TABLE OF CONTENTS

Introduction


Fleet administrators can add new users, or edit existing users access right together with assigning asset(s) viewings per user(s).

Creating a New User


An administrator can create new users, assigning status and assets viewing rights to such users.

To create a new user, the following steps should be followed:


1. Click on "Administration" in the menu bar.

2. Click on "Users" from the drop-down menu. The list of the current Fleet users will be displayed.

3. Click on "New" in the Users tab.

4. Enter the new user's details in the "User Detail" window. The following details should be filled in:

  • Status: Choose between Enabled (Enables the user account) and Disabled (Disables the user account).
  • Name: User's first name.
  • Surname: User's family name.
  • Username (Email): User's email address, required to log into the user's account.
  • Role: Choose between Admin (Grants administrative rights to the newly created account) and User (Provides regular user rights to the newly created account). Other roles, such as First Approver, Second Approver, Trip Booking were intended to particular clients.
  • Domain: Choose the client's domain to be viewed by the newly created user.
  • Operations Client: This drop-down menu is always empty by default.
  • Mobile: User's mobile number.
  • Language: Choose the desired language between English, Italian, Spanish, and Arabic from the drop-down menu.

5. Assign the assets viewing rights from the Asset Access list boxes. This can be carried out by:

  • To provide the new user with full visualization of a whole domain with all its subgroups, click on the (+) sign next to the domain name. Domains are found in the Domain Name list box.
  • To provide the new user with full visualization of particular groups within a domain, choose the domain to which the required group(s) belong from the Domain Name list box, and then the (+) sign next to the group name. Groups are found in the Group Name list box. 
  • To provide the new user with full visualization of particular assets within the same or different groups, choose the domain to which the required asset(s) belong from the Domain Name list box, then click on the group name to which the required asset(s) belong from the Group Name list box. Assets under the selected group will be displayed in the Asset Name list box. Click on the (+) sign next to the asset name. The same process can be repeated to added as many particular assets as required.

6. Click "Save".

7. Refresh the web page. The newly created user account should be available in the Users tab.


Users list can be either printed, exported to Microsoft Excel, Exported as CSV file by clicking the Print, Export to Excel or Export to CSV buttons respectively.


Editing User Details and Assets Viewing Rights


An administrator can update user details or change their asset viewing rights.


To edit already existing user details and/or access rights, the following steps should be followed:


1. Click on "Administration" in the menu bar.

2. Click on "Users" from the drop-down menu. The list of the current Fleet users will be displayed.

3. Click on the Edit User icon in the Users tab for the required user.

4. The "User Detail" window will display with the already existing user's details.

5. Carry out the required changes as follow:

  • Status: Choose between Enabled (Enables the user account) and Disabled (Disables the user account).
  • Name: User's first name.
  • Surname: User's family name.
  • Username (Email): User's email address, required to log into the user's account.
  • Role: Choose between Admin (Grants administrative rights to the newly created account) and User (Provides regular user rights to the newly created account). Other roles, such as First Approver, Second Approver, Trip Booking were intended to particular clients.
  • Domain: Choose the client's domain to be viewed by the newly created user.
  • Operations Client: This drop-down menu is always empty by default.
  • Mobile: User's mobile number.
  • Language: Choose the desired language between English, Italian, Spanish, and Arabic from the drop-down menu.

6. Assign the assets viewing rights from the Asset Access list boxes. This can be carried out by:

  • To provide the new user with full visualization of a whole domain with all its subgroups, click on the (+) sign next to the domain name. Domains are found in the Domain Name list box.
  • To provide the new user with full visualization of particular groups within a domain, choose the domain to which the required group(s) belong from the Domain Name list box, and then the (+) sign next to the group name. Groups are found in the Group Name list box. 
  • To provide the new user with full visualization of particular assets within the same or different groups, choose the domain to which the required asset(s) belong from the Domain Name list box, then click on the group name to which the required asset(s) belong from the Group Name list box. Assets under the selected group will be displayed in the Asset Name list box. Click on the (+) sign next to the asset name. The same process can be repeated to added as many particular assets as required.

7. To edit particular visualization rights, remove the existing rights by clicking (-) sign next to such rights in the Selected Assets list box and create the new visualization rights anew, as explained in Step 6 above.

8. Click "Save".  

Resetting Forgotten Password


An administrator can reset passwords for any user when necessary. Nevertheless, all Fleet users can reset their passwords independently (Click Here, to read more about resetting forgotten passwords independently).

 

To reset a password, the following steps should be followed:


1. Click on "Administration" in the menu bar.

2. Click on "Users" from the drop-down menu. The list of the current Fleet users will be displayed.

3. Click on the Edit User icon in the Users tab for the required user.

4. The "User Detail" window will display with the already existing user's details.

5. Click on the "Reset Password" button.


The intended user will receive an automatically generated password on the user's email address provided in the User Detail window almost instantly.  It is highly recommended to check the Spam/Junk Email folders if the email is not received in the Inbox folder.


The user needs to use the received password to log into his/her Fleet account, and later on, change it if necessary (Click Here to read more about changing the user password). 

Deleting a User


Kindly note that deleted users' accounts are IRRECOVERABLE. It is recommended to disable a user account instead.


An administrator can delete user accounts if required. 

To delete a password, the following steps should be followed:


1. Click on "Administration" in the menu bar.

2. Click on "Users" from the drop-down menu. The list of the current Fleet users will be displayed.

3. Click on the Delete User icon "-" in the Users tab for the required user.

4. Click "Yes" in the Confirm message box to confirm account deletion.

5. Refresh the web page. The deleted user account should not be available in the Users tab anymore.

Disabling a User Account


An administrator can temporarily or permanently disable user accounts without deleting them. A disabled user account will prevent its user from logging into the Fleet portal.


To disable a user account, the following steps should be followed:


1. Click on "Administration" in the menu bar.

2. Click on "Users" from the drop-down menu. The list of the current Fleet users will be displayed.

3. Click on the Edit User icon in the Users tab for the required user.

4. The "User Detail" window will display with the already existing user's details.

5. Change the Status from Enabled to Disabled.

6. Click "Save".

7. Refresh the web page. Disabled user account(s) should appear in RED in the Users tab.

Multisession Logout


Fleet portal allows multisession logins using the same user account across multiple devices. The user remains logged in across the multiple devices simultaneously.


An administrator can forcibly log out a user terminating all active sessions and across all devices, obliging the user to enter his/her username(email address) and password on his/her first login afterwards.


To logout from all active sessions, the following steps should be followed:


1. Click on "Administration" in the menu bar.

2. Click on "Users" from the drop-down menu. The list of the current Fleet users will be displayed.

3. Click on the "Logout All Sessions" icon in the Users tab for the required user.

4. Click "OK" to confirm the displayed message.

Login Audit


An Administrator can extract a login audit of other users. Such audit will provide a detailed report of all logged in attempts by the user, in terms of date and time as well as IP address.


To generate a login audit, the following steps should be followed:


1. Click on "Administration" in the menu bar.

2. Click on "Users" from the drop-down menu. The list of the current Fleet users will be displayed.

3. Click on the "Login Details" icon in the Users tab for the required user.

4. A new "Audit" tab will show.

5. The following parameters can be customised in the "Audit" tab:

  • Type: Choose User Logins from the drop-down menu.
  • Date Range: Choose between Custom Days (Generates a login audit within a user-defined range of dates), Today (Generates a login audit for the same day), Yesterday(Generates a login audit for the day before) , Last 7 Days(Generates a login audit for the previous 7 days) , and Last 30 Days(Generates a login audit for the previous 30 days).
  • User Name: Choose the user's email address from the drop-down menu.

6. Click "Search".