User management

Managing users and drivers in MyGeotab helps maintain your security, compliance, and accurate reporting across your entire operation.

Every user account provides access to MyGeotab and is governed by security clearances that are fully customizable to determine which features and data they can see.

A user can also be designated as a driver, which is a special status granting access to driving-related features like the Drive App, Hours of Service (HOS) logs, vehicle assignment, and specific rule sets.

All users and drivers are managed through the Users & Drivers page, where administrators can add new accounts, edit settings, and remove or archive users.

Users

Users are the entities in your database that represent your people, such as administrators or drivers.

User accounts provide access to MyGeotab and the Drive App. They are governed by security clearances that allow them to access the features and data they need in the application. Security clearances are completely customizable and can be set up to suit your unique needs.

Users can also be designated as Drivers, a specific user type that allows you to perform unique functions. Drivers can access the Drive App, be assigned to vehicles, and can be subject to specific requirements such as work hours and rulesets.

A high-level view of the Users & Drivers page.

Users are managed in MyGeotab using the Users & Drivers page. Here, you can add new users, edit existing users, and manage data access. You can access this page by navigating to People > Users & Drivers in the main menu.

User settings

User settings allow you to customize accounts for your users' needs.

User settings are first set up when you add a user to your database. You can make changes to a user's settings at any time using the User Edit page. You can also make bulk changes to your users by editing multiple users at once.

You can change user settings on the Users & Drivers page by clicking a user’s profile. To edit more than one user at once, set the Select dropdown at the top of the table to Select individual and select users from the list by checking the box beside their username.

The User Edit page has seven tabs for settings:

  • User: Change basic details, like name, contact info, groups, and login settings.

  • Driver: Designate the user as a driver. Set their data access, add driver keys, and change driver info.

  • UI Settings: Manage UI settings for the user's account, like date format, preferred units, and language.

  • Map Settings: Choose your map provider and manage your saved views.

  • HOS Settings: Set the driver's ruleset, home terminal, and access to features like yard moves and personal use.
    Note: This tab only appears if the user's security clearance is set to Drive App user and you have marked the user as a driver.
  • Beta Features: Turn on new features that are being tested.
    Note: These features may change, break, or disappear at any time. We do not recommend using these features in a production setting.

  • System Communications: Manage your system alerts. Choose how you want to get email reports, in-app news, and service updates.

  • Support: Set the user as a contact within your organization for support, training, and procurement related questions.

Drivers

Drivers are a type of user account in your database. Designating a user as a driver controls their access to driving-related features, such as the Drive App.

The Driver user account type in MyGeotab is used to specify which users in your database are drivers and require access to driving related features. Designating a user as a driver allows them to:

  • Access and use the Drive App

  • Access compliance-related features, such as HOS logs and time cards

  • Assign themselves as a driver for a vehicle

As an Administrator, designating a user as a driver allows you to:

  • Assign them to a vehicle as a driver

  • Collect driver data, such as driver trips and HOS logs

Once a user has been designated as a driver, you cannot remove the driver designation if the user has driver data associated with their account, such as driver trips and HOS logs. This is to preserve data integrity and ensure accurate reporting within MyGeotab.

User accounts are designated as drivers on the User Edit page.

Adding users and drivers

Learn how to create user accounts for your people and mark them as drivers.

  1. Navigate to People > Users & Drivers in the main menu.
  2. Click + User.
  3. Enter a username (email address), first name, and last name for your user.
    Note: For ELD drivers and support staff, the first and last name must match their government identification.
    The Add User page, showing the available customizable fields for your new user.
  4. Select the Groups you want your user to be able to access.
  5. If your user is a driver, use the Driver tab to set the This user is a driver toggle to Yes.
    The Driver settings for adding a new user, showing the option to designate the user as a driver.
  6. Optional: Set your user’s regional settings under the UI Settings tab, such as their home country, distance measurement system, currency, and date and time format.
    The UI settings options for new users, showing a variety of customizable regional settings.
  7. Click Save.
Once you've saved your new user, you can find them in the list on the Users & Drivers page.
Note: New user accounts are created with your database's preferred language as their default. Users can adjust their language settings in their user profile.

Editing users and drivers

Learn how to edit user account settings for your users and drivers.

Note: When editing more than one user at the same time, any changes you make will be applied to all users.
  1. Navigate to People > Users & Drivers in the main menu.
  2. Select a user from the table to open the User Edit page, or use the Multiple Selection Menu to select more than one user and click the Edit selected users button.
  3. Once you have completed your edits, click Save.
Any changes you make to your users and drivers are applied immediately.

Removing users and drivers

Learn how to remove users and drivers from your database by archiving or deleting their accounts.

  1. Navigate to People > Users & Drivers in the main menu.
  2. Select a user from the table to open the User Edit page, or use the Multiple Selection Menuto select more than one user and click the Edit selected users button.
  3. Click Remove.
  4. In the popup window, choose how you want to remove the user:
    • To permanently delete the user from your database, click Delete.
    • To archive the user, click Archive (make historical).
    The Delete user confirmation dialogue prompting the user to confirm their selection.
If you encounter errors when trying to delete a user, you may be trying to delete a driver who has driver data associated with their account. In this case, you can either archive the user or purge the associated data.The User has not been removed error message informing the user that the selected user has associated HOS logs and cannot be deleted.