Working with Users

Adding Users to the Organisation

Adding users to your organisation in Fleetcoach begins at the Manage Groups page and is as easy as entering their email addresses.

Fleetcoach Manage Groups page

Here's how: From the Manage Groups page select the 'Invite Users' link to the right of the Organisation name to be taken to the 'Invite Users' page.

Choose the product that you wish to invite the users to from the available selections. If your organisation is using only one of the Fleetcoach products, then you won’t need to choose. If you're planning on inviting users to two of the products (e.g. some to start at the Enterprise Risk Assessment and others straight into Essentials) then you'll need to do these in two steps.

With the product chosen you can simply enter (or paste) the email addresses for those users you wish to invite to Fleetcoach. Be sure to separate each email address with a comma, a space or a new line.

Fleetcoach invite users form
Note: if some of your users do not have email addresses then see "Inviting Users who don't have email addresses" later in this section.

If there are any issues identified with the email addresses entered then you will be prompted to resolve the issue (e.g. invalid email address) or confirm the action (e.g. resending an invite). You will see a separate entry for each address that requires confirmation or an action. The actions available to you are:

  • Remove the email address
  • Edit the email address
  • Leave the email address to confirm the action

Fleetcoach invite users error message

When you have checked each of the email addresses identified, click the 'Send Invites' button to complete the invitation process.

Once the users have accepted their invitations and registered with Fleetcoach then they will move to a status of 'Active'.

If you wish to invite a user (or users) as an Organisation Administrator then click the 'Invite Administrators' link to switch across to the Administrators tab. It is important to note that this will invite all users in the email addresses field as Organisation Administrators so be sure that only users you wish to have administrative access are listed. You will be asked for confirmation on administrator invites before the invitations are sent. As with inviting users, administrators must also be invited in to a specific product although they will be able to administer users across all product offerings.

Fleetcoach manages the email invitations and provides your new users with all the information they need to register and begin their training. After you've processed your new user invitations you'll see these users in the 'Manage Groups' section with a status of 'Invited'.

Fleetcoach invite users success

Once the users have accepted their invitations and registered with Fleetcoach then they will move to a status of 'Active'.

Note: We do what we can to encourage users to accept their invitations. Users receive regular reminder emails until they accept the invitation and register. Administrator invitations will also receive reminders within the two weeks following their invitation. However, for security reasons, the administrator invitations expire at the end of two weeks and will need to be resent if the user does not register within that period.

Adding Users to a Group

If your Fleetcoach organisation uses groups to manage the user hierarchy then the process for adding users is similar to that of the organisation but starts with identifying which group you wish to add the users to.

Start at the 'Manage Groups' page for your organisation and identify which group you want to add the users to. If the group does not exist then you will need to create it before you can add the new users. To create a new group simply select the 'Create sub group' link to the right of your Organisation name.

Fleetcoach inviting users to a group

From the 'Manage Groups' page click on the 'Invite User' link to the right of the relevant group name. The 'Invite Users' page now identifies that you are inviting users to the Group. Adding users is the same as with the organisation; simply add the email address(es) to the text field and click the 'Invite Users' button. 

Fleetcoach invite users to a group

You are now adding users to a group rather than the organisation. As with the organisation level you can choose to add the user(s) as a group administrator by clicking on the 'Invite administrators' link. As with inviting users, administrators must also be invited in to a specific product although they will be able to administer users across all product offerings.

After inviting users to the group your 'Manage Groups' page will now show your users organised by group. Once you've finished it's useful to go back to this page to make sure everything looks as you intended to set it up.

Fleetcoach Manage groups with subgroup

Removing Administrator Privileges

There are two methods to choose from when removing administrator privileges from a user: revoking privileges or editing the user.

Revoking administrator privileges is carried out at the organisation or group dashboard. Under the 'Course Activity Statistics' charts you'll see an 'Administrators' section which lists the administrators for your organisation or group.

Fleetcoach administrators section from admin dashboard

Identify the user(s) that you wish to remove the administrator privileges from and click the 'Revoke' link for that user.

Fleetcoach revoke administrator success

On clicking the 'Revoke' link you'll receive an information message informing that the user is no longer an administrator and will remain on the dashboard page. The user will no longer be listed in the 'Administrators' section and will no longer have administrator privileges for your organisation or group.

Editing the user to remove their administrator privileges is done through the 'Edit User' page. Under the 'Subscription Status' section you'll see a check-box beside the 'Is administrator' label - if this is checked then this signifies that the user is an administrator of the group they belong to.

Fleetcoach add administrator permissions to user

To remove the administrator privileges simply un-tick the active check box and 'Save changes'. On saving the changes you'll be taken back to the 'User dashboard' for that user and see an information message informing that the user has been updated.

Should you wish to remove administrator privileges from multiple users simply repeat the steps from your chosen method for each user.

Inviting users who don't have email addresses

If you have users who are to take part in Fleetcoach training but don't have an email address then a simple option to consider is establishing a new Gmail account and then using multiple aliases for your users.

Using email address aliases means your Gmail account will receive email sent to your.username+any.alias@gmail.com.

For example, messages sent to yourcompany+peter@gmail.com and yourcompany+mary@gmail.com will both be received by yourcompany@gmail.com.

To send Fleetcoach invitations to these users simply use the your.username+any.alias@gmail.com format for the email addresses in the Fleetcoach 'Invite users' form.

When the email is received at yourcompany@gmail.com you can distinguish which Fleetcoach invitation email is for which user by looking at the 'To:' field of the message. This will contain the full email alias used in the message (e.g., yourcompany+peter@gmail.com).

Using this method you need only create one new email address that can be used for all your users who don't have an email address of their own.

Steps:

  1. Set up a Gmail account, e.g., yourcompany@gmail.com
  2. Send Fleetcoach invites as normal, to e.g., yourcompany+peter@gmail.com
  3. The yourcompany@gmail.com email address will receive all the emails.