Creating Employees and Users

After your branches have been created, you can add your employees and choose to grant them access to the SmartAsset Platform as Company Users.

To learn more about the differences between Employees and Company Users in SmartAsset, click here.

Note: If your organization has an ERP integration with SmartAsset, employee information may be imported automatically.

Create an Employee Record 

Navigate to Lists on the left hand menu and click on Employees in the center pane. Next, click on +Add Employee in the top righ hand corner of the screen. 

Next complete the required fields and specify if the employee is a driver. 

Complete the employee setup by following these steps:

1. Enter the employee's Name, Email Address, Phone, User Type (Normal or Admin), Branch, and Crew (if applicable). If your organization is utilizing the DashCam & Telematics module, you must identify if the employee is a driver by selecting Yes or No.  
2. Scroll down to Access Settings and select one of the options below for Data Group or create your own by navigating to Admin > Data Access Group. The default options are Self, Assigned Branch, or All.

• Self: employee can only see their own information when they log in.
• Assigned Branch: employee can see the assigned vehicles and employees at the Branch they are a member of. 
• All: employee can see the assigned vehicles and employees at all branches.

3. Scroll down to Mobile App Log In Credentials For Field Users. This section is for those employees that don't need access to the platform, but will need access to the SmartAsset Live Mobile App or DriveShield Safe Driver App. Enter a username and password. PIN is not required.
4. Next click on the EMPLOYMENT tab and enter additional information if desired. 
5. When you have finished entering the employees information click on Create at the bottom left of the page. Next select one of the following options for web access:  

• No, field employee only if the employee does not need access to the website platform. This is for crew members, drivers, and any staff that doesn't need to log into the platform. These employees will only be using the Mobile Apps. 
• Yes, set up access if the employee needs access to the platform to do things like complete maintenance items, create equipment, run reports, monitor driver behavior etc. 

6. If you selected Yes, set up access a new menu will appear where you can set up access to the modules in SmartAsset.

First choose the SmartAsset Role:

 Administrators have access to the Admin Section shown below:

Managers have access to everything except the Admin panel.

Viewers can only view records, but cannot create new records or edit existing records. 

Shop users only have access to the Shop & Mechanic module.

Second, select the modules the user should have access to 

Finally, click on Grant Access.

An invitation email will be sent to the user, allowing them to create their password and sign in to the SmartAsset Platform.

Note: If the user does not receive the invitation email after checking their spam or junk folder, navigate to Admin > Customer Users > click on 3 dots left of their name > and select Manage Access. Next click on the Copy reset link and email it to the user directly.