A short A5 booklet that tells your drivers what each alert from the tracker and the DSM and ADAS cameras means, what the voice alerts say, and what to do after an alarm. It has a quick card and an acknowledgement page.
Nine chapters, a quick card and a sign-off page, written in plain words for a driver, not for an engineer.
01
1. Why we have the systemA short and honest reason: safety, support after an incident and fair treatment.
02
2. What it recordsA table you fill in: position, speed, events, video, audio. Each row says yes or no for your system.
03
3. Alerts and what to doA table of alerts, what each one means and what the driver does. Tick only the alerts you have.
04
4. Voice alerts and device lightsWhat the voice alerts and the lights on the device mean, and what the driver does.
05
5. Fatigue and restWarning signs, what to do and when to stop. No driver is blamed for stopping to rest.
06
6. After an alert or an incidentSteps at the scene, who to call and what to write down.
07
7. Looking after the deviceWhat not to cover, unplug or move, and how to report a fault.
08
8. Privacy and your rightsWho sees the data, how long it is kept and how a driver can ask a question. Needs legal review.
09
9. Common questionsAnswers to what drivers ask first. Then the quick card for the cab and the acknowledgement page.
10
A page for the fleet managerSix preparation steps. Delete this page before you print.
The booklet groups the alert table by what the driver should do. Your system may have only some of these alerts. Tick the ones you have.
Tiredness and distraction
Speed and harsh events
Belt, panic button, faults
Replace [Fleet name] and put your logo on the cover.
Fill the table in chapter 2 from your own device and camera settings.
Keep only the alerts your system really has in chapter 3.
Add the emergency numbers and the supervisor on the quick card.
Fill chapter 8 and have your legal team review it.
Print as a booklet, or save as PDF for phones. Keep each signed acknowledgement.
We do not know which device, camera or platform you run. The booklet leaves those facts to you, so it never tells a driver something your system does not do.
| Item | Where | You provide |
|---|---|---|
| What the system records | Chapter 2 | Yes or no per row |
| Which alerts are on | Chapter 3 | Tick the box |
| How an alert sounds or shows | Chapter 3 | Describe it |
| Who sees the data and video | Chapter 8 | Names or roles |
| How long data is kept | Chapter 8 | [__] |
| Contacts and emergency numbers | Quick card | Your numbers |
IVMS means in-vehicle monitoring system: a tracking device, and in some fleets cameras and driver alerts. A driver who does not know what the system records, or what an alert means, will distrust it or ignore it. A handbook puts the answers in one place, in the driver's language.
Start with the fleet manager page. Fill the boxes in chapters 2, 3 and 8 first, because they describe your system and your data rules. Then check the rest of the wording against how your drivers really work. Hand it out at induction and again when the system changes.
The booklet speaks to the driver as "you". It tells a driver to stop and rest when tired, and says that stopping is the right choice. Keep that tone when you edit. A handbook that reads like a list of punishments teaches drivers to hide problems.
Chapter 8 tells drivers who sees their data and for how long. Rules on location data, camera video and audio differ by country and by sector. Fill the chapter from your own policy and have your legal team review it. The booklet does not claim to meet any law or any authority's requirement.
The handbook describes alerts in general terms. Which alerts exist, how they sound and what is recorded depend on your device, cameras and platform. Check each point with your provider before you print. It is not a training course, and it does not replace your safety policy.
Tracom makes tracking devices and in-vehicle camera recorders. Which events a device can report depends on the model, its sensors and the platform you connect to. Ask us what fits your fleet before you fill in chapters 2 and 3.
Yes. It is a Word file. Change the text, add your logo, delete what does not apply and translate it into other languages.
It is written in general terms, so it is not tied to one brand. You tick the alerts and fill in what your own system does. Check each point with your provider.
Chapter 8 deals with personal data, video and audio. The rules differ by country and sector, so your legal team should read it before drivers do.
The page is there so you can keep a record that each driver received the booklet. Whether a signature has legal weight in your case is a question for your legal team.
Tick only the alerts you have and answer "no" for video and audio in chapter 2. Delete the camera lines that do not apply.
Tracom makes tracking devices and publishes this template. It does not review your handbook, approve it or advise on the law. Your teams do that.
Download the booklet, fill in what your system does and hand it out at induction.
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