If you can never find the right vehicle by searching for its unit number, the problem is usually where that number is stored — not the search box. Hapn holds several different names for the same thing, and search only looks at some of them.
This page explains which field is which, exactly what search matches, and how to name and tag a fleet so people find things on the first try.
Applies to: the Hapn web app at app.gethapn.com and the Hapn mobile app.
The two lines on an asset card are two different fields
Every asset in the list shows a bold line and a smaller line beneath it. They come from different places, and knowing which is which saves a lot of confusion.
- The bold line is the tracker's Name — for example Dry Van 7847.
- The smaller line is the tracker's Description — for example JLG 600AJ HC3.
Both live in the same place: open the asset, go to the Tracker Details tab, select Edit Tracker Settings, and edit Name and Description under Name & Description. Name is required; Description is optional and is the natural home for a unit number, plate or serial.
There is also an Asset Name, which is a separate field on the asset record — Asset Details → Edit Asset → Asset Name. An asset can perfectly well be called Joe Acura while its tracker is named Joe Teltonika. That is not a bug, but if the two disagree, people will search for the one they know and not find it.
What search actually matches
The Find assets box at the top of the list matches on three things:
- the tracker's Name,
- the tracker's Description,
- the IMEI — including a partial one, so the last few digits off the physical label are enough.
Matching is partial and not case-sensitive, so "van" finds "Dry Van 7847".
It does not match:
- Tags — typing a tag name returns "No assets match your search". Use Filters → Tags instead.
- VIN, make, model, or anything else on the Vehicle Information panel.
- Places — those have their own tab and their own search beside the asset list.
As you type, the asset count at the top left updates and the map redraws to just the matches. The search also lands in the page address as ?keywords=…, so a search result can be copied out of the address bar and sent to a colleague who has access to the same assets.
So where should a unit number go?
Put the number in the tracker's Name if it's how your team refers to the machine day to day, and in the Description if the name is something friendlier.
A convention that works well for mixed fleets is number first, then description:
- Name:
7847 — Dry Van - Description:
JLG 600AJ · plate HC3
Leading with the number means typing three digits gets you there, and the list sorts sensibly. Keeping the model and plate in the description means those work in search too.
Two things to avoid: leaving trackers on their factory names (a list of IMEIs tells nobody anything), and putting the unit number only in a tag — tags aren't searchable.
Use tags for groups, not for identity
A tag answers "which set is this in" — delivery fleet, at risk, north depot. An asset can carry as many tags as you like, and both assets and places can be tagged.
To find things by tag, select Filters above the asset list and tick what you want under Tags. Filters combine with each other, so "north depot, low battery, on-rent" is three ticks. There's also a No tags option, which is the fastest way to find assets nobody has organised yet.
Setting up and tidying the tag list is covered in Asset Statuses and Tags: Organizing Your Fleet.
Bulk-renaming and bulk-tagging
Fixing a whole fleet one asset at a time is miserable. Open the Full Asset List, tick the assets you want with the checkboxes on the left, and use the action bar that appears: Apply Tags, Change Status, Create Alert, Add to Alert, Run Report, Update Mode and View in Map.
Names still have to be set per tracker, but tags and statuses can be applied to dozens at once — so a sensible first pass is to tag everything into groups, then rename as you go.
Finding a tracker in the field
On the mobile app, the search icon in the bottom navigation opens a search bar with a barcode scanner beside it. Scanning the label on a tracker is the quickest way to confirm you're holding the device you think you are during an install or a swap. See How to Search for a Tracker in the Mobile App.
If you have the physical device but not its IMEI, Where do I Find my Trackers IMEI Number? shows where the label is on each model.
Saving a search you repeat
If you find yourself typing the same thing every morning, build it as a filtered view instead and pin it to the sidebar — see How to Filter the Live Map, and Save or Share a View.
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