
Click Export to download a CSV.
Or click Print to generate a PDF for customers or internal use.
23. Add additional users
Go to Users.
Click Add user.
Enter:
Name
Email (does not need to be a real inbox, but must be a valid email format)
Role
Password (minimum 8 characters)
Save the user.
24. Control what users can see using Access Groups
Access Groups let you restrict visibility.
Go to Settings → Access Groups.
Create a new group.
Select:
Sites
Vehicles
Assign the access group to specific users.
When those users log in, they only see the assigned vehicles and sites.
25. Using the AllTrack mobile app (view-only)
In the AllTrack app, users can:
View live vehicle status
View site visits
View trips
View reports
Switch map and satellite view
They cannot:
Add vehicles
Change system configuration
Modify sites or devices
26. You are now fully set up
At this point, you have:
Installed the GPS device
Added the device to your account
Created a vehicle
Attached the device
Created sites with geofences
Verified live GPS tracking
Accessed reports and exports
Set up users and access control
Your Viaesys GPS system is now ready for daily operations.