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Groups and All There is to Know

How to Organize your Company in MyGeotab

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Groups

MyGeotab is capable of creating groups which helps users and

companies properly organize their fleet and assets.

Groups in MyGeotab can be assigned to vehicles, users, zones, rules,

and reports. When setting up a new fleet or trying to better organize

a current one, it is important to understand the capabilities of

assigning groups.

Specifically, understanding how groups affect assigned assets is

required to properly initiate the system.





Rules for Assigning Groups

● All assets can be assigned to more than one group

● Asset can only belong to one group in a “branch”

o Not belong to a parent and child o Ex: Cannot be in Company and Region

● The top level group will always be called “Company Group”

● The default group for an asset will be equal to that of the highest

level of the user creating it





Initial Setup or Groups

● Top level “Company Group” should be reserved for IT Admin

personnel allowing for full access to the database

● Children of the top level should include a “Company” and

“Report” group

● The “Company” group will act as the top level group for all assets

in the database. This could be the actual company name.

● Database owners who also want to receive reports should belong

to the “ABC Company” and “Report” groups.

ABC Company





Initial Setup or Groups (con’t)

● A fleet can be organized into different categories

● Using the “ABC Company” group level, children are represented

by categories such as:

o Location/Region

o Vocation

o Department

o Vehicle Type

o Miscellaneous

o Compliance





Initial Setup or Groups (con’t)

● The report group should also be made to represent the various

departments or users who will receive reports

o Supervisors

o Managers

o Maintenance Crew

o Drivers





Example Group Structure





Assigning Users (Data Access)

● Users are assigned groups for different purposes

o Filtering view to specific vehicles o Allowing for emailed reports o Visibility of specific exceptions

● Users can also be assigned to groups not in their data scope for

the purpose of receiving reports

● This allows users to receive reports from other groups without

having access to assets assigned to that group





Drivers can be assigned to groups as well

Drivers are set up as users in the system with very little access However,

some users may be drivers who need access to the database, ie:Manager,

Supervisor, Maintenance

● Drivers can be assigned groups independent of the user’s assigned

Home Group

Rule 1: The assigned group must be equal to, or a child of, the user’s group

Rule 2: The user, when logged in, will have the data scope of the “User”

whereas the driver will be set to their assigned group for the purpose of

reports





Drivers can be assigned to groups as well (Example)

A manager oversees Asia, Australia, and Service groups. The manager is

also tasked with driving for the service team. By assigning the driver to

the service group, reports run for statistics on drivers will include this

person only in reports run for “Service”, not those for “Asia” or

“Australia”.





Filtering to see specific groups

● Once a user has been assigned a group, they are able to filter

their view of the database to see only specific groups of lower

tiers of which they have access

o Selecting the filter at the top left of the screen changes the view of the database to see only the assets assigned to that group or set of groups

● All dashboard or manually run reports will be appropriately

filtered





Filtering to see specific groups

● When filtering to multiple groups, the view is set to see each set

of groups, not the combination of them

When the filter is set to “South America” and “Passenger Cars” the

system will show all vehicles belonging to “South America” and all

vehicles belonging to “Passenger Cars”

o Ex: All blue will be displayed

South America Passenger Cars





Zones

● When a zone is assigned to the overall Company Group, it is

visible to all users in the system

● A Zone is not accessible to edit if belongs to a parent

● Zones that are a parent of a user’s groups are also visible, but

not editable and represented by a grey zone name





Zones (cont’d)

● Like vehicles, zones in different branches are not visible to the

user

● If you assign a zone to a new group, you must reprocess the

database if you want to view historical information relating to

that zone

NOTE: Only reprocess for the time period that you need the data for.

Reprocessing is very data heavy and if not done properly could have

adverse affects on the performance of your database. All

reprocessing will be done overnight to avoid performance issues.





Rules

● Similar to Zones, when a rule is assigned to company group, it

affects all vehicles and users

● Rules that are a parent of a user’s group are also visible, but not

editable and represented by a grey zone name

● Zones belonging to different branches are not visible to a user

● Rules that are accessible to the user can be viewed in an

exception report





Reports

● Reports can be assigned to groups for various reasons

o Make reports visible to certain users o Set the datascope for reports

● When setting up Dashboards/Email Reports

o “Viewers” are who can see the report or receive emails

o “Belonging to” refers to the data that will be included in the report





Reports (cont’d)

User

Username: [email protected]

Groups: Supervisor Reports, Branch 123 (child of Region A)

Report

Viewers: Supervisor Reports

Belonging To: Region A

In the above example, because [email protected] is in the

Supervisor Reports group, he will receive the report. Since the

branch he belongs to is under Region A he will receive data only for

Branch 123 as that is all he has access to.





Clearances

Clearances are used to define what features are available per user.

Unlike groups, only one clearance can be assigned per user.

In Administration -> Users -> Clearances, specific clearance levels

can be made on a per feature basis.

MyGeotab provides 5 default clearances

as recommendations to use with the ability

to create custom Sub Clearances.





Clearances (Sample Use Cases)

● Limit the capabilities of a user

o Ie. Maintenance Manager will not need to view driver’s trips on a map

● Remove visibility of unused features

o Remove HOS/DVIR from MyGeotab for all users

● Prevent users from being able to edit other users

o Prevent an admin user from being able to edit or change options of another top level admin user

● Enable drivers with no access to the database

o Set a clearance level where drivers can be created and assigned to vehicles, but have no access to MyGeotab





Creating Clearances

● After determining what new level of clearance is necessary, click on

the default clearance most similar and select “Add Sub-Clearance”

● This new sub-clearance can be customized as necessary by adding

or removing features





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