EROAD Help Australia

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Users and User Roles

Users wanting to use BookIt must be approved and assigned an appropriate role by an Admin.

Where a company has Single Sign On integration, users should self register by simply trying to login, rather than an Fleet Admin adding them in advance.

If enabled, adding BookIt users will add and sync drivers to MyEROAD, reducing double-handling user creation.

Application workflow

  • Users within an company are given the address to the BookIt system where they're invited to register.
  • They're sent a verification email, they click the embedded email link, and they await being verified by the Admin.
  • Verification could mean the Admin assigns the user roles, states and groups.

Verified

Verified users attempted to log into BookIt, were onboarded by the automatic registration process, and have verified their email addresses.

This page also allows Admins to add new Bookers.

Add new Users to your system:

  1. Users > Verified > Add. A panel slides out.

    17 Users
  2. Fill in the details.
  3. Add.

The user is added to the system, is emailed a verification, and the entry is passed into the Unconfirmed email state.

More (...) tools

  • Quick verify: Forces a verification on behalf of the user (not recommended).
  • Edit: Update a user's details.
  • User login history: A time-based look at a user's interactions with BookIt
  • History - changes by user: A changelog of a user's actions.
  • History changes to user: A changelog of changes made to a user account, either by an Admin or the user.
  • Delete
  • Show email history: Audit log of the email history with the user, usually tracking booking confirmation/alert messages.

EROAD Support: BookIt <--> MyEROAD Driver integration

MyEROAD driver integration for BookIt aims to reduce double-handling driver/user management between BookIt and MyEROAD. When enabled, Booker accounts are sent, created, and updated to MyEROAD as Drivers. Bookers will also be able manage their own PINs.

This section is included so that customers may understand more about how BookIt will sync with MyEROAD. Setting up the integration is largely handled by EROAD Support from an accepted work order.

Only those with the Organisation Admin roles may add new users.

Enabling MyEROAD driver integration on BookIt

  1. BookIt > Manage settings > Organisation.

  2. Tap Sync Fleets.

  3. Tap EROAD Drivers.

  4. Select the company’s default fleet.

  5. Define the PIN Length (default is 4; may choose 6)

  6. Save.

  7. (Optional) Manual Driver Sync: Allows forcing an immediate manual sync of BookIt with MyEROAD. If not selected, this will automatically occur overnight. 

New Booker creation

When a new Booker is created, BookIt checks to see if a matching MyEROAD driver exists. If so they are matched; if not, a new driver record is created. (see below).

Customers using this integration should cease duplicating BookIt-only driver profiles in MyEROAD.

Syncing with MyEROAD

EROAD Drivers

 sync buttons

These tools are not available to customers.

When enabled, Support agents will sync appropriate features of MyEROAD with BookIt. Verified Bookers will have their existing MyEROAD Driver records matched, or have new MyEROAD Driver accounts created and populated with appropriate details.

Once two profiles are matched, any future changes made to the Booker will automatically be applied to the MyEROAD Driver profile. This matching process occurs daily at midnight, or if the Sync drivers button is pushed.

If entering a licence is disabled in BookIt, MyEROAD will populate this new Driver with a dummy licence entry (licences are a mandatory Driver field in MyEROAD).

The trigger for matching and driver creation is the user being set to Verified. It doesn't matter if single-sign-on or auto verification has been enabled.

How Bookers and Drivers are matched

  1. The integration system will first attempt to match on email address:

     

  • Match not found: Attempt to match on First Name Last Name, matching only if the name is unique.
    • Match not found: a new MyEROAD Driver entry is created. If multiple name matches are found (not unique), a new Driver is created.

If a new Driver is created, Bookers will be prompted to set a Driver PIN on the next BookIt login.

This matching process is only important if a customer already has Drivers in MyEROAD when BookIt synchronisation is enabled. If a customer is new and has no Drivers, they’re matched automatically when they are created by BookIt as new Drivers.

All MyEROAD Drivers must have a Fleet and PIN assigned to them on creation, so EROAD Support agents will assign a default MyEROAD Fleet for your BookIt instance, based on your recommendation.

A Booker cannot see, select, nor change their Fleet.

Driver Alias

MyEROAD requires a Driver's username and alias to be unique to the organisation.

  • When creating EROAD Drivers BookIt will attempt to create the driver up to 5 times if the default alias is already taken.
  • Format is FirstNameInitial.LastName e.g. Mary Smith is m.smith
  • Bookers can see their alias in their BookIt profile.

Driver PINs

Set this number in the Organisation > Integrations > EROAD Drivers > EROAD Driver PIN length field.

Bookers can change their PIN later in their profile settings. Bookers cannot see their existing PIN; only update it. Administrators cannot see or update a user’s PIN.

Changes to a Driver PIN do not update immediately on the Ehubo. It typically takes minutes but can take hours to update – and will not update if the Ehubo does not have cellular coverage (e.g. in an underground parking building).

Bookers should not update their PIN just prior to taking a vehicle.

Deactivating and Reactivating Users

When a user is disabled in BookIt the associated MyEROAD driver will be deactivated. If this user is then re-enabled in BookIt the associated MyEROAD driver will also be reactivated.

When a user is deleted in BookIt the associated MyEROAD driver will be deactivated. If this user is re-created, you will see an error message on the Drivers list, and you will need to manually reactivate the Driver in MyEROAD.

Error states

If an error has occurred when creating a driver in MyEROAD, an error icon will be visible next to the user on the Verified Users list. Detailed error information is available when you hover on the icon.

Detailed Supported Use Cases

New Booker added by admin, licence not required

  1. Booker is added by admin.
  2. Booker is verified by admin.

  3. When verified, the system creates a matched MyEROAD Driver:

  • The Driver is assigned to any selected fleets at time of creation, or they will be assigned to the default fleet.
  • A dummy licence number is created for the MyEROAD Driver (Driver entries in myEROAD must have a licence).
  • The Booker receives an email to complete sign up and set their PIN.

    • New user added by admin, licence required

    1. Booker is added by admin.
    2. The Booker is verified by admin.
    3. The Booker receives an email to complete sign up.
    4. The Booker sets a PIN and enters their driver’s licence.

    5. When the user saves their PIN and driver’s licence, the system creates a matched MyEROAD Driver:

    • The Driver is assigned to any selected fleets at time of creation, or they will be assigned to the default fleet.

    New user self-sign up

    1. Booker self-registers using SSO.
    2. Booker is asked to set a PIN, (and licence if required)
    3. Booker goes into ‘pending verification’ queue in BookIt
    4. Once verified by admin, the driver is created in MyEROAD and are assigned to the default fleet, or any fleets select by the admin when verifying the user.

    New Booker self-sign up with auto-verification enabled

    1. Booker self-signs up using SSO.
    2. Booker is asked to set a PIN, (and licence if required)
    3. Auto-verify is enabled for the user.
    4. A driver is created in MyEROAD, and they are assigned to the default fleet.

    Existing Booker edits PIN, or other profile information

    1. User updates their PIN in their settings

    • If the Matched Driver exists in MyEROAD, the Driver PIN will be updated.

    Other details such as name, email address and phone will also be synced. licence is currently unsupported.

    Existing Booker is edited by Admin

    Assuming the integration is enabled, and the user previously exists:

    1. Admin edits Booker details.
    2. BookIt will check if we already have a Matched Driver

    Limitations

    The EROAD API does not support updating licence information. BookIt will send the latest information, but this will not be updated in MyEROAD.

    User roles

    Bookers

    Booker: Can view the welcome page, make bookings for themselves, book seats in other vehicles, and view their past and future bookings.

    Multibranch Booker: An addon that gives the ability to book vehicles from any branch.

    On Behalf Booker: An addon that gives the ability to book on behalf of other users. Under manage bookings, they can view and manage the bookings they've made for themselves, and those they've made for others.

    Administrators

    Booking Approver: May approve bookings of vehicles that have been assigned an Approval flow. (If a branch has no Booking Approver, bookings will skip assigned Approval flows.)

    Booking Admin: Has the ability to view and manage all bookings for a branch, but none of the additional features a Branch Admin has. 

    Branch Admin: Has most of the reporting and functionality of an Organisation Admin but is restricted only to their own branch. For example, they can add users, or enable vehicles, but only to their own branch.

    Under Manage Settings branch admin can only access Welcome message, Accessories, Groups and Locations - and can only create or modify these for ones that only exist in their branch(s). Branch admins can only see and approve pending users if "Allow users to add themselves to this branch at sign up" is enabled for their branch. 

    Multibranch Admin: Ability to be a branch admin for multiple branches.

    Organisation Admin: Highest level of access - can access everything and is the only user that can create branches. Is the only user that can:

    • Change organisation settings
    • Create a branch
    • Set or edit a user agreement
    • Create or edit booking policies
    • Create or edit booking reasons