FAQ's

  • A.

    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.

  • A.

    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

     

  • A.

    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. 

  • A.

    Register for your free GTO account by:

    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.

  • A.

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

  • A.

    Yes! Every account has automatic access to the Enhanced Service for 2 weeks. After this all users are entitled to a 30 day free trial. To activate click 'Activate GTO Voucher' and enter the code GTOWEB. If you need multiple engineers added to your account then please email or call the GTO support team who will be happy to add additional licenses to your account.

  • A.

    No! You have 2 weeks free access to the Enhanced Service and are entitled to a further 30 days free trial. See above for instructions. After this period you can either purchase your enhanced service licenses through your Desktop Web Portal or your account will return to a Free license account.

  • A.

    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.

  • A.

    No, GTO has been specifically designed by industry experts for the HVAC 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.

  • A.

    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, Reporting, Sync, Settings, Help and Log Out.

  • A.

    The screen is used as a launch screen for the currently available functionality icons. Alternatively the icon bar can be used to access the Customers and Jobs functions as well as return to the home screen.

  • A.

    Simply click on the icons to access their functions.

  • A.

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

  • A.

    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).

  • A.

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

  • A.

    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

  • A.

    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 www.gov.uk/government/collections/eu-f-gas-regulation-guidance-for-users-producers-and-traders

  • A.

    The customers screen displays a list of your current customers.

  • A.

    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, so can their sites.

    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.

  • A.

    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. If you have a customer list you would like uploading please contact the GTO support team at support@gastrakonline.com*.

    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 where you can add site details. Click add and enter the site details and ok to save your changes.

  • A.

    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. 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.

  • A.

    The jobs screen displays a list of the current user's jobs, displayed in alphabetical order and detailing the customer, customer site, work number, job type and whether the job is active or complete. Clicking on a particular job will take you to the job detail screen.

  • A.

    If you are creating a job using the app then you need to have firstly entered the relevant customer details and equipment into the app. If you are creating a job using the web portal then you are only required to have the relevant customer details entered into the app.

    GTO App - Jobs Icon: To create a job using the jobs icon you firstly need to have the relevant customer details, site details and equipment details entered into the app. Then simply click on the jobs icon and click add in the top right hand corner of the jobs screen. Select the customer, site and equipment details from the drop down boxes provided. Enter the work reference number, job type and description if necessary and click create job. This job will then appear in your job screen.

    GTO App - Customers Icon: Jobs can also be created by navigating to the customer sites screen. Within this screen click the relevant site you want to create a job for which will take you to the equipment screen for that site. Click on the piece of equipment you want to create a job for which will automatically open the create job screen. As stated above enter the relevant details and click create job. This job will then appear in your job screen.

    Web Portal: To create a job using the portal website navigate to gas-trak online home and click on the jobs tab. This will open your current job list for all your engineers where you need to click the add tab. This will open the add edit job tab where you can enter the relevant information to create a job. As stated previously, when creating jobs using the portal we understand that you won’t necessarily know what piece of equipment your engineer will be working on. In this case leave the equipment field blank and create the job. When the engineer clicks on that job in the GTO app they will need to select the relevant equipment from the drop down box and press update. That will update the job and take them to that job detail screen where they can complete the job and save any changes made.

  • A.

    Within the app and relevant job details screen press the add cylinder button in the top right hand corner. This will open the gas usage screen where you can enter your cylinder number, product, direction (in/out), weight (kg) and waste consignment if applicable. Click the save button at the bottom of the screen to save your changes.

  • A.

    Navigate to the job screen and click on the job in question which will take you to the job details screen. You can then add any work performed in the comments box provided and slide the completed slider to complete which turns the slider area green. Then click save to save your changes.

  • A.

    GTO App: Navigate to the job screen and click the edit button in the top right hand corner. Then click on the job you want to edit and click edit selection which will take you to the create job screen. It is now possible to change the customer, site, equipment, work reference, job type and description. Change whatever's necessary and click update. This will take you back to the job detail screen where your updates should be visible and you can click save to save your changes. It is also possible to edit your cylinder selection by clicking the cylinder already entered and editing whatever details necessary.

    Web Portal: Navigate and click to highlight the job you want to edit and press the edit tab. This will bring up the edit job tab where you can edit any of the job details. Click ok to save your changes.

  • A.

    To reactivate a completed job click on the relevant job in the jobs screen. This will bring up the job details where you need to scroll to the bottom of the page and slide the completed slider left from green, back to white. If you then click save you will be taken back to the jobs screen where the job will appear with active next to it. You can then make amendments and complete the job again whenever necessary.

  • A.

    Once completed jobs will be displayed on the app for 7 days. After this the jobs will be removed from the app and will only be available on the portal.

  • A.

    The hazardous waste consignment field will only become active for the required job types. These are a retrofit or decommission where refrigerant leaves a system.

  • A.

    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*

  • A.

    The free version of the app provides access to an F-Gas Logbook report which includes information on Customer, Site, Product, Added/Removed and Usage (kg). This is a report for an individual account only.

  • A.

    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*.

  • A.

    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.

  • A.

    Yes, the free version of GTO gives you unlimited access to the F-Gas Logbook report found on the portal website. The GTO enhanced version 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!

  • A.

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

  • A.

    The CFM application is available for Enhanced Service users only and can be found under the Gas-Trak Online Management tab on the web portal. If you are not yet an Enhanced Service user contact the GTO support team to find out how to subscribe.

  • A.

    Click add which will bring up the Cylinder Fleet Manager Add Edit screen. You will then be required to enter the Cylinder Number, Cylinder Type, Product, Weight, Location, Notes, Supplier, Wholesaler, Free Period Type, Free Period Duration and Rental Value. Once complete click ok and the cylinder will show up in your Current Stock list.

  • A.

    Highlight the relevant cylinder and click edit. You can then edit the required information and click ok to confirm. 

  • A.

    Highlight the relevant cylinder, click delete and ok to confirm.

  • A.

    Cylinder Type is an option to allow users to add Product, Recovery and Receiver cylinders (R&R) and Service Gas cylinders to the database.

  • A.

    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.

  • A.

    Highlight the relevant cylinder and click transfer. This will open the Cylinder Fleet Manager Transfer box where you can enter the new cylinder location or the engineer who has the cylinder in their possession. 

  • A.

    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.

  • A.

    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

    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

    iii) Charge: cylinder is currently incurring rental charges and requires returning

  • A.

    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.

  • A.

    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.

  • A.

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

  • A.

    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.

  • A.

    Highlight the relevant cylinder and click Return. This cylinder will then automatically be moved from your current stock list to your historic stock list.

  • A.

    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.

  • A.

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

  • A.

    To add a cylinder click the track cylinders icon and select the direction collected and scan the cylinder barcode or enter it manually and click add. If necessary enter the cylinder type, product, weight, supplier, wholesaler, cylinder number and reference. Click transmit to confirm and the cylinder will now be displayed on your web portal CFM.

  • A.

    To return a cylinder click the track cylinders icon and select the direction returned and scan the cylinder barcode or enter it manually and click add. If necessary enter a reference and click transmit to confirm and the cylinder will now be moved to your historic cylinder record.

  • A.

    To add or return multiple cylinders at once select the direction you require, scan or manually enter the cylinder barcode and press add. Then repeat the process as many times as you like. After you have scanned all the cylinder you require click transmit and the cylinders will be moved across to the web portal CFM.

  • A.

    GTO's enhanced service gives you access to several operator and contractor reports as well as giving you the ability to manage your account using the gas-trak online management service on the portal website. The gas-trak online management service has the following functions:

    1. User Dashboard - review engineer utilisation and job type split using the provided pie charts.
    2. User Setup - manage engineer permissions, activate and deactivate engineer accounts and review the amount of user licenses you have.
    3. Customers - Provides a web based portal version of the customer icon for the GTO app. Add or edit customer, site and equipment information.
    4. Jobs - Provides a web based portal version of the jobs icon on the GTO app. Add, edit or delete jobs from within this tab and keep an eye on gas usage for active and completed jobs.
    5. Activate GTO Voucher - redeem your GTO 30 day free trial voucher code.

    With the enhanced service you also have the ability to link all your engineers to one account which is essential for reporting purposes and reviewing the performance of individual engineers.

  • A.

    GTO 30 day free trial vouchers will be issued to any customers interested in experiencing our enhanced service as well as being located at www.gastrakonline.com and on emails from The GTO Support Team. To redeem your vouchers simply log into the Web Portal click Gas-Trak Online Management and Activate GTO Voucher. Enter your voucher code and click Activate. You will then automatically be given access to our enhanced service for 30 days. After the 30 day trial expires you can either pay for a yearly subscription to GTO's enhanced service or your user account will return to only having the free features accessible.

  • A.

    To sign up for the enhanced service, you need to pay a yearly subscription fee for however many users you require. In order to do this sign into your portal account and click on the tab gas-trak online management and user setup. This screen provides you with all the users associated or linked to your account. To buy an enhanced service license click the license manager button which will bring up details on your current license. Then click the add additional users button which outlines the current price band and allows you to select how many user licenses you want to purchase. After you've selected the quantity of users you want to purchase, click confirm payment and then make payment which will take you a remote World Pay website where you can enter the relevant payment information. After your payment has been confirmed you will have access to the enhanced service and will be able to set up other users depending on how many licenses were purchased.

  • A.

    The enhanced service license lasts for 1 year and for the most recent price list please check the Web Portal or contact The GTO Support Team. In order to renew a license please see our guide 'Enhanced Service Renewal Guide' located at www.gastrakonline.com.

  • A.

    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.

  • A.

    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.

  • A.

    As you already have 5 users, the 6th 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.

  • A.

    Yes, in order to renew your enhanced service license before it expires the license manager needs to logon to the portal website and navigate to the user setup tab under gas-trak online management. They should then click the license manager button and the renew a license button. For more information on license renewals see our user guide 'Enhanced Service Renewal Guide' located at www.gastrakonline.com.

  • A.

    Payment for our enhanced service is taken via World Pay who provide secure payment services for a range of different businesses. All payments can be made using a variety of debit and credit cards, please see the World Pay website for more details.

  • A.

    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.

  • A.

    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.

  • A.

    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.

  • A.

    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.

  • A.

    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.

  • A.

    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.

  • A.

    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.

  • A.

    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.

  • A.

    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.

  • A.

    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.

  • A.

    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
  • A.

    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.

  • A.

    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.

*Annual subscription charges may apply - please contact the GTO support team for more information.