Adding users with specific roles and permissions in MyGeotab ensures that everyone has access to the information they need, promoting collaboration and efficient workflow. In this tutorial, learn how to add users to your MyGeotab database.

Tutorial

Beginner

MyGeotab

Adding users or drivers

Adding users or drivers! Let's get started. Navigate to the Users & Drivers page in MyGeotab by either clicking People, then Users & Drivers, or searching for Users & Drivers in the menu. Click the + in the top right to add a new user. From the User tab, set basic profile information, security clearances, and data access. Enter a username. We recommend using an email address since it will serve as a unique identifier and allow users to reset their passwords without relying on an administrator. Enter a first name, last name, and other details like the designation, employee number, or phone number. Assign groups using the dropdown. For example, if you assign a driver to the Nevada regional group, their data will be associated with that group in reports. Data access sets which data the user can see. By default, it matches the assigned groups. Grant additional data access solely in reports using the additionally allow reporting by these groups dropdown. For security purposes, the best authentication type is basic authentication. This sends the user an email prompting them to create a password. Security clearance is the access level of a user. For a driver, select Drive App user. This allows them to log in to MyGeotab with a view limited to driver options. Click the Driver tab when ready. Select Yes if the user is a driver. This allows you to enter driver identification information required for ELD or HOS. Set the prevent driver access to shared data toggle to Yes to restrict drivers from seeing other drivers' data in MyGeotab. Enter the driver license number and select the license state or province. Providing this driver information is mandatory in order to meet HOS compliance requirements. Click the UI Settings tab when ready. Set the regional settings according to your operation location. The Distance measurement system and Fuel/Electric energy economy measurements are three of the main settings to adjust. Set the driver's timezone to the area they operate in, or to the timezone of their home terminal. The driver's logs will be displayed in the selected timezone. Click the HOS Settings tab when ready. Note that this tab only appears if the user's security clearance is set to Drive App user. Select a ruleset from the dropdown. You can reference Geotab's Hours of Service ruleset matrix in the product guide for a list of all available rulesets and exemptions. If you are unsure which ruleset to select, contact your local authority for assistance. Enter the Home Terminal name and address where the driver reports to on a daily basis. This can be the same as the Authority Address, which is your company's main office address. This will already be populated if the company address was added in your system settings. For companies that operate in the U.S., enter your carrier or USDOT Number. Remember to only use numbers. If letters are included, transfers will fail. Toggle on any exemptions you want the driver to have access to. Enter the authority name and authority address if these fields are not populated already. Click the Beta Features tab when ready. Select features to use before their official release. We recommend clicking turn all on so you have early insight into upcoming releases. Click the System Communications tab when ready. Here you can manage system notification preferences for emailed reports, news, and service updates. Lastly, in the Support tab, designate users to act as contacts for support, training, and procurement. Click Save when finished. Congratulations! You've completed this tutorial for how to add users or drivers.

Video Transcript