Device setup · Excel register

Geofence register and rule sheet

A free Excel register for every geofence your fleet uses: type, center, radius, alert rules, recipients and tests. It flags any zone too small for the speed and the reporting interval of your trackers.

Free: enter your name and e-mail and we send you the file. Works in Excel, Microsoft 365, Google Sheets and LibreOffice.
  • Up to 100 zones, 150 rules
  • Size check per zone
  • Distance and overlap check
What's inside

Every zone, checked before a vehicle drives through it

Six sheets: Start here, Settings, Zones, Rules, Distance check and Lists. The example below shows what the Zones and Rules sheets tell you about four zones.

  • OK
  • Check
  • Fix
ZoneCoordinatesSize for speed and intervalOverlapRule tested
Z-001 Main depot, 300 mOKOKneeds 177 mOverlaps Z-003Alert received
Z-002 Customer site, 150 mOKToo smallneeds 260 mSeparateAlert late
Z-003 Restricted yard, polygonOKOKneeds 45 mInside Z-001Alert received
Z-004 Camp gate, 200 mOKToo smallneeds 265 mNot checkedNo rule yet
The sheets

From a list of places to rules you have tested

  1. Zones

    ID, name, type, circle or polygon, center, radius or half the narrowest width, the highest speed at the boundary, the reporting interval and the road offset.

  2. Size check

    The gap between two positions, the smallest safe radius, the longest interval that still catches a pass, duplicate IDs and the next review date.

  3. Rules

    Entry, exit, stay or speed inside, the allowed hours and days, recipients, the alert channel, and whether the rule runs on the device or on the platform.

  4. Tests and distances

    Record a drive-through test for each rule. Pick two zones to get the distance between centers and whether they overlap.

Why keep a geofence register?

Geofences pile up. A depot here, a customer site there, a speed zone someone drew years ago. Nobody remembers who gets the alert, whether it was ever tested, or why the camp gate never triggers. One register with the shape, the rules and the test result of every zone fixes that.

Is the zone big enough for your tracker?

A tracker reports a position every few seconds while it moves. At 60 km/h and one position every 30 seconds, two positions are 500 m apart. A circle of 150 m radius can sit between them, and the vehicle crosses it without one position inside. No entry, no exit, no alert.

Gap between two positions s (m) = speed (km/h) / 3.6 × reporting interval (s) Smallest safe radius (m) = position error + √(s² / 4 + road offset²) Longest interval that catches a pass (s) = 2 × √((radius − error)² − offset²) / speed (m/s)Example: 60 km/h and 30 s give s = 500 m. With 10 m of error and a road through the center, the smallest safe radius is 10 + 250 = 260 m. A 150 m zone needs an interval of 16.8 s or less.

Typical value: 10 m of position error in open sky. Replace it with what you measure from your own device on site.

Settings in the workbook
SettingValue
Position error allowance10 mtypical
Review every180 daysexample
Earth radius for distances6,371,008.8 m

Rules, recipients and where they run

A zone without a rule is only a drawing. Each rule row says which event matters, when, for which vehicles, who gets the alert and how. Record also where the rule runs. Some devices can check a zone on board and act with no network, others leave it to the platform. That changes how fast the alert arrives and what happens in a dead zone.

Test every rule once

Drive a vehicle through the zone at a normal speed and record whether the alert arrived, arrived late or did not arrive. A late alert usually points to the reporting interval or the network delay.

Limits

The size check is a quick test. For a polygon it uses half the narrowest width as the radius, not a full polygon calculation. The register does not draw zones and does not send anything to a device or a platform. The coordinates in the example rows are made up.

Related Tracom solution

Geofences that the device can keep

Advanced geofencing and on-device decision making are part of Tracom's published features: no internet, no problem. How many zones a device holds, and which rules it runs on board, depends on the model and its configuration file. Bring your register and we will check it with you.

  • Radius and interval planner to test one zone in detail, with a map of the pass.
  • Alert test script to test every alert before handover.
  • Signal gap analyzer to find places where the tracker goes quiet.
Questions

Geofence register questions, answered

Setting up geofences on new devices? Talk to Tracom.

Why did a vehicle cross a zone with no alert?

Often because no position landed inside. At high speed and a long interval, two positions can sit on both sides of a small zone. The Size check column shows the smallest radius that avoids it.

Which reporting interval should I enter?

The one your device uses while moving in that zone. Devices often report by time, by distance and on a change of heading. Use the longest gap you see in your own data.

What is the road offset?

How far the road runs from the center of the circle. A road that only clips the edge of a zone needs a bigger radius than one through the middle. Leave it at 0 when the road crosses the center.

Does it work for polygons?

Yes, as a quick check. Enter half the narrowest width of the polygon as the radius. For a long, thin zone the check is strict on purpose.

Why check overlapping zones?

Overlaps can send two alerts for one visit, or an exit and an entry at the same moment. Sometimes that is what you want. The Distance check sheet shows it so you decide on purpose.

What does Tracom do beyond the template?

Tracom makes the devices and can check your zones against a device configuration. The register works without any Tracom device, and it does not load zones into any device or platform.

Next step

Zones that never trigger?

Send us the zone, the speed and the interval. We will look at it with you.

Related tools and templates

More for device setup

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