How to Add a User to MyGeotab?

How to Add a User to MyGeotab

To add a user to MyGeotab, you need Administrator-level access. Follow the steps below to create a new user profile, assign permissions, and send login credentials.

1. Navigate to Users

1. Log in to MyGeotab.

2. From the left-hand menu, select People > Users & Drivers.

3. Click the Add (+) button in the top-right corner.

2. Enter User Details

On the User Edit page, fill in the following basic information:

• User (Email): Enter the person's professional email address.

• First Name & Last Name: Enter their full name.

• Authentication Type: Keep this set to Basic (unless your organization uses a specific SSO provider).

3. Set Groups and Data Access

This section controls what the user can see in the system.

• Groups: Choose which fleet groups the user belongs to (e.g., Parks).

• Data Access: Click Modify to define the scope of data they can view.

  Tip: "Data Access" gives you the ability to get really specific about what a user can see by using either the "And" or "Or" function. 

4. Security Clearance & Password

This section controls what tools the user can use.

1. Security Clearance: Choose a level that matches the user's role. Common built-in options include Administrator, Supervisor, View Only, and Driver. Custom clearance levels may also be available depending on your organization's configuration.

2. Force password change: Toggle this to Yes. This requires the user to create their own password on first login. (this piece is being phased out, if the username is a valid email address, this may not appear at all when setting a new user up)

3. Save: Click the Save button in the top right corner.

Outcome: The user will receive an automated email with their login instructions and a link to set their password. Delivery typically occurs within an hour, but may take longer depending on email server settings. If the email does not arrive, ask the user to check their spam or junk folder.