Gas-Trak Online (GTO) is a fast and effective F-Gas reporting and cylinder management solution which can be used on the move. GTO comes complete with two interconnecting elements: The Desktop Web Portal for office based staff and The Mobile App for engineers.

Gas-Trak Online (GTO) has many features that will benefit your company:

-Cylinder Fleet Manager (CFM) enables you to manage your cylinders and control rental costs

-Track Cylinders by location and engineer

-Record any supplier's cylinders

-Cylinder rental status reports and traffic light warning system

GWP and CO2 equivalent calculator

-Information on leak checking frequencies

-Allocate jobs to engineers to access on their app

-Record gas usage by customer, site and equipment

-Easily generate F-Gas reports via your web portal

-24/7 access to F-Gas tracking and reporting

GTO has been developed in-house by A-Gas. A-Gas is a market leader in the supply of refrigeration and air conditioning products. With years of experience in the industry and from managing a complex cylinder fleet, tracking cylinders and the molecules within the cylinders is something A-Gas prides itself on. A-Gas has used its knowledge, skills and expertise to develop an app with the contractor and end user in mind.

GTO has been designed to allow any cylinder number to be entered, regardless of where it came from.

No problem! Please email support@gastrakonline.com or call 01275376600 and specify a time which suites you. The GTO Support Team offers full remote demos which take 30-45 minutes and cover both the GTO App and Desktop Web Portal. 

Register for your free 14 day trial GTO account:

1. Website-click the Register button at the top of the page and fill in the requested details.

2. GTO App- download the app from the Google Play Store or Apple App Store, click the Resister and Manage account button and fill in the requested details.

This log in will give you access to the GTO App and The Desktop Web Portal.

We can extend the free trial if needed.

Yes, GTO comes complete with two interconnecting elements: The Mobile app for engineers and The Desktop Web Portal for office staff.

Yes! We'll help you get your data in the right format and then get it uploaded to your account to make sure your account is up and running as quick as possible.

No, GTO has been specifically designed by industry experts for the HVACR industry. GTO was built with the main aim to ensure F-Gas compliance via our F-Gas Reporting module and to give contractors the ability to track their cylinder fleet using the Cylinder Fleet Manager (CFM) module.

To restrict an engineer's access on GTO navigate and log in to the portal website and click on the gas-trak online home tab. Then click the user setup tab in the bottom left hand corner which will bring up your list of engineers. Highlight the engineer in question and click the advanced button. This will open the user permissions screen for that engineer where you can adjust their permission to several functions. Once complete click ok which will save the changes made.

No! You have 2 weeks free access to the full GTO package. If after this you wish to extend your trial, just contact the GTO team, see above for instructions. After the free trial you can purchase your licenses through your Desktop Web Portal. 

Any users after 20 negotiable.

• This decision is completely down to you, the reason we have added the option to pro rata any new user is so that you can keep all your payments in line with each other. To make the process easier for you we want you to be able to renew all your licenses in one payment but also understand that you may require new licenses throughout the year. The pro rata works out the daily rate (cost) up to the expiry date of the previous licenses purchased resulting in all your licenses expiring at the same time

• As you already have 5 users, the 6^th user will be charged at the 6-10 price band. You are also able to pro rata this to match up with your current license holders and then when you come to renew all 6 users would be in the 6-10 price band.

Yes this is possible. The license manager will need to logon to the portal website and navigate to the gas-trak online management tab and click user setup. The user setup will give him an overview of all the engineers connected to his account with a column on the right stating active, yes or no. In order to edit which engineer uses the active license you will need to select the relevant engineer and click edit. This will bring up the edit user tab where you can change the active field from yes to no. Then repeat the process for the engineer you want to make active. A note at the bottom of the user setup page indicates how many engineers you are currently licensed for.

GTO distributor allows HVAC/R distributors to track returnable cylinder stock across their branch networks and on loan at customer sites. 

For more information please visit GTO Distributor.

GTO Contractor provides HVAC/R contractors with an integrated stock management, job management and insightful reporting tool. 

For more information please visit GTO Contractor. 

GTO Distributor comprises of two product offerings which can work together or independently

1. Cylinder Fleet Tracking - manages your in-house cylinder fleet.

2. Customer Cylinder Web Portal - enables you to provide the benefits of GTO to your customers. You do not need the cylinder fleet tracking platform to take advantage of the cylinder web portal. 

Visit our GTO Distributor page to find out more. 

You need to be running iOS software version 10.2 or above in order to use GTO. This software is available from iPhone 4 and above.

The GTO support centre is open Monday to Friday 08:00 to 17:00 and can be contacted by calling +44] (0) 1275 376600. Alternatively please contact the GTO support team via the contact us link at www.gastrakonline.com, or by emailing support@gastrakonline.com directly.

If you forget your username and password navigate to the GTO log in screen and click register/manage account. Then click the reset password box where you will be prompted to enter your username and click send request. A secure email will then be sent to the email address entered when registering with GTO which will include a link and instructions on how to reset your password. Alternatively if you have a lead engineer who manages your account you can ask them to do this for you. They will need to log into the portal website and navigate to the gas-trak online management tab and click user setup. They will then need to select the relevant engineer and click the password reset button. A secure email will then be sent to the relevant engineer which will include a link and instructions on how to reset your password.

Finally you can also contact the GTO support team who will be happy to reset your password.

Please contact the GTO support team as advised above.

The GTO home screen displays several icons and is the primary access route to other screens. You can see a list of all the functionality icons that are available for you to use according to your credential privileges. These include but are not limited to GWP Calculator, Customers, Jobs, Cylinder Tracking, Cylinder Stock, Sync, Settings, Help and Log Out.

Simply click on the icons to access their functions.

On the app you can track cylinders and see other engineers stock, complete jobs and use the GWP Calculator.

With certain permissions you can add and edit:

Customers

Sites 

Equipment

Jobs

Everything that is done on the app transmits over to the web portal.

A completed job will stay on the app for 7 days.

The software version can be found by scrolling to the foot of the home page.

On the web portal you can add, edit and delete:

customers

sites

equipment

jobs

cylinders

Run all reports including F-Gas ones, set up cylinder rental pricing and manage engineers permissions.

Yes there is, we can do a bulk up load for you if the information is in an excel format.

The jobs stay on the portal indefinitely, there are calendars which you can use to toggle on and sort.

Global Warming Potential is a relative measure of how much heat a greenhouse gas traps in the atmosphere. It compares the amount of heat trapped by a certain mass of gas to the amount of heat trapped by a similar mass of carbon dioxide. GWP is expressed as a factor of CO₂ (i.e. the CO₂ equivalent).

CO₂ equivalent is a measure used to compare the emissions from various greenhouse gases based on their GWP.

The CO₂ equivalent of a quantity of F-Gas is calculated by multiplying the mass of the gas by the gases GWP.

e.g. What is the CO₂ equivalent of 10kg of R404A?

Mass of F-Gas × GWP of F-Gas = CO₂ equivalent
10kg × 3922= 39220kg CO₂ equivalent

Under new F-Gas regulations all refrigerant use and records are to be reported using the CO2 equivalent. The GWP calculator calculates the CO₂ equivalent of a mass of gas you use ensuring you comply with your reporting obligations under the new F-Gas Regulations. For full details on the new F-Gas regulations visit https://www.gov.uk/government/collections/eu-f-gas-regulation-guidance-for-usersproducers-and-traders

The customers screen displays a list of your current customers.

GTO App: To add a new customer click on the customer's icon and then add. Enter the name of the new customer into the customer name box and click done and then save to save your changes. Once a customer's name has been added you can add the site addresses.

Web Portal: Navigate to gas-trak online home tab on the portal website and click on the customers tab. Then click on the add tab which will bring up the add edit customer field where you need to enter the customer name and click ok. Again you can then add the site addresses.

GTO App: To add sites to your customer you firstly need to click on the relevant customer. This will open the customer site screen where you need to click add in the top right hand corner of the page. This will prompt you to fill out the customer's site details, contact details, and address details. Once completed click done and save. If you don't have all this information available to hand, simply leave the fields blank and edit them whenever appropriate. If your customer has more than one site then repeat the process for each site. If you enter several sites for one customer you will be able to see them listed together under the customer sites screen.

Web Portal: Click to highlight the customer you want to add site details for and click sites. This will bring up that customers sites screen. Click add and enter the site details and ok to save your changes.

We can do a bulk up load for you for all your Customer, Sites and equipment.

GTO App: To assign equipment to a customer you need to firstly have their sites set up as outlined above. Click the customers icon and the customer you are referring to which will take you to the customer sites screen. You can find the site by using the look up glass or scroll through all the sites, click on the relevant site which will take you to the equipment screen for that site. Then simply click the add button in the top right hand corner and fill in the required equipment details and click done and save. After you save it will take you back to the equipment screen for that site where you can add more equipment or edit the equipment currently stored at that site. If you have an equipment list for a specific customer and site that you would like uploading please contact the GTO support team at support@gastrakonline.com*.

Web Portal: Navigate to the customer and site you want to add equipment for, highlight the relevant site and click equipment. On this screen you can add, edit or delete any equipment details associated with that site.

The reporting function provides you with a range of F-Gas reports where you can identify FGas usage by customer, site and equipment. To access your F-Gas reports, visit your secure web portal at and simply sign in to your account by clicking 'sign in' on the home page (Note: The reporting function is only available on the web portal and not the app). Customers with the free service will be able to access an F-Gas Logbook report and customers with the enhanced service will be able to access comprehensive contractor and operator reports. If you wish to upgrade to the full GTO package please contact the GTO support team at support@gastrakonline.com*

The enhanced service provides access to a range of F-Gas reports. These include operator reports:

1. F-Gas Enhanced Logbook: Customer, Equipment, Site, Building Area, Date, Job Type, Engineer, F-Gas Number, Product, Quantity (kg), Added/Removed and Comment.
2. F-Gas Usage: Customer, Site, Building Area, Equipment, Date, Added/Removed, Quantity (kg), Description, Engineer, F-Gas Number and Cylinder Number.
3. Leak Test Report: Customer, Site, Equipment, Date Tested, Engineer, F-Gas Number, Comments, Next Test Due (Without Fixed) and Next Test Due (With Fixed).
4. F-Gas Register: Customer, Site, Building Area, Equipment, Product, Quantity (kg), GWP, CO₂ Equivalent (kg).

They will also have access to several contractor reports:

1. Engineer Refrigerant Usage: Engineer, Refrigerant Added (kg, Refrigerant Recovered (kg) and Date Created.
2. Engineer Jobs: Engineer, Date, Customer, Site, Equipment, Work Number, Job Type and Description.
3. Engineer Refrigerant Cylinder List: Engineer, Cylinder Number, Date On Site, Quantity (kg) and Customer.

With the enhanced service you can have all engineers linked to one reporting facility. Please contact support@gastrakonline.com for further details*.

If you require customised reporting for your customers* please contact the GTO support team via the contact us link at www.gastrakonline.com, by emailing support@gastrakonline.com or by phoning [+44] (0) 1275 376600 and speaking to a member of the GTO Support Team who are on hand to help.

Paying Customers and Customers on a free trial gives you unlimited access to several F-Gas reports, contractor reports and operator reports. This can make you valuable savings in comparison to our competitors who charge continually per F-Gas report!

Yes you can. In each screen there is a download button which will create an excel report for you.

The Cylinder Fleet Manager (CFM) tool enables users to track their cylinder fleet and help users control their cylinder rental bill.

The CFM application is available for paying Customers and Free trials only found under the Gas-Trak Online Management tab on the web portal. 

If you do not know the rental terms of a specific cylinder then leave the rental fields blank when adding the cylinder. These details can be updated whenever appropriate by highlighting the cylinder clicking edit and entering the relevant rental details. Please note, if no rental terms are entered, the rental function of this application will not be accurate. If the rental terms have been entered on the pricing matrix, when an engineer enters a cylinder out in the field the rental terms will automatically be picked up for that type of cylinder. An engineer can not add rental terms to a cylinder in the field.

Yes you can and this will automatically download on to the app. 

The Remaining Product box indicates the amount of product left in a cylinder in relation to the Cylinder Start Weight entered when adding the cylinder to your CFM. In order for the Remaining Product box to update for all cylinder types the cylinder number in the CFM needs to match the cylinder number entered by the engineer in the GTO app. There are some differences between the three cylinder types outlined below:

Product Cylinder: Product cylinders also require the product in the CFM to match the product entered by the engineer on the GTO app. Within the GTO app if the product added/removed by the engineer is different to the product stored on the CFM for that cylinder then the Remaining Product will not update.

R&R Cylinders: R&R cylinders work in the same way as the product cylinders although they do not have to have a particular product allocated to them. This is due to the use of R&R cylinders in the industry. For R&R cylinders the Remaining Product will update regardless of if the products between the GTO app and CFM match or not. R&R cylinders always have a start weight of zero and will incrementally increase as engineers recover products on a job.

The Rental Status column identifies if cylinders are currently being charged a rental charge based on the rental rules entered into your CFM. There are three different Rental Status’s:

i) No Charge: cylinder is within its free rental period and isn’t incurring rental charges and is colour coded green.

ii) Charge Due: cylinder is coming towards the end of its free rental period and will start to incur charges in under 2 weeks (or the time period you select). Consider returning cylinder soon and it is colour coded orange

iii) Charge: cylinder is currently incurring rental charges and requires returning and is colour coded red.

The Charge Due period is automatically set at 2 weeks but can be changed by simply increasing or decreasing quantity of weeks within the Charge Due Period box. For example increasing the Charge Due Period to 3 weeks will make any cylinder within 3 weeks of the end of its free rental change Rental Status to Charge Due. This allows users to set a longer warning period for cylinder that are reaching the end of their free rental period, giving you more advanced warning.

The Charge As Of box indicates the rental information that is being displayed for that specific date. This date can be changed forward or backwards to see what status your cylinders will be in a month down the line or historically. This allows users to generate reports of how much they will be charged for their cylinder stock list in a months’ time if none of the cylinder are returned. It also allows users to pick out cylinders that will incur a rental charge first and so prioritise returning them.

Leave the product field blank, for R&R cylinders this is not a mandatory field.

To view cylinder Movements simply click to highlight the relevant cylinder and that cylinders Movements box will be displayed at the bottom of the CFM page. The Movements box contains information on Movement Type, Location, Movement Date and Moved By.

Yes, to switch between your Current Stock and Historic Stock list click the Display History button at the top of the CFM page and pick Yes. This will display your entire stocklist including cylinders in your current stock and cylinders that have been used and returned.

The Track Cylinders screen gives users the ability to collect and return cylinders which links directly to their web portal CFM.

Yes you can. in each screen on the portal there is a download button which will create an excel report for you. The engineers can also use the cylinder stock on their app.

The settings screen consists of several options where adjustments can be made to best suit your current working environment. The settings screen allows you to adjust the sync frequency, connection check timeout, save timeout and load timeout.

The sync frequency dictates the time interval in seconds that an automatic sync will occur between 2 and 600 seconds as desired. Setting the slider to 0 will turn automatic syncing off and if this setting is changed then it is necessary to restart the app in order for changes to take place.

Auto sync can be switched on or off at any point by clicking the engineer's name which appears in the top left corner of the customers, jobs and settings screens. GTO will then ask you if you want to turn auto sync off. Once switched off repeat the process to switch it back on again.

The connection check time out dictates the time interval in seconds that is used by the app to determine if a valid connection to the server can be established. This can be adjusted from 1-5 seconds using the slider bar and is only used at the first stage of the process when a sync is requested; if this fails then the sync will not be attempted.

The save time out dictates the time interval in seconds that a packet of data that needs to be saved will be attempted before the action is aborted. This can be adjusted from 3 to 60 seconds using the slider bar and is meant for areas where connection speed is slower than expected to allow more time for the packets to be uploaded. If auto sync is set to off then the save will not be attempted which is useful in areas with no signal.

The load time out dictates the time interval in seconds that a packet of data that needs to be loaded will be attempted before the action is aborted. This can be adjusted from 10 to 600 seconds using the slider bar and is meant for areas where connection speed is slower than expected to allow more time for the packets to be loaded. Again, if auto sync is set to off then the load will not be attempted which is useful in areas with no signal.

It is recommended to have a higher time out threshold and longer save and load time outs in areas of low signal strength. This means if signal is poor you don't have to wait for long periods for a time out to occur.

It is recommended to have a lower time out threshold and shorter save and load time outs in areas of high signal strength. Please note that longer time outs will not slow the process of saving or retrieving data in high signal strength areas. It is for the benefit of low signal strength areas.

If auto sync is switched off it will not poll or attempt to save any data. In this case the data will be saved locally until a network is available and you choose to manually sync the data using the sync icon. A small red circle will appear over the sync icon to inform you that data still needs to be synced with the database.

The red circle means that there is outstanding data that needs syncing to the database. This could be due to poor signal strength or if the auto sync is switched off. Press the sync icon with the red circle overlaying when signal becomes available. This will sync all outstanding data to the database and the red circle will disappear.

The most common networks are listed below in order of speed but bear in mind signal strength also plays a role in determining actual speed.

1. WiFi
2. 4G
3. 3G
4. Edge
5. GPRS
6. 2G

If you have no internet connection or your device's auto sync function is switched off then your data will be stored locally on your device until a connection is established, a manual sync is performed or the auto sync feature is switched back on. A small red circle will appear over the sync icon on the customers, jobs and settings screen to indicate outstanding data needs syncing. The only circumstance in which you can lose data is if you have no connection when data is trying to sync with the data base and you select the reset button in the settings screen which fully resets the app.

This will depend on what sync frequency you have set in the settings screen and what network strength you are receiving. For example if you have a sync frequency of 60 seconds and a good network connection then your device will sync with the data base every 60 seconds meaning you can access any saved data on the web portal facility after 60 seconds. If you have no network connection then your data will not be available on the portal until a connection is made and a sync takes place.