Data Sharing User Guide

User Guide

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Data Sharing allows users to collaborate with trusted business partners by sharing their telematics data to other Fleet Management Application databases. For example, as a rental company, I can share data to a client who is renting from me to ensure they have their telematics in their database.

User Guide

October 2025

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Introduction

Data Sharing starts with a transaction between two Fleet Management Application users; a user from a Primary Database who makes a request to share telematics data to a user in a Target Database, who accepts or rejects the request based on the needs of their business.

! IMPORTANT: In order to improve our products, we may at any time, and without warning, change the design, presentation, or functionality of the software. The images shown here are for illustration purposes and may appear slightly different in the software.

Notes and Considerations

Prerequisites

Telematics services can only be shared between active databases in the Fleet Management Application.
To view shared services, users must have the View device share clearance.
To accept/reject a Device Share, users must have the Administer asset share clearance.
By default, Administrators have the Administer asset share and View device share clearances.
Definitions
Primary Database —The primary database from which the telematics data is being shared.
Target Database — The database receiving the telematics data shared by a primary database.
Active Database — A database that is currently in use in the Fleet Management Application.

✱ NOTES:

Device-level control (such as Audio Feedback) can only be configured by the primary database.
OEM Telematics can be shared in the same way GO devices data can be shared.
Third-party Custom Telematics Devices can be shared depending on the manufacturer. For more information regarding Data Sharing support for Third-Party Custom Telematics Devices, please contact Support.
Only data associated with the Rate Plan can be shared. Billing begins as soon as a request is accepted.
Invoicing for Data Sharing is billed to the majority Partner for the target database.
1. If Payment by target database is toggled “off”, Billing associated with the data share will be billed to the majority Partner of the source database.
Driver names, group names, and zone names are private and not displayed in the target database.
Data Sharing termination is now available for all Administrators both in the Primary and Target databases.
Jurisdiction changes: When your account's jurisdiction is changed in the Fleet Management Application, there might be a short delay (up to 60 minutes) before shared data is routed to the new jurisdiction. This is due to the time required for the system to update and redirect the data.
Expiration Delay: When a data share expires, there may be a brief delay (up to a few minutes) before data completely stops flowing. Plan your usage with the understanding that data may still be accessible immediately following the expiration time.

Sending a Data Sharing request

As the requestor from the Primary Database, you can share data with a Target Database. To begin, ensure you have View device share clearance. If you do not have this clearance, contact your Administrator.

To share data with a Target Database, complete the following:

1	From the main menu, click Assets.
2	Select the desired asset from the list.
3	On the Asset page, select the Devices & Settings tab.
4	In the Primary Device section, scroll down and click Share Data. ✱ NOTE: If this section is greyed out, the database is not receiving data from the telematics unit. The primary database must be receiving data before the device can be shared.
5	The Share Data pop-up window will appear. Click + Share Data.
6	Enter the database name of the target database. ✱ NOTE: The Target Database must have at least one GO9 (or equivalent Geotab device) asset to successfully accept a Data Sharing request.
7	The Location data, Speed data, and Payment by target database toggles are enabled by default. To change their setting, click each toggle to turn it off.
8	Click confirm to send your data sharing request to the Target Database.

The recipient of the target database can choose to accept or reject the request. If the request is accepted, the Status changes from Pending to Active, and billing associated with the selected Rate Plan begins.

If the Data Sharing request is rejected, the Status changes from Pending to Rejected, and no billing begins.

✱ NOTE: For more on the Target Database workflow, refer to Receiving a Data Sharing request.

Canceling a Data Sharing request

As the requestor from the Primary Database, you can cancel data sharing requests while they are in the Pending status. If the request was already accepted by the Target Database, refer to Removing Data Sharing.

To cancel a Pending request to a target database, complete the following:

1	From the main menu, click Assets.
2	Select the desired asset from the list.
3	On the Asset page, select the Devices & Settings tab.
4	In the Primary Device section, scroll down and click Share Data. ✱ NOTE: If this section is greyed out, the database is not receiving data from the telematics unit. The primary database must be receiving data before the device can be shared.
5	Click the bin icon next to the Pending request. The service status will update from Pending to Canceled. ✱ NOTE: The Target Database does not receive a notification that the Primary Database canceled the request.

Receiving a Data Sharing request

These steps are performed by the recipient from the Target Database. To accept or reject a Data Sharing request from a Primary Database, follow the steps below. Only incoming services in the Pending status can be accepted or rejected.

Accepting a request

1	From the main menu, click Assets.
2	A notification displays at the top of the page letting you know that a Primary Database is requesting to start Data Sharing to your database. The notification remains on the page until it is dismissed by clicking the X symbol. ✱ NOTE: The request is only visible to recipients with the View device share clearance, and can only be accepted or rejected with the Administer asset share clearance. If multiple requests are made, multiple notifications display.
3	Click View Data on the notification to view details of the Primary Database, then enter a name for the asset in the Asset name field and select an Asset type from the dropdown. When finished, click Accept. ✱ NOTE: If multiple assets are shared, they are listed in separate Asset name and Asset type fields.
4	Another notification displays at the top of the page confirming the request was accepted.
5	Select the new asset from the Assets page list. Under the Data Sharing tab, the Status changes from Pending to Active.

Rejecting a request

1	From the main menu, click Assets.
2	A notification displays at the top of the page letting you know that a Primary Database is requesting to start Data Sharing to your database. The notification remains on the page until it is dismissed by clicking the X symbol.
	✱ NOTE: The request is only visible to recipients with the View device share clearance, and can only be accepted or rejected with the Administer asset share clearance. If multiple requests are made, multiple notifications display.
3	Click View Data to view details of the primary database and click Reject.
4	The Status under the Data Sharing tab in the Primary Database changes from Pending to Rejected. ✱ NOTE: The Primary Database does not receive a notification that the Target Database rejected the request.
5	In the event the Target Database receives a Data Sharing request that was already accepted, the request is automatically rejected, and a notification displays at the top of the target database.

Choose Who Pays for Data Sharing

Gain control and flexibility over your billing preferences for Data Sharing. This feature allows the source database to decide whether the target or the source database is responsible for paying for shared data usage. By default, the target database is responsible for payment.

! IMPORTANT: Enabling payment by target database will keep the cost for data sharing on your account rather than forwarding the cost to share to your target database.

To configure payment responsibility for a shared device:

1	From the main menu, click Assets.
2	Select the desired asset from the list.
3	On the Asset page, select the Devices & Settings tab.
4	In the Primary Device section, scroll down and click Share Data. ✱ NOTE: If this section is greyed out, the database is not receiving data from the telematics unit. The primary database must be receiving data before the device can be shared.
5	The Share Data pop-up window will appear. Click + Share Data.
6	Enter the database name of the target database.
7	The Payment by target database toggles are enabled by default. To exclude this information, click the toggle to turn it off.To change who pays for data sharing, click the Payment by target database toggle to turn it off. On: The target database pays for shared data (default). Off: The source database pays for shared data.
8	Click confirm to send your data sharing request to the Target Database.

Once submitted:

The billing responsibility is applied according to your selected setting. All Data Sharing activity and billing preference selections are recorded in the Audit Log for tracking and verification.

This feature provides greater flexibility and transparency in managing Data Sharing costs, making it easier for fleets and partners to align billing with their business needs.

Enabling auto-accept for Data Sharing requests

! IMPORTANT: Enabling auto-accept for incoming Data Sharing requests will automatically accept all requests for the database you are currently logged into.

Automatically accept Data Sharing requests and save time. This feature allows you to instantly approve Data Sharing requests, streamlining your order processing workflow and improving efficiency.

✱ NOTE: You must have the Administer asset share clearance to turn on this feature.

To start automatically accepting Data Sharing requests, follow these steps:

1	From the main menu, navigate to System > Settings.
2	Under the General tab, go to the Other section.
3	Toggle Yes for the Automatically accept incoming Data Share Request option.
4	Click Save changes.

Your database now automatically accepts any incoming Data Sharing requests.

Once enabled:

All incoming data shares to this database will be automatically accepted, regardless of the source.
New assets included in the data share will be automatically added to your database. Existing assets will be automatically matched and updated, preventing duplicate entries.

Important notes:

Audit Logs: All automatically accepted Data Sharing requests are recorded in the Audit Log as AutoAccept, providing a record for tracking and monitoring purposes.
User Permissions: Ensure that only authorized database administrators have the Administer asset share clearance to modify this setting.

Enabling auto-accept for Data Sharing requests streamline your data integration workflow by eliminating manual acceptance, reducing delays, and improving overall efficiency. Please note that adding shared devices may incur additional costs for the shared data stream.

Removing Data Sharing

! IMPORTANT: You can remove a device from the Target Database after accepting a Data Sharing request from a Primary Database. However, removing a device does not remove billing for the subscription. To deactivate billing, Data Sharing must be terminated. To terminate Data Sharing, please contact your Partner.

To remove a device from a Target Database:

1	From the main menu, click Assets.
2	Select the desired Asset from the list.
3	Click Asset Options and select Delete Asset.
4	Review the message in the Delete Asset dialog.Click Delete.

Viewing a terminated Data Sharing

When Data Sharing is terminated, billing is also terminated. Users on the Target database can view terminated Data Sharing requests by following these steps:

1	From the main menu, click Assets.
2	Select the desired Asset from the list.
3	On the Asset page, select the Devices & Settings tab.
4	Under Primary Device, scroll down to Data sharing.
5	Click Share Data to see where the data is shared.
6	View the Terminated Share in the Share Data pop-up that appears.