What Are Users?
Users are the login credentials used for access to the GPS Trackit software.
Where Does the First User Come From?
When an account is created, the initial User is emailed their login credentials (username and password). The initial user is known as the Primary User and has full access to the system. The Primary User cannot be deleted and will not appear on the User list. The Primary User will then use those credentials to login and set up any additional Users via the Account tab. Each Primary User can set the account preferences in the upper right-hand corner, such as Unit of Measure, Time Zone and Date Format. The Primary User can also enable or disable the Driver-to-Driver Chat utilized within the GPS Trackit Driver App.
To change the Primary User, please Contact GPS Trackit.
Should Credentials Be Shared?
GPS Trackit does not recommend shared login credentials. Each individual User should be supplied with unique credentials. The use of individual users allows for customized access permissions as described below. In addition, the Login History can be viewed showing which User accessed the software and when. If credentials are shared then this advantage is lost. Each User should have their own credentials.
How Are Users Created?
Users are created within the Users section of the Account Tab. To create a new User, click the black plus (+) button in the upper left corner.
A list of fields will appear on the right, starting with the First and Last name followed by a Username. Usernames can be customized as needed, can be unique to each user and should contain no spaces. Usernames cannot be duplicated. An error message will be displayed if the username being created already exists. Adding a character to the user name usually resolves the issue. Please be aware that once saved, usernames cannot be changed.
Next, enter the user's email address. A registration email will be sent to this address, allowing the user to complete their setup and access the Cloud software. Users will not be able to log in until this setup is complete. The registration email expires 24 hours after being sent. If the email has expired, it will need to be re-sent by a User with appropriate permissions.
To avoid registration issues, do not use false or placeholder email addresses. The User must have access to the email address provided.
Please note that the Cloud software does not allow email addresses to be reused—each User must have a unique email address.
To resend the registration email, click on the Quick Menu and select "Resend Invite." This option can also be used to send a reset email if the User's email address has changed and needs to be updated in the Cloud software.
Note: Access to the "Resend Invite" and "Reset Email" functions is limited to Users with the necessary permissions to create and manage other Users.
Software access for each User is determined by the permissions set for them, here in the Role field. This field controls exactly which parts of the platform the User can or cannot see. The initial option will say Custom. Custom means that the permissions for this particular user will be set one at a time, rather than utilizing a Role.
After selecting ‘Custom’ a series of permissions will appear. Permission items that appear in Gray are off limits to the User. Permissions in Green can be accessed by the User. All features are disabled by default, with the exception of Maps. Changing the item status is a simple click.
While some permissions are a simple yes/no, others will have further details to decide on. Use the Gear icon to the left of the permission item to view and set these further details. Reports is an excellent example. Within Reports, the decision can be made over which Reports are available for the User and which are not. Sub-permissions, such as these reports, are selected for access by default. The User is automatically opted-in to those items and the choice must be made to opt them out. After the choices have been made, click the back button at the bottom of the page.
After setting the Permissions, the next choices to be made for the Tags. At least one Tag must be selected. A User will only be able to see the Units, Drivers, Landmarks, Geofences and Forms for the Tags they are assigned.
Any permissions apply to Feature access (the toggle button above) or Tags viewed will be reflected if the User accesses the GPS Trackit Cloud App.
In addition to the Custom permissions option, pre-created Roles can be selected on this drop down as well. Roles are bundles of permissions. Instead of needing to make individual field selections, simply select the appropriate Role. When a Role is selected the permissions will automatically populate.
An optional item for Users is the Expiration Date. If a date is entered, the credentials will be automatically disabled on that date. This is quite useful for temporary employees or those who have given their notice.
Once satisfied that the permissions selected are correct, save the User.
Users can change their passwords using the icon in the upper right hand corner.
To edit or delete a User, hover the mouse over the entry on the list. This will produce a 3-dot button. Click on the button to see the Edit and Delete options.