About SmartTank

SmartTank™ is an intelligent, cloud-based platform that enables remote tank monitoring through a cellular-connected device.

Data from the field is transmitted directly to the SkyBitz Operations Hub and is accessible via the SmartTank Portal.

The platform is flexible and customizable, serving a wide range of users:

Customer A

May use SmartTank to monitor storage tank levels and schedule timely refills.

Customer B

Could leverage the platform to track inventory usage against sales for improved audit accuracy.

Distributors

Benefit from advanced fleet management, delivery optimization, misuse prevention, and customer satisfaction—while maintaining secure, exclusive access to their tank inventory.

By integrating the SmartTank software with your tank-monitoring hardware, you gain real-time visibility into your inventory. This enhances operational efficiency, reduces waste, and improves decision-making.

Without SmartTank, a standard delivery route may rely on guesswork or outdated readings.

With SmartTank, you gain full visibility into tank levels across locations—allowing you to optimize delivery routes and increase efficiency.

NextGen SmartTank Portal Key Benefits:

Streamline Operations
  • Fully integrated with ST90 and ST95 units
  • Centralized platform to reduce complexity and enhance productivity
Enhance Lifecycle Value
  • Actionable insights to minimize waste
  • Smarter resource planning for optimal performance
Simplify Asset Management
  • Easily transfer tanks, manage growth, and reconfigure locations
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Access and Dashboard

Access

Log into the SmartTank portal using with your credentials.

Login

Dashboard

The Dashboard provides real-time data of your entire asset portfolio. The top Status Bar offers a quick view of key information and filter options including:

  • Number of active tanks.
  • Tanks with no recent updates.
  • Tanks installed this month.
  • Tanks that need to be installed.
  • Tanks that have triggered alarms: critical and
    low-level alarms.
  • Tanks with low battery levels.

Clicking any of these filters updates the charts and maps in real-time and the filters persist in the Tank List.

Search Filters

You can further narrow down the data by filtering products, locations, routes, and regions, offering a more focused view.

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Track Delivery Efficiency Charts

Recent Efficiency:

Focused on average performance over the past 30 to 60 days. Click any chart bar to refresh the view or double-click to navigate directly to the Tank List.

Historical Delivery Efficiency:

Tracks average efficiency over the past 12 months. The red line indicates the Organization Target Delivery %, set previously under the Organization page.

These charts enable users to monitor performance against efficiency targets, making it easier to identify areas for improvement.

Delivery Efficiency Calculation Formula

Average Delivery Efficiency =
Sum of Efficiency weighted by total gallons
Total Number of Deliveries
Delivery % =
Delivery Volume
Capacity Limit

Settings Configuration

  • Users must configure parameters for “Average Delivery Cost” and “Delivery Efficiency Target” on the Organization page.
  • Additional settings include defining Active Days, with quick options for weekdays and weekends.

Chart Interactivity

  • The Recent Delivery Efficiency chart functions as a filter.
  • Single-click any chart bar to highlight it and update additional charts and maps.
  • Double-click to navigate to the Tank List with the corresponding filter applied.

Tank List Integration

Dashboard and Tank list are fully connected.

Any filter applied on the Dashboard, such as the Delivery Efficiency bar, or combining different filters from Status Bar with Products or Locations fields, will also be reflected in the Tank List.

View Recent Delivery Efficiency Data

The Tank List will display data filtered by the selected bar using the new "Delivery Efficiency" filter, providing same options from dashboard:

0-30 Days: Below Target, Achieved Target, or Above Target.

30-60 Days: Below Target, Achieved Target, or Above Target.

TIP : Hover over the Info Icons, Status Bar boxes or Chart Names to view detailed definitions and explanations

Map View

The map view is available on Dashboard and on Tank List. The cluster view shows group tanks overview. The single tank overview shows quick overview including Location and Daily Usage chart from the past 7 days.  Click on Tank Name to be redirected to the Tank Details page. 

The Map Region allows users to draw a region, apply it to the Tank List and visuals, and save it as part of the Geolocation filter. The display mode will shift from clustering to individual tank markers for better visibility.

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Tank List

Settings Configuration

Adding Columns to the Tank Grid or to a Tank Profile

  1. Click on the Settings icon located in the Left Menu Bar or above the table header.
  2. Navigate to Tank Profiles
  3. Select or deselect columns to modify the displayed data.
  4. Drag and drop columns to reorder them.
  5. Choose the page length
  6. Include/exclude Additional Options:
    1. Inactive Tanks
    2. Child Organizations
    3. Maintenance Tanks Only
    4. Affiliated Tanks
  7. Select a Primary and Secondary Sort columns and choose sorting order (Ascending or Descending).
  8. Actions buttons:
    1. Preview: see changes to a Tank Profile without saving it.
    2. Save: changes will be saved to the selected profile.
    3. Reset: undo any changes.
    4. Cancel: close the window.

Creating a Filter

  1. Navigate to the Tank List
  2. Apply the filters you want to use
  3. Click the Filter Profile field
  4. Click Create
  5. Enter a Filter Profile Name
  6. Click Save

Saving Filter Profiles

Once a filter has been created, you can save it as a Filter Profile, by following these steps:

  1. Click the arrow, next to “Filter Profiles”.
  2. Add the Filter Profile Name.
  3. Click Save

This feature allows seamless switching between filter profiles, making it easy to view tank data specific to tasks, such as sorting by route, location, or alarm status. Saved filters can be accessed by clicking on "Filter Profiles," and the selected filter will be automatically applied, refreshing the Tank List.

To return to the main view, click on the icon next to the Filter Profile.

Tank List Quick Tools

Sorting Columns
  • Click on any column heading to sort the data.
  • An arrow will indicate whether the sorting order is ascending or descending.
Filtered Columns

Right-click on fields such as Organization, Product, Location, Region, Route and State to apply or reset filters.

Viewing Avg. Daily Usage (35)

Hover over the Avg. Daily Usage (35) field to see a history graph. 

Exporting the Tank List

Click the Excel icon above the table header to export the Tank List data.

Installation date

Displays the date when the first inventory was recorded during the installation of a new unit.

Tank Notes and RTU Notes

Show the latest note date for each tank and link to the Tank Details screen.

Assigned Clients
  • Display the total number of Clients assigned to each Host.
  • Right-clicking on a Host Tank will open a pop-up window showing the list of Client Tanks assigned to it.
Tank list and Dashboard are fully connected

Any filter applied on the Dashboard, such as the Delivery Efficiency bar, or combining different filters from Status Bar with Products or Locations fields, will also be reflected in the Tank List.

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Tank Profile & Filter Profile

In the NextGen SmartTank Portal, the former TVP has been split into two distinct profiles:

Tank Profile

A Tank Profile determines how information is presented on your Tank List and Reports. Examples of what you can set:

  • Columns displayed
  • Sorting preferences
  • Whether to include Child or Affiliated Organizations
  • Setting page length

Filter Profile

A Filter Profile defines which data is included in the Tank List and Reports. Examples of what you can filter by:

  • Specific locations
  • Tank names
  • Volume status

Important Notes on Migration

When moving from the Legacy Portal to the NextGen Portal:

  • Only Universal TVPs that were tied to reports were migrated.
  • Any changes made to TVPs after migration were not carried over.

Tip to avoid discrepancies:

  • Check that your Filter Profile properly includes/excludes Inactive Tanks and Child Organizations as needed.

How to create a Tank Profile

Tank Profile
  1. Navigate to the Tank List
  2. Select all columns and sorting options you want to view
  3. Click the Tank Profile field
  4. Click Create
  5. Enter a Tank Profile Name
  6. Click Save
Filter Profile
  1. Navigate to the Tank List
  2. Apply the filters you want to use
  3. Click the Tank Profile field
  4. Click Create
  5. Enter a Tank Profile Name
  6. Click Save
Managing or Switching Tank Profiles

Click on the Settings icon above the table header or in the Left Menu Bar.

Two tabs will appear:Profiles you created (Private or Public).Public profiles created by others in your organization.

Choose a profile to Edit, then click Save to confirm changes

Use Preview to check updates before saving.

To switch profiles, choose one and click Apply.

Rename a profile using the Pencil icon.

Copy a profile into a new one using the Two Pages icon.

Managing Filter Profiles

Click on the Settings icon above the table header or in the Left Menu Bar.

Select Filter Profiles

There are two Profiles tabs:Private/public created by current userPublic profiles by others users within same Org.

Choose a profile to edit, then click Save to keep changes

Pick another profile and click Apply to switch.

Edit profile name and Visibility option using the Pencil icon.

Use the Two Pages icon to copy profile settings into a new profile.

Public vs. Private:

Private Visible only to you.

Public Shareable across your organization; only editable by users with Manage Tank Profile permission.

Note: Public profiles tied to reports cannot be reverted to Private or deleted.

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Reports

All reports, including Delivery Efficiency, are now available for use!

Migrate Reports to the NextGen Portal

Only Public Reports from the current SmartTank Portal are accessible on the new portal. However, these reports are still generated and scheduled by the existing portal's delivery system.

To fully Migrate a report to the new portal, users need to edit the report or simply click Save Changes. Once edited or saved, the report will be fully moved to the new portal and become view-only on the current portal (Legacy)

The last column labeled "Portal Migration" on the summary page shows the migration status of each report.

Reports Summary Page

A new filter, “View All CSO Reports”, is available under the Summary Page, enabling managers with permissions to view and manage all reports created by different users.

The Reports summary page includes additional columns and functionalities to improve tracking and delivery of reports:

  • Last delivery date: Displays the date and time when reports were sent to customers.
  • Email Service Ack: Shows the timestamp of email service acknowledgment confirming report delivery.
  • Last Edited by: Identifies the user who made the most recent changes to the report.
  • Last Modified Date: Indicates when the report was last modified.
  • Tank Profile Name: Displays as a clickable hyperlink to view the associated tank profile details.
  • Filter Profile Name: Displays as a clickable hyperlink to view the associated filter profile details. If missing, a red exclamation icon appears with a tooltip: “A Filter Profile has not been assigned to this report yet. The default settings will be displayed.”

The Reports Details page has been upgraded with:

  • Visible Save Buttons: A more intuitive experience for generating and saving reports.
  • Tank and Filter Profile Visibility: Displays detailed information about selected profiles.
  • Tank Count Field: Shows the total number of tanks included in the report, accounting for user permissions.
  • Past Date Selection: Enables selection of past dates for most reports, excluding Inventory Reports.

Note: Recurring options are disabled when past dates are selected.

Delivery Efficiency Report

  • Manually input values greater than zero.
  • Use values from the Organizations page (default option) for a broader perspective.
  • Use values from the Locations page for a granular analysis.

Date Range options

Predefined Ranges: Users can select from a list of past date ranges.

Custom Range: Select specific start and end dates via a calendar. Note that reports using a custom date range cannot be saved as recurring.

Sending Reports

The report recipient dropdown menu displays:

  • Users with Web-Access & Assigned Permissions.
  • Users assigned to existing reports or alerts within the selected Organization
  • Active Use Groups

Users are listed by Name, Email, Organization, and User Permissions, making it easier to identify users with multiple accounts and verify their access levels.

Report Delivery: Recipients will receive the report via email, following their assigned user permissions.

Adding Users via Email Address Box

The system will consider the following scenarios.

  • External users (unregistered SmartTank users)
  • Users from reports created in previous versions of SmartTank and migrated to New Portal

Report Delivery: These recipients will receive the report via email, applying the SAME Tank Profile and Filter Profile as the report author.

Permission Details on Hover: Once a user is selected, hovering over the Permissions column display additional details for further clarification.

Important:

Registered users who had their permission removed after the report was created will NOT receive the report. These users will be marked with a red user icon for easy identification.

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Audit History Tracking Tool

The new Audit History Tracking Tool in SmartTank’s Tank Setup section offers comprehensive visibility into tank configuration changes, including:

Moving processes

Product changes

Alarm value updates

Tank setup modifications & more

With this tool, users can review and compare historical and current values in Tank Configuration Records, check exact change dates, and identify who made each modification.

Best Practice: Use the Last Moved On field and filter tanks moved within a specific date range. Clicking the Last Moved On link takes you directly to the Audit History table for further details.

Note: Access to this feature requires Manage Organizations and Manage Users permissions.

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Available Moving Tools

Tanks Single or Bulk Move to different Locations or Organizations

Swap Devices Retain historical data with new devices

Locations Transfer entire location to different Organizations

Users Transfer Users to different Organizations

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Confirmation of actions

Visibility of successful moves

Data export options to Excel

Easy access to the Tank List

Verify moves using the Audit History tool

Move a Single Tank

The Move Tank tool allows you to:

Move a tank between physical locations

Transfer a tank between organizations

Relocate a tank from a Receiving location to a field location

Move a tank from a Receiving location to a distributor’s location

Steps to Move a tank

  1. Search for the Tank
  2. Click on Tank Name
  3. In Tank Details, go to Set-Up tab
  4. Click on Move Tank
  5. If applicable, associated tanks will be displayed. Move associated tanks to prevent future incidents. 
  6. Choose the destination Organization and Location. If needed, create a new location
  7. Click Move selected Tanks
  8. Confirm by entering “MOVE” in the confirmation box
  9. A confirmation table will display, which you can export to Excel

Bulk Move Tank

The Move Tank Bulk tool allows batch moving of multiple tanks. It can be accessed from either the Tank List or Location Details page.

Move Tank Bulk - From Tank List

  1. In Tank List, click Move Tanks
  2. (Optional) Use the toggle to display tanks under Receiving Locations only
  3. Search by Organizations, Location, or Tank details (Tank Name, RTU#, or MIN#)
  4. Select one or multiple tanks from the left panel, and move them to the right panel
  5. Choose Destination Organization and Location
  6. Click Move Selected Tanks and confirm with the code MOVE
  7. A confirmation message and exportable table will display

Move Tank Bulk - From Locations

  1. In Location Details, click Move Tanks to this Location
  2. (Optional) Use the toggle to display tanks under Receiving Locations only
  3. Search by Organizations, Location, or Tank details (Tank Name, RTU#, or MIN#)
  4. Select one or multiple tanks from the left panel, and move them to the right panel
  5. Choose Destination Organization and Location
  6. Click Move Selected Tanks and confirm with the code MOVE
  7. A confirmation message and exportable table will display
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Swap RTU

The Swap RTU Devices tool enable users to swap the RTU Device for a tank preserving historical data to the new device.

To Swap RTU Devices

  • In the Tank Details for the current device, go to the Setup tab.
  • Click Swap RTU Device.
  • Enter the new device details (RTU# or MIN#).
  • Review details, discrepancies will be highlighted.
  • Optional, Select an alternate RTU Destination.
  • Click the Swap button.
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Move Locations

The Move Locations tool enables relocation of a location from one organization to another, ensuring proper association.

  • Go to the Orgs Page
  • Select the Billable Organization name
  • In Organization Details, click on Move Locations.
  • Choose locations from the “Available Locations” list and move them to the “Locations to be moved” list.
  • Select the destination Organization the dropdown menu.
  • Click “Move selected Locations”.

Note: Super Users have access to the full feature set, while regular users with Orgs permission can move locations within their organization tree only.

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SmartTank Users

The User Summary page includes new columns and tools for better visibility and control:

  • Missing Permissions: quick identity uses without assigned permissions
  • Permissions and Privileges: Hover to view permission details at a glance
  • Search box: Easily locate users within the list
  • Data export: Export user data directly to Excel

Adding New Users

To add a new user:

  1. Click the “+ Add New User” button (green).
  2. Enter the user’s name and contact information (e.g., work email).
  3. Assign a unique username to identify the user.
  4. Set user permissions at the Organization, Location, or Tank level.
  5. Assign Admin and/or Scheduled Permissions as applicable.
  6. If Web Access is selected, click the pencil icon to edit the password before saving.
  7. Click Save to complete.

Granting Additional Permissions

From the User Details page, you can:

  • Multi-select and assign additional permissions for Organizations, Locations or Tanks.
  • View, edit, or remove permissions as needed

View User Reports and Alarms

Users can view and manage their assigned Reports and Alarms:

  • To deactivate a report or alarm, simply uncheck the box and click Save.
  • Note: Reports and alarms tied to User Groups cannot be modified individually. To stop receiving these notifications, we recommend removing the user from the corresponding User Group.

Move Users

The Move Users tool allows moving single or multiple users across the Organizational Tree.  Moves can be made in different directions, as described below. Users record such as filter profiles, user permissions, reports, group associations, and email alerts can be impacted during this transaction when moving to a Lower or Parallel level. 

To Move Users

  1. Select one or more users and click the Move Users button.
  2. Assign the Destination Organization. 
  3. Review of user directions
  4. Type MOVE to the confirmation box
  5. Click the “Move Users” button
  6. The progress status and successful message are displayed
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