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FAQ – Frequently Asked Questions

USB Trip Stick

How Does The USB Trip Stick Work?

When the device is correctly operating in your vehicle, it searches for the Global Positioning System (GPS) signal from the global navigation satellite system.  After the GPS position is fixed, the device begins to save and record data in the form of longitude, latitude and time.

This data is uploaded to the cloud using our computer software for use in vehicle management and reporting.

I am having issues uploading my data off my USB Trip Stick, what should I do?

To resolve problems with the upload of trip data check that:

  • The PEAK Mileage Capture Trip Stick device is attached to the computer.
  • The LED/light is displaying green to indicate the device is operating.

In instances where data does not seem to have been imported into the PEAK Miles system:

  • Check that the Trip Stick is firmly plugged into a USB port of the computer and the LED/light on the Trip Stick is showing green.
  • Check that there are no other Trip Stick devices attached to the computer.
  • Close the PEAK application and log back on using your username and password.

My USB Trip Stick is damaged, what should I do?

  • If a Trip Stick becomes damaged and no longer operates it should be reported to the person responsible for managing your vehicle (fleet manager, business owner etc).  They will contact Fleet Innovations to arrange a replacement.
  • In the period between damaging the Trip Stick and receiving its replacement you should keep track of your business trips and their purpose manually.  You can enter all your trips using the manual claim creation feature on our web portal.

Please send damaged devices to:

Fleet Innovations Ltd, 7 Church Street, Kidderminster, DY10 2AD

Please enclose your full contact details.

Why isn’t my Trip Stick LED Light on?

When the LED/light on the Trip Stick device is not displaying, it normally means the device is not connected to an active power source. The action to take is:

  • Check that the connecting cable is firmly attached to both the device and the cigarette lighter adapter or vehicle USB port.
  • Check that the vehicle ignition is turned ON and the cigarette lighter adapter is displaying a red LED/light.

My start address seems strange?

This may happen from time to time and could be due to one of two reasons:

  • Reason 1: Hot, Warm, Cold Start
  • Reason 2: Satellite Drift

Reason 1: Hot, Warm, Cold Start

The time it takes to get a satellite lock on the GPS receivers on the ground can vary, especially where the receiver is in a moving vehicle or in dense urban areas. The time needed for a GPS lock is usually dependent on how the GPS receiver starts. There are three types of start – hot, warm and cold.

  • The Hot Start (average one second) is when the GPS device remembers its last calculated position and the satellites in view.
  • The Warm Start (average 25 seconds) is when the GPS device remembers its last calculated position.
  • The Cold Start (average 29 seconds) –is when the GPS device dumps all the information, attempts to locate satellites and then calculates a GPS lock. This takes the longest because there is no known information. A moving vehicle can make this process take longer.

Advice:  Wait for the green light to start flashing before moving the vehicle (it should only take a short while).

Reason 2: Satellite Drift

To put a highly complex scenario into the simplest terms, the orbit of satellites is subject to small variations which can influence the overall GPS calculations, particularly if there are fewer satellites that the device can lock on to at a given time. This very occasional effect is not something to worry about and is unlikely to result in a discrepancy of more than a few metres.

How do I install the USB Trip Stick?

It is important that the USB Trip Stick is located in a vehicle so that it is able to receive signals from the global navigation satellite system.

In a motor vehicle, the device can be installed by

  • Connecting it to any USB port in the vehicle, or
  • Attaching it to the cigarette lighter socket using the adapter provided.

The device can be placed on the dashboard of the vehicle and connected via the USB cable to the USB port, or to the adapter placed in the cigarette lighter socket.

Why can’t I upload trips?

To resolve problems with the upload of trip data check that:

  • The PEAK Mileage Capture Trip Stick device is attached to the computer.
  • The LED/light is displaying green to indicate the device is operating.

In instances where data does not seem to have been imported in to the Fleet Innovations application:

  • Check that the Trip Stick is firmly plugged into a USB port of the computer and the LED/light on the Trip Stick is showing green.
  • Check that there are no other Trip Stick devices attached to the computer.
  • Close the PEAK application and log back on using your username and password.

My USB Trip Stick is lost/stolen, what should I do?

When a Trip Stick is lost it should be reported to the person responsible for managing your vehicle (fleet manager, business owner etc). They will contact Fleet Innovations to arrange a replacement.

In the period between losing the Trip Stick and receiving its replacement you should keep track of your business trips and their purpose in a temporary paper-based Trip Stick for future reference.

If you locate the device you thought was lost, report it to the person responsible for managing your vehicle and they will authorise you to continue using the original device.

Please contact us via support@fleetinnovations.com if your device is lost or stolen.

What precautions should I take when using the USB Trip Stick?

While it is important that the Trip Stick is located in a vehicle so that it is able to receive signals from the global navigation satellite system, take care not to place it in locations that are:

  • Extremely hot (for example in direct sunlight, or on a heater vent near the windscreen)
  • Exposed to high levels of moisture.

How can I tell the USB Trip Stick is on?

At start-up when the vehicle ignition is turned on a green LED/light will display on the Trip Stick . When the Trip Stick is collecting data the green LED/light will flash every few seconds.

Will the Trip Stick work in all vehicles?

The Trip Stick will work in virtually all vehicles and in many cars can be located out of sight in the glovebox or centre console. We have experienced issues with some high end Range rovers and Jaguar vehicles where the Trip Stick needs to be carefully located in a place where the GPS signal can be reached. Even though we have many thousands of users there will be vehicles we have no experience of. If a signal cannot be gained in your specific vehicle we will give a full refund.

What should I do if I have forgotten my password?

If you have forgotten your password you will need to reset it. Go to www.peakmiles.com and log in, click on the forgotten password button located on the bottom right corner of the box. It will ask you to enter your email address. Then press reset and an email will be sent within a few minutes. If no email has been sent please check you spam account. Please note if you have reset your password twice you must use the newest email link to reset it.

What should I do if I have forgotten my username?

For security reasons we cannot give this information to anyone. You will need to use your email and reset your password. To find out your ID/Username you then can go into my account and click on the ‘My Details’ button and the information will be here. If you wish to change it at this point go to the ‘Edit’ button and change it.

Is the route shown on the map the exact map?

Not exactly, we use waypoints and these are only logged every minute, however, this does not affect your mileage as the dongle is recording every 5 seconds.

Why do I have duplicate journeys?

This could be down to three factors:

  • The internet connection may have been lost while uploading and it only partial downloaded the journeys and when you uploaded the second time they were on it already.
  • The dongle was pulled out during uploading.
  • MOST COMMON- when you uploaded your data you never went back and deleted your Trip Stick. The next time you uploaded your data the exact same journeys were already there and they appear as pending. (They come up Pending if the original claim status has changed from pending to submitted, queried, marked for deletion, rejected or approved)

You need to use the delete function to erase duplicate journeys. You need to delete them individual or as a whole claim depending which is applicable.

Once my account is registered what is the next step?

Follow these simple steps

  • Log in and go My Account then click on My Details and then click on edit my details
  • Add a vehicle- go to my account then click My Vehicle and click find/add vehicle enter your registration number and click look up.
  • Assign your Mileage Rate- go to Admin click on manage users and edit the user and select the driver grade and reports to tabs.
  • Edit your account details- Cut-off date, Trip Split Time, add financial year end.
  • Remind approvers- how many days before,

How should i set up my account for the first time?

 

Step 1 Download & Install the Drivers

The PEAK system will automatically detect which operating system you are using and will create a download button to ensure you download the correct driver. Click Download.

Step 2 Download and Install The PEAK App

The PEAK up loader App is a small software application (about 2.5mb) that is loaded on your computer.
The job of the app is to communicate with the dongle and to upload the mileage coordinates to our web servers.

You will need to install this application which means that you require admin rights, some users therefore may need to seek advice from their IT department or an IT professional.  The process is relatively simple and within the abilities of most computer users.

How do I register an account with PEAK Mileage?

Go to www.peakmiles.com and fill in the form. You will need your email address you registered with and the licence key number that was sent after your purchase by email.

Fill in all the required fields and click register. Please remember you username and password.

How Does The 3g Trip Stick Work?

When the device is correctly installed and operating in your vehicle, it searches for the Global Positioning System (GPS) signal from the global navigation satellite system.  After the GPS position is fixed, the device begins to save and record data in the form of longitude, latitude and date/time, this data is uploaded to the PEAK cloud using the built-in sim card.  These long/lat coordinates are converted into trips with a distance, date, time and start and end location.  There will also be a map that shows the route you have taken

How do I Install the 3g Trip Stick?

  1. Unbox the device.
  2. Check that the sim card has not become loose during transit (the sim is under the small rubber flap) be careful not to dislodge the sim when replacing the flap
  3. Take the device and place the device into your vehicles 12v socket (also known as cigarette lighter socket
  4. The device should flash red and blue to show it has power (if the device beeps please get in touch vi support@fleetinnovations.com)
  5. After a few seconds (could take longer on first use and first use each morning) the light on the end of the device will go solid blue
  6. This means the device is ready and you can drive.
  7. Drive your car
  8. After 1st use please log into PEAK peakmiles.com the following day to check your trips have uploaded.

Trouble shooting

  • If the device does not flash or turn blue check your power supply, it is not uncommon for the 12v socket to short the fuse due to pieces of metal such as keys and chewing gum wrappers making contact. You can test the socket by using something such as a phone charger that you know works and seeing I the phone gains a charge.  If the socket is not working, then consult your local dealer/garage who will fit a new fuse.  Is the socket is working please try the GPS trip stick in another vehicle to see if you have a different result.  If the deice is not working/powered, please contact us via support@fleetinnovations.com
  • If you use your socket for something else such as charging your phone or If the device is in an awkward place, then use an adaptor or splitter. There are hundreds of variants available from shops such as Halfords or Maplin and they should cost no more than £10
  • It is important that the 3g Trip Stick plugged into the power socket of a vehicle for it to work. You may think this is a strange thing to say but we regularly get people calling wondering why the system is not working as the device is at home or in their briefcase.
  • It is highly recommended that the unit is plain sight of the driver so you can see the light on the unit. This also is normally an optimum position to ensure the best and quickest satellite fix and the most accurate results
  • Please don’t put the device in the glove box or armrest it can easily get knocked and you will not see that it is not working until you go to complete your claim.
  • Please don’t place it somewhere extremely hot (for example in direct sunlight, or on a heater vent near the windscreen)
  • Please don’t expose to high levels of moisture.
  • If for some reason the device does not send any GPS coordinates for 14 days, you will receive an email. If the device is plugged in and you feel it should be working please check the sim is fully inserted.  Even without the sim inserted the device will save roughly 10 – 15 hours of driving data and will upload when it gains a signal
  • If the end of your journey is in an area with no mobile phone signal such as an underground car park or rural dwelling it will be unable to send the last part of your journey to our servers. It will send when it next gains a signal.

Do I need to upload the trips with the software on the PEAK web site?

No, the 3g device will send trips via the on-board sim throughout the day while driving.  The trips that are sent to us will be processed in the early morning and will appear on the claim the following day.  Just leave the device in your vehicle and it will do the hard work for you.

Who can see my trips?

When you log in and see all the uploaded journeys, you are the only person who can see these trips.  You have to go through the claim and select trips as being business and personal and then submit your claim. Once submitted all trips that have been marked as personal are removed from the claim leaving only business trips visible to your employer.

When can I see my trips

PEAK is not a live tracking system.  Although the GPS co-ordinates are regularly sent to our servers, the trips are only processed once a day in the early hours of the morning.

How do I know the Device is Recording?

The light on the device will be illuminated solid Blue

The light on my unit is not on?

This could be due to the following reasons

  • The hardware will go into hibernation if it records the same location for 3 minutes, once you drive it will come back on. If you are in very slow moving traffic you may not move quickly enough for the device to enter a normal state again. To set the device back to normal again pull the unit out and place it back in or give it a wiggle, the on-board gyroscope will recognise movement and it will go into recording mode. Failing to do this will only impact you if the traffic is particularly bad and you are moving very slowly for an extended period.
  • 12v socket is not powered, please try another device like a phone changer to see if it is getting power. If not it is likely you have a blown fuse, which is not uncommon and can usually be replaced quite easily by any garage or by refereeing to your vehicles user manual.
  • There could be an issue with the hardware and we recommend get in contact with support by emailing support@fleetinnvoations.com

My start address seems strange?

Reason 1: Reverse geocoding

The start and end locations are generated by Google mapping reverse geolocation system.  This is a premium service using the google mapping engine.

We pass our longitude and latitude locations to google and they return readable address (Reverse geocoding).  There are literally billions of these locations and we request millions each day.  Quite regularly there can be differences between the GPS coordinate and the address given, normally it is close but sometimes it can seem bit awry.  Its important to note that the address can be slightly wrong but the mileage distance will still be correct, this is because we use an algorithm to work out the distances driven rather than the mapping.

Google is constantly updating this mapping tool and every day it gets better and more accurate.

Advice: If you would like you can add a friendly name as the correct address this will mean the right address will be pulled onto the claim.

Reason 2: Hot, Warm, Cold Start

The time it takes to get a satellite lock on the GPS receivers on the ground can vary, especially where the receiver is in a moving vehicle or in dense urban areas, heavy tree cover or if there is significant fog, cloud or very bed weather. The time needed for a GPS lock is usually dependent on how the GPS receiver starts. There are three types of start – hot, warm and cold.

  • The Hot Start (average five seconds) is when the GPS device remembers its last calculated position and the satellites in view.
  • The Warm Start (average 25 seconds) is when the GPS device remembers its last calculated position.
  • The Cold Start (average 60 seconds) –is when the GPS device dumps all the information, attempts to locate satellites and then calculates a GPS lock. This takes the longest because there is no known information. A moving vehicle can increase the time it takes for the device to find a GPS lock

 

Advice:  Wait for the unit to recording before moving the vehicle (it should only take a short while).

Reason 3: Satellite Drift

To put a highly complex scenario into the simplest terms, the orbit of satellites is subject to small variations as the earth spins and the satellites move around the earth.  This can influence the overall GPS calculations, particularly if there are fewer satellites that the device can lock on to at a given time (built up areas, tree cover, mountains etc.). This occasional effect can have an impact on the address but is normally resolved if the vehicle is moving and the device is operating properly.

I am missing trips from the day before?

This could be due to a several reasons and we recommend you wait 48 hours after the trip to be sure.

Check the trouble shooting guide above.

Reason 1: Poor network coverage

If you are in an area that has poor network coverage the unit will keep recording using GPS however the data will be stored on the trip stick until a strong mobile network has been gained, then the data will then be sent. Therefore, if you have been in a bad network area you may not see this trip until two days later.

For example, if you drove in a bad network area on Monday the data is stored on the unit, the data will miss the Tuesday morning upload however on Tuesday it gains a good signal and the data is sent. The data will be visible in your account after the Wednesday morning upload.

If for example you go on holiday and park in an underground car park, the trips may not show until the day after you return.

Reason 2: Driving late at night

As the daily upload cuts at 12 midnight, if you are driving late at night the data may miss the upload due to the time the data takes to be sent over the network. The data will be processed in the following upload the next day.

For example: If you drove late Monday night, and the data misses the upload cut off on Tuesday morning this data will be stored and sent the next day and therefore will be visible in your account after the Wednesday morning upload.

Note.  Excluding the reasons above, if after 48 hours if the trips are not in your PEAK account please contact support@fleetinnvoations.com and the team will be able to investigate tis further.

My 3g Trip Stick is lost/stolen, what should I do?

When a Trip Stick is lost, it should be reported to the person responsible for managing your vehicle (fleet manager, business owner etc). They will contact Fleet Innovations to arrange a replacement.

In the period between losing the Trip Stick and receiving its replacement you should keep track of your business trips and their purpose in a temporary paper-based Trip Stick for future reference.

If you locate the device you thought was lost, report it to the person responsible for managing your vehicle and they will authorise you to continue using the original device.

Please contact us via support@fleetinnovations.com if your device is lost or stolen.

Will the Trip Stick work in all vehicles?

The Trip Stick will work in virtually all vehicles (we have not yet found one where it does not work). Please ensure the power supply is working however and the device in plain view.

What should I do if I have forgotten my password?

If you have forgotten your password, you will need to reset it. Go to www.peakmiles.com and log in, click on the forgotten password button located on the bottom right corner of the box. It will ask you to enter your email address. Then press reset and an email will be sent within a few minutes. If no email has been sent, please check you spam/junk account. Please note if you have reset your password twice you must use the newest email link to reset it.

What should I do if I have forgotten my username?

For security reasons, we cannot give this information to anyone. You will need to use your email and reset your password. To find out your ID/Username you then can go into my account and click on the ‘My Details’ button and the information will be here. If you wish to change it at this point, go to the ‘Edit’ button and change it.

Is the route shown on the map the exact map?

Not exactly.  When we log, you journey we will record way points as frequently as every second however on the maps we only show waypoints every 20 seconds apart.  This does not affect the distance of the trips but the map will show straight lines across corners and roundabouts