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MyGeotab | Visit Geotab.com
Groups and All There is to Know
How to Organize your Company in MyGeotab
MyGeotab | Visit Geotab.com
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.
MyGeotab | Visit Geotab.com
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
MyGeotab | Visit Geotab.com
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
MyGeotab | Visit Geotab.com
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
MyGeotab | Visit Geotab.com
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
MyGeotab | Visit Geotab.com
Example Group Structure
MyGeotab | Visit Geotab.com
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
MyGeotab | Visit Geotab.com
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
MyGeotab | Visit Geotab.com
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”.
MyGeotab | Visit Geotab.com
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
MyGeotab | Visit Geotab.com
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
MyGeotab | Visit Geotab.com
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
MyGeotab | Visit Geotab.com
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.
MyGeotab | Visit Geotab.com
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
MyGeotab | Visit Geotab.com
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
MyGeotab | Visit Geotab.com
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.
MyGeotab | Visit Geotab.com
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.
MyGeotab | Visit Geotab.com
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
MyGeotab | Visit Geotab.com
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
MyGeotab | Visit Geotab.com
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