DEVICE INSTALLATION SCANNING TOOL
DEVICE INSTALLATION SCANNING TOOL - USER MANUAL
PURPOSE OF THIS MANUAL:
This manual guides you through the process of registering a vehicle and device on the MyToyota system.
Whether you are new to the workflow or need a quick refresher, this guide will take you step-by-step through the system operations.
WHAT YOU NEED TO GET STARTED:
Before beginning the registration process, you must have a login account.
Your username and password must be requested from your supervisor before you can proceed.
USER ACCOUNT REQUEST INFORMATION
When you need to create a new scanning tool account, please prepare and share the following details with your manager:
- Username (Used for logging in)
• Requirements:
– Maximum 150 characters
– May include letters, digits, and the following characters: @ . + – _
- Password (Used to verify user login)
• Requirements:
– Must contain at least 10 characters
– Must include at least 3 of the following character types:
– Lowercase letters
– Uppercase letters
– Numbers
– Symbols
- Distributor Project ID
• Please request and confirm the Distributor Project ID with your manager.
- Distributor Project Fleet Name
• Please request and confirm the Fleet Name with your manager.
- Authority Level
• Select one of the following access levels:
– Full Permission
– Maintenance View Mode
VEHICLE & DEVICE REGISTRATION
IDENTIFY THE VEHICLE
To register a vehicle in MyToyota, start by entering its 17-digit VIN using one of these methods:
1. Scan Barcode: Tap the camera icon to open your device’s camera and scan the VIN automatically.
2. Manual Entry: Type the full 17-digit VIN into the field.
3. Note: Once all 17 digits are entered or scanned, the system will automatically display the vehicle details.
VEHICLE INFO FEATURES:
A. Vehicle Tab: The installation tool opens on the Vehicle tab by default.
B. Enter VIN Number: Type the 17-digit VIN manually if preferred.
C. Scan Barcode: Opens the camera to scan the VIN.
SCAN BARCODE
After selecting the Scan button, your device’s camera will activate. Position the camera in front of the vehicle’s VIN barcode; the system will automatically read the code and populate the VIN field.
VEHICLE INFO FEATURES:
A. Photo Album: You may also select this option to upload a VIN barcode image from your device’s photo gallery instead of scanning.
TIPS & CAUTIONS:
1. Location: If you cannot find the VIN on the vehicle, please check with your supervisor.
2. Lighting: Poor lighting, such as in a dark garage, may affect barcode scanning. Ensure the barcode is well-lit for best results.
3. Alignment: Hold your phone steady and keep the barcode within the on-screen frame until the scan completes.
VEHICLE VIN SCANNING
VEHICLE INFORMATION
Once the VIN has been entered, continue by completing the remaining vehicle details as outlined below.
ADDITIONAL VEHICLE INFORMATION:
A. Brand: Use the drop-down menu to select the vehicle’s brand.
B. Model: Select the correct vehicle model from the drop-down list.
C. Year: Choose the model year for the vehicle.
D. Katashiki: Select the appropriate Katashiki for the vehicle.
After all vehicle details have been entered, click Link Device to proceed with registration and installation.
E. Link Device button: Click the button to confirm the vehicle information entered. Then, the system will continue the process to the ‘Device Info’ page
IDENTIFY THE DEVICE
After completing the vehicle information, continue with device registration. Provide the device details using one of the methods below:
- Scan the QR Code: Tap the camera icon next to the IMEI field to open your device’s camera and scan the IMEI QR code.
- Manual Entry: Type the full 15-digit IMEI directly into the input box.
- Note: Once all 15 digits have been entered or scanned, the system will automatically display the additional device information fields.
DEVICE INFO FEATURES:
A. Device Tab: The installation tool automatically opens on the Device tab.
B. Enter IMEI Number: If entering the IMEI manually, type the complete 15-digit IMEI into the dialogue box.
C. Scan QR Code: Tap this button to open your device’s camera and scan the IMEI QR code.
SCAN QR CODE
After tapping the Scan button, your device’s camera will activate. Position the camera over the GPS device’s QR code, and the system will automatically read it and fill in the IMEI field.
GPS Device QR code:
The IMEI QR code is printed on the GPS device itself.TIPS & CAUTIONS:
- Lighting: Scanning may fail in low-light areas (e.g., dark garages). Ensure the QR code is well-lit for accurate reading.
- Alignment: Hold your device steady and keep the QR code centred within the on-screen frame until the scan completes.
DEVICE IMEI SCANNING
DEVICE INFORMATION
Once the IMEI has been entered, continue by completing the remaining device details:
ADDITIONAL DEVICE INFORMATION:
A. Device Model: Select the device model from the drop-down menu.
B. ICCID: Enter the SIM card’s ICCID that will be paired with the device.
C. Scan ICCID: Tap this button to open the camera and scan the SIM card barcode.
D. Note: Use this field to add any additional information related to the device.
After all device details have been entered, press Save to continue to the confirmation stage.
E.Save Button: Click Save to confirm the device information. The system will automatically move to the Confirm Registration page.
SCAN SIM BARCODE
Just like scanning the device IMEI, you can also scan the SIM card barcode instead of typing the ICCID manually.
After tapping the Scan button (next to the ICCID field), your device’s camera will activate. Position the camera over the SIM card barcode; the system will automatically read it and populate the ICCID field.
SIM card barcode:
The ICCID barcode is printed on the SIM card frame (see image for reference).TIPS & CAUTIONS:
1. Lighting: Low light, such as in a dark garage, may cause scanning issues. Ensure the SIM barcode is well-lit for best results.
2. Alignment: Hold your phone steady and keep the barcode centred within the on-screen frame until the scan completes.
CONFIRM REGISTRATION (VEHICLE & DEVICE) | PART A
After completing the vehicle and device information, the system will display a summary screen showing all details for final review.
Please carefully review all vehicle and device information before proceeding. If anything needs to be corrected, tap the pencil icon in either the Vehicle or Device section to return and make edits.
CONFIRM REGISTRATION ACTIONS:
A. Edit Vehicle Information: Select this option to return to the Vehicle Information page and update any incorrect details.
B. Edit Device Information: Select this option to return to the Device Information page and correct any errors.
CONFIRM REGISTRATION (VEHICLE & DEVICE) | PART B
After confirming all vehicle and device information, complete the registration process by following the steps below:
- Review the Connection Status: Scroll to the bottom of the interface to locate the Connection section. Check the Last Connected timestamp — the most recent date and time indicate that the device is actively sending data.
- Register to MyToyota: Select the Register to MyToyota button to confirm the pairing and submit the information to the MyToyota system.
CONFIRM REGISTRATION ACTIONS:
A. Connection Section: This section shows the current status of the device:oDevice check: Device information is available, but it is not yet registered to MyToyota.
• Active: Device has been successfully registered to MyToyota.
• Standby: Device has been placed in Maintenance Mode by technicians.
B. Register to MyToyota Button: Press this button to confirm the pairing and complete the final registration of both the vehicle and the device in the MyToyota system.
CONFIRM REGISTRATION (VEHICLE & DEVICE) | PART C
After selecting Register to MyToyota, a confirmation message will appear.
Please verify that both the VIN and IMEI are correct, then press Confirm to proceed.
Confirm Registration Action:
A. Confirm Button: Press this button to finalise the pairing of the vehicle and device.
CONFIRM REGISTRATION (VEHICLE & DEVICE) | PART D
After pressing the Confirm button, the vehicle and device are successfully paired and registered to the MyToyota system.
If you need to register another vehicle, select Add Another Vehicle to return to the Vehicle Information page and begin the next registration.
Confirm Registration Action:
A. Add Another Vehicle: Tap this button to return to the Vehicle Information page and start registering a new vehicle.
CONFIRM REGISTRATION (VEHICLE & DEVICE) | PART E
Once the vehicle and device have been successfully installed and registered, the vehicle will appear in the Distributor’s Vehicle List on the MyToyota website.
Please check with the responsible person to verify that the vehicle is visible under the Vehicle Management section of the MyToyota website.
CONFIRM REGISTRATION (VEHICLE & DEVICE)
MAINTENANCE MODE
MAINTENANCE MODE SETTING | PART A
To prevent unnecessary “Device Disconnected” notifications on the customer’s smartphone when removing or working on the device hardware during maintenance, please follow the steps below to enable Maintenance Mode.
- Identify the Vehicle Scan the VIN barcode (or enter the VIN manually) to retrieve the vehicle information
MAINTENANCE MODE SETTING | PART B
Once the vehicle and device information have been retrieved, the details will be displayed on the screen.
Important note:
• In the Connection section, you will see the current status of the device. Active means the device is connected and actively sending data to the MyToyota system.
• To place the device into Maintenance Mode, press the Maintenance Mode button at the bottom of the screen.
Maintenance mode feature:
A. Connection State Section: Displays the current device status along with the most recent Last Connected date and time.
B. Maintenance Mode Button: Tap this button to switch the device into Maintenance Mode.
MAINTENANCE MODE SETTING | PART C
Maintenance Mode Feature:
A. Confirm Maintenance Mode: Press the Confirm button to switch the device into Maintenance Mode.
MAINTENANCE MODE SETTING | PART D
Once Maintenance Mode is confirmed, the system updates the device status accordingly.
Standby State:
After activation, the Connection section will display the device status as Standby. This means:
• The device will no longer transmit data to the MyToyota system.
• No events, alerts, or “device disconnected” notifications will be triggered on the customer’s smartphone during maintenance.
• You will also notice that the mode button changes to Active Mode, which is used to return the device to normal operation once maintenance is complete.
Maintenance Mode Features:
A. Connection State Section: Shows the device’s current status and the most recent Last Connected date and time.
B. Active Mode Button: Press this button to switch the device back to Active Mode after maintenance is completed.
ACTIVE MODE SETTING
Once maintenance has been completed by the technician, you must switch the device back from Maintenance Mode to Active Mode.
This will restore normal operation and allow the device to resume sending data to the MyToyota system and updating the customer’s app.
- Return the Device to Active Mode: Press the Active Mode button to update the device status. (A summarised process flow is provided on the next slide.)
UNDERSTANDING STATUS OF WIDGETS (PART A)
DELINK DEVICE
DELINK DEVICE FROM THE VEHICLE | PART A
To remove the pairing between the device and the vehicle, follow the steps below:
- Scan the Vehicle VIN: Scan the VIN barcode (or enter the VIN manually) to retrieve the vehicle information.
DELINK DEVICE FROM THE VEHICLE | PART B
2. System Response Based on Registration Status: After scanning the VIN, the installation tool will display a screen based on the current registration status of the vehicle–device pairing:
A. Not Registered to MyToyota: If the vehicle and device are not yet registered, Screen A will be shown.
B. Registered to MyToyota: If the pairing is already registered, Screen B will appear.
Note: In both cases, the Confirm Registration page will be displayed, including the Delink Device button. Press this button to continue with the delinking process.
CONFIRM DEVICE DELINK
When the Confirm Device Delink page appears, follow the steps below:
- Review Device Details: Carefully check the device information to ensure you are delinking the correct unit.
- Enter a Note (Mandatory): Add a brief explanation for why the device is being delinked. This field is required and must be completed before proceeding.
- Confirm the Delink Action: Press Confirm Device Delink to finalise the process.
Confirm Device Delink – Page Features
A. Device Information: Displays the IMEI, Device Model, and ICCID for verification before completing the delink operation.
B. Note Field: A required field where you must provide the reason(s) for delinking the device.
C. Confirm Device Delink Button: Select this button to complete the delinking process.
DELINK DEVICE FROM THE VEHICLE | PART C
After you confirm the device delink, a message will appear stating: “Delink device successfully.”
This means the vehicle and device are now fully unpaired. You may now use the same VIN and IMEI to begin a new pairing with a different device or vehicle.
Important notes:
- System Prompts When Starting a New Pairing: When beginning a new pairing, either by scanning the IMEI QR code or the vehicle VIN barcode, the system may display one of the following messages:
• “A device record already exists. Do you want to continue?”
• “A vehicle record already exists. Do you want to continue?”
• At this point, simply press OK to continue with the pairing process.
(Reference images for these messages will appear on the next page.) - Device Replacement: If you are replacing a device, please return to the first page of the device registration process after completing all delinking steps to begin the new installation.
DELINK DEVICE FROM THE VEHICLE | PART D
DEVICE-ONLY REGISTRATION
DEVICE-ONLY REGISTRATION | PART A
Technicians can register devices individually or in bulk before they are assigned to a vehicle. If vehicle-pairing details are not yet available, use the Device-Only Registration function to pre-register the device in the MyToyota system.
- Open the Menu: Click the menu button located at the top-right corner of the screen.
DEVICE-ONLY REGISTRATION | PART B
2. Select Device Installation: From the menu options, tap Device Installation to begin the device-only registration process.
MENU INFORMATION:
A.Installation Scan Tool Menu: This menu provides access to all main functions available in the installation scanning tool. The options include:oYour Profile: Displays account details, including the Distributor Project and Fleet assigned to the user.
• Vehicle and Device Installation: Used for standard installations where both the vehicle and device are registered and paired together.
• Device Installation: Allows technicians to complete a device-only registration when vehicle details are not yet available.
• System Setting: Provides system configuration options. (In the current version, this includes language settings only.)
IDENTIFY THE DEVICE
After selecting Device Installation, the device registration page will appear. You will need to enter the details of the device being registered. Choose one of the following methods:
- Scan the QR Code: Tap the camera icon next to the IMEI field to open your device’s camera and scan the IMEI QR code.
- Manual Entry: Type the full 15-digit IMEI directly into the input box.
Once all 15 digits have been entered or scanned, additional device information fields will automatically appear on the screen.
DEVICE INFO FEATURES:
A. Enter IMEI Number: If entering manually, type the complete 15-digit IMEI into the input box.
B. Scan QR Code: Tap this button to open the camera and scan the device’s IMEI QR code.
SCAN QR CODE
After tapping the Scan button, your device’s camera will activate. Position the camera over the GPS device’s QR code; the system will automatically read it and populate the IMEI field.
GPS Device QR code:
The QR code containing the device’s IMEI is printed directly on the GPS unit.
TIPS & CAUTIONS:
- Lighting: If you are in a dim or enclosed space (e.g., a dark garage), the scanner may struggle to read the QR code. Ensure the code is well-lit for accurate scanning.
- Alignment: Hold your phone steady and keep the QR code centred within the on-screen frame until the scan is complete.
DEVICE INFORMATION
Once the IMEI has been entered, continue by completing the remaining device details as outlined below:
ADDITIONAL DEVICE INFORMATION:
A. Device Model: Select the device model from the drop-down menu.
B. ICCID: Enter the SIM card’s ICCID, which will be paired with the device.
C. Scan ICCID: Tap this button to open the camera and scan the SIM card’s barcode automatically.
D. Note: Use this field to add any additional information relevant to the device (if required).
Once all device information has been entered, press the Save button to continue to the registration confirmation page.
E. Create Button: Tap Create to finalise and confirm the device information.
CONFIRM DEVICE-ONLY REGISTRATION
After pressing the Create button, a confirmation message will appear.
Press Confirm to complete the process.
The MyToyota system will then register the device information, making the device ready for future pairing with a vehicle.
CONFIRM DEVICE-ONLY REGISTRATION
SYSTEM PROFILE
YOUR PROFILE | PART A
Technicians can also access their Your Profile page to view account information.
1. Open the Menu:
Tap the menu button located at the top-right corner of the screen.
YOUR PROFILE | PART B
2. Select Your Profile: From the menu options, tap Your Profile to open your account details.
User Account Details Information: This page displays key information about the technician’s account:
A.Details:oUsername: The username linked to the technician’s account.
• Project Name: The Project ID for the Distributor account.
• Fleet Name: The Fleet assigned to the account, this is the fleet that vehicles will be registered under.
Note: Technicians can refer to the Project and Fleet names to verify correct vehicle assignment during the registration process.
SYSTEM SETTINGS
SYSTEM SETTINGS
You can change the language of the scanning tool by following the steps below:
1. Open the Menu:
Tap the menu button located at the top-right corner of the screen.
LANGUAGE SETTINGS
2. Select System Settings: From the menu options, tap System Settings.
System Setting Details:
The current system setting available in the Scan Tool is:
A. Language: You can change the language of the user interface.
The available options are:
• English
• French
B. Save: After selecting your preferred language, tap the Save button. The Scan Tool will refresh and update to the selected language.
