2025 Updates to Geotab ELD Functionality

Special Bulletin for Transflo Telematics, ELD, and HOS Customers

This KB article continues to evolve over time to advise you before certain updates are made by Geotab to help you get a head start in planning for future impacts to your fleets and drivers using Geotab features in Transflo apps.

Fleet managers can periodically check this page or MyGeotab and Geotab Drive Release Notes to learn more about past, present, and future updates that might impact your fleets.

New! Shorten or Remove Yard Moves (YM) or Personal Conveyance (PC)

Announced: October 15, 2025

Implemented: TBD by Geotab | Coming Soon with Potential Impacts to Your Fleets and Drivers

Per 49 CFR 395.28 and supporting guidance, limited editing will likely be permitted to time previously classified as Yard Move (YM) or Personal Conveyance (PC).

In November or December of 2025 or in early 2026, Geotab will be releasing a much-requested update to ELD and HOS functionality allowing limited edits to YM and PC within regulatory allowances. The upcoming feature will allow the editing of eligible periods of PC and YM by either shortening the time classified as YM or PC, or removing the YM or PC special indicator completely (re-classifying the time as DRIVE or OFF).

The FMCSA currently prohibits the following edits:

Editing of Drive (D) time to PC or YM
Editing of periods of PC or YM in which there is movement of the vehicle to any status other than DRIVE (D)
Reclassification of PC to YM or YM to PC

The FMCSA has identified the following edits as permissible:

Editing of PC or YM to DRIVE (D) status
Editing of PC or TM time in which no movement of the vehicle is recorded, to a non-driving status such as OFF

To learn more, see New! Shorten or Remove YM or PC Time in HOS Logs and MyGeotab and Geotab Drive Release Notes.

Accurate Logs When Drivers Switch Vehicles During an Exemption

Announced: June 20, 2025

Implemented: July 29, 2025 in Geotab Patch 11.84

Geotab released a new update to help you keep your Electronic Logging Device (ELD) HOS logs accurate and compliant. This update addresses an issue that occurs when a driver switches vehicles while in an active special driving category, such as Personal Conveyance (PC), Yard Move (YM) or an HOS-exempt status.

Drivers will see a confirmation prompt when they switch vehicles while an exemption is active. This change confirms the driver's time is always recorded correctly and that their ELD functions as expected.

No action is required to enable this update to the existing Geotab Drive app functionality. Drivers should be made aware that if they switch vehicles while in a special driving category, they will see a new prompt and must make a selection to ensure their logs are recorded correctly.

To understand how it will work, follow these example steps:

As a driver in vehicle V1, activate an HOS exemption such as PC or YM.
For any number of reasons, have the same driver switch to vehicle V2.
The following new Exemption Confirmation prompt will appear at some point in 2025, perhaps as early as July 2025 (these changes were rolled out in late July and early August 2025):
Decide how to proceed:
- End Exemption: Tap this option to end the PC or YM exemption. The special driving category will end at the time of the vehicle change. The driver will then be in a standard ON duty or DRIVE status in their new vehicle.
- Yes: Tap Yes to continue the exemption. The system will create a new PC, YM, or HOS-exempt record that is correctly associated with the new vehicle. The time of the vehicle switch is clearly tracked and all compliance rules apply correctly to the new vehicle.

Data Retention and Requests to Purge Historical Data

Announced: May 1, 2025

Implemented: on or before December 31, 2025 by Geotab in phases

As part of data best practices and in an effort to ensure systems continue to operate at peak efficiency, Geotab will issue requests to fleet administrators to remove or purge data older than two years. From April to September of 2025, Geotab has started automatically applying a 2-year or 4-year retention period to all customers. Database administrators will have 3 weeks to adjust the retention period before data is deleted.

By default, data retention is set to 2 years. In cases where organizations have specific data retention requirements that differ from the standard two-year policy, database administrators can manually adjust retention settings to meet those requirements. The time period options vary based on the category of data up to a maximum of 8 years (not recommended and subject to change; to improve performance we recommend shorter data retention time periods with 2 years as a standard default setting).

Data categories include:

Driving and Exception data
Fuel Transaction data
HOS data
Asset Inspection data
Personal Trip data

Note: Retain all data necessary to satisfy your organization's legal and regulatory requirements. After Geotab data is purged, telematics providers including Transflo no longer have any access to that data. All Transflo customers can continue to purge or download your data using the myGeotab fleet management application.

By October 2025, fleet staff using MyGeotab or the Transflo Telematics branded edition of the MyGeotab portal have already received the following reminder about the 2-year limit for the data purge policy:

Auto On-Duty Timing Change and Max PC Limit for US Drivers

As previously announced in early 2025, Geotab released modifications to their ELD functionality to align with compliance directives issued by the FMCSA and Transport Canada. Geotab Drive, Transflo HOS, and Transflo Mobile+ apps have automatically received the updated functionality when it was released. These changes are specifically related to the handling of Maximum Personal Conveyance Limits and Time Recorded for Automatic On-Duty Status Changes.

As a leading Geotab partner and reseller, Transflo highly recommends that carriers and drivers review the changes to understand how these changes could impact your Hours-of-Service (HOS) management and operational policies. Details can be found on the Geotab Support site at the links provided below:

Future Change:	Jurisdiction:	Learn More:
Automatic On-Duty Timing Change Before this change: After a vehicle comes to a stop for six (6) full minutes, the automatic ON-duty not driving status is back-dated to six (6) minutes earlier. After this change: After a vehicle comes to a stop for six (6) full minutes, the automatic ON-duty not driving status is created. This can result in a six-minute difference between the current functionality and the upcoming change. If a driver manually changes their status before the automatic change, their manual changes are preserved and the automatic status change will not occur and will not change their status.	Yes	Yes	Geotab Release Notes Draft Document Auto vs. Manual Changes After a Stop
Maximum Personal Conveyance Limit for US Drivers* Drivers in the US can no longer automatically exit Personal Conveyance (PC) once they reach the maximum PC distance set for their user. Instead, a new system log is created for Administrators to use that can be reported on. This allows Administrators to track the drivers in their fleets that exceed their expected PC use in a day, but does not automatically put the driver into Drive status once they reach the expected maximum PC limit.	Yes	No**	Geotab Release Notes (scroll down to Jan 31, 2025) Draft Document Start or Stop a Personal Conveyance HOS Exemption Set a Maximum PC Distance Per Day

Future Change:

Jurisdiction:

Learn More:

FMCSA USA:

Transport Canada:

Automatic On-Duty Timing Change

Before this change: After a vehicle comes to a stop for six (6) full minutes, the automatic ON-duty not driving status is back-dated to six (6) minutes earlier.

After this change: After a vehicle comes to a stop for six (6) full minutes, the automatic ON-duty not driving status is created. This can result in a six-minute difference between the current functionality and the upcoming change. If a driver manually changes their status before the automatic change, their manual changes are preserved and the automatic status change will not occur and will not change their status.

Yes

Geotab Release Notes

Draft Document

Auto vs. Manual Changes After a Stop

Maximum Personal Conveyance Limit for US Drivers*

Drivers in the US can no longer automatically exit Personal Conveyance (PC) once they reach the maximum PC distance set for their user. Instead, a new system log is created for Administrators to use that can be reported on. This allows Administrators to track the drivers in their fleets that exceed their expected PC use in a day, but does not automatically put the driver into Drive status once they reach the expected maximum PC limit.

Yes

No**

Geotab Release Notes (scroll down to Jan 31, 2025)

Draft Document

Start or Stop a Personal Conveyance HOS Exemption

Set a Maximum PC Distance Per Day

Notes:

* The updated Personal Conveyance limit exceeded message will only display within the Geotab dashboard.

** When using PC under Canadian HOS/ELD regulations, drivers will continue to be switched to DRIVE status automatically when they have exceeded 75.0 km for the day.

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