To add an individual Synovia user, you have two options: duplicating (and modifying) an existing user, with their roles, group access, and zone category assignments, or creating a new account from scratch. Duplicating a user is recommended because it is faster, but either method will work. Both are covered below, in separate sections.

Note: If you would like to add several Synovia users, you can upload all their data in bulk. See Bulk Loading Users for the steps to do so.

Duplicating a User


First, find a user whose roles (and thus privileges), groups, and zone categories are similar to those of the new user you need to add, such as someone who has the same job as your new Synovia user. Then follow these steps:


  1. Click  >> Users.
     
  2. On the Users screen, click  to the left of the name of the user you want to duplicate.
     
    The Duplicate User screen will appear.
         
  3. Type the user's name, password, and email address they'll use to log in to Synovia in the appropriate boxes.
     
  4. Type the user's mobile phone number and, optionally, their work phone.
     
  5. Click the Carrier drop-down arrow and select the user's cell phone carrier, such as Verizon.
    Note: The mobile phone number and carrier are necessary if you want the user to be able to receive alerts via text.
  6. If the user speaks a different language than American English (the default setting), you can click the Localization drop-down arrow and select their language.
    Note: The Synovia site can be displayed in French and Spanish; the other Localization options in this drop-down list are not supported yet.
  7. If you want the first screen that is displayed when the new user logs in to Synovia to be different than the default one (which is Fleet Tracking), click the Default Screen drop-down arrow and select the page name (such as Dashboards).
    Note: If you leave this with a value of None, Fleet Tracking will be displayed for their initial screen each time they log in.
  8. If the new user will be the primary contact for your organization (the person Synovia's customer success manager should communicate with about your solution), select Main Contact. ( means selected, and  deselected.)
     
  9. If the original user's roles aren't exactly the same as the new user's, you can add or remove roles by clicking the selectors to the left of the appropriate jobs/access levels. ( means that is selected, and  deselected.)
    Note: Roles control which screens the user can view and change, plus what reports they are allowed to run.
    The Time and Attendance (TAA) selectors will be displayed only if your organization has purchased the TAA module, which enables you to track your employees' time, collecting data to help you manage clock-ins, work activities, time cards, absences, overtime, reports, and payroll integration.
     
  10. If the new user will need to view and make changes to your TAA records, follow these steps:
     
    1. Under TAA Department Groups, select the names of the department groups the user should be allowed to access.
      Note: Department groups in TAA determine what employee records your TAA users can view and change. They are broader than your actual departments (your divisions based on your organization's structure) because your users will generally need to see the data for employees from more than one department. For example, if you have a supervisor over your mechanics, you can have a department group that includes all the Mechanics departments in each fleet group and assign it to that supervisor; he or she would be able to see only the mechanics' employee data in TAA, and when the supervisor runs a report, it will include only the mechanics' work hours.
      If the user will need to view and modify records for all your employees, select the All Departments department group.
       
    2. Under TAA Employee Field Groups, select the names of the field groups the user should be allowed to access.
      Note: Field groups control which fields they will see on the Employees screen (and other places in TAA); for example, your lead drivers may need to see the Cell Phone field for the drivers who work under them, but they might not need to see the Birth Date field.
      If the user will need to view all the employee fields, select All Fields.
      Note: If you're looking for the Report Groups feature that was in legacy TAA, you won't find it. Which reports the user is allowed to run is determined by their Synovia role.
  11. In the Groups area, if the new user's group assignments are different from the duplicated user's, click the selectors to add or remove groups.
    Note: Groups control which vehicles the user can access on each screen.
  12. In the Zone Categories area, make any changes to zone category assignments required for the new user's access needs by clicking the selectors.
    Note: Zone categories are groupings of locations (see Navigating the Locations Screen for an explanation of Synovia locations); the user will need to have access to these to see the locations on the map screens.
  13. Click  at the top right of the screen.
     
    A dialog box will appear, asking if you want to email credentials to the new user.
     
  14. Click Yes so that the user has the login details they will need at hand.

    The Custom Message dialog box will appear, enabling you to add a message to the email sent to the user by Synovia.
     
     
  15. Type your welcome message.
     
  16. Click Send.
      
    The user's name and information will appear in the Users list.


Adding a New User from Scratch

Note: Again, you may find it simpler instead to duplicate a user, as shown in the preceding section.

To create a completely new user account from the ground up, follow these steps:


  1. Click  >> Users.
     
  2. Click  at the top right of the Users screen.
     
    The Add New User screen will appear.
       
  3. Type the user's name, password, and email address they'll use to log in to Synovia in the appropriate boxes.
     
  4. Type the user's mobile phone number and, optionally, their work phone.
     
  5. Click the Carrier drop-down arrow and select the user's cell phone carrier, such as Verizon.
    Note: The mobile phone number and carrier are necessary if you want the user to be able to receive alerts via text.
  6. If the user speaks a different language than American English (the default setting), you can click the Localization drop-down arrow and select their language.
    Note: The Synovia site can be displayed in French and Spanish; the other Localization options in this drop-down list are not supported yet.
  7. If you want the first screen that is displayed when the new user logs in to Synovia to be different than the default one (which is Fleet Tracking), click the Default Screen drop-down arrow and select the page name (such as Dashboards).
    Note: If you leave this with a value of None, Fleet Tracking will be displayed for their initial screen each time they log in.
  8. If the new user will be the primary contact for your organization (the person Synovia's customer success manager should communicate with about your solution), select Main Contact. ( means selected, and  deselected.)
     
  9. Specify the user’s roles in the Roles area by clicking the selectors to the left of the appropriate jobs/access levels.
    Note: Roles control which screens the user can view and change, plus what reports they are allowed to run.
    The Time and Attendance (TAA) selectors will be displayed only if your organization has purchased the TAA module, which enables you to track your employees' time, collecting data to help you manage clock-ins, work activities, time cards, absences, overtime, reports, and payroll integration.
     
  10. If the new user will need to view and make changes to your TAA records, follow these steps:
     
    1. Under TAA Department Groups, select the names of the department groups the user should be allowed to access.
      Note: Department groups in TAA determine what employee records your TAA users can view and change. They are broader than your actual departments (your divisions based on your organization's structure) because your users will generally need to see the data for employees from more than one department. For example, if you have a supervisor over your mechanics, you can have a department group that includes all the Mechanics departments in each fleet group and assign it to that supervisor; he or she would be able to see only the mechanics' employee data in TAA, and when the supervisor runs a report, it will include only the mechanics' work hours.
      If the user will need to view and modify records for all your employees, select the All Departments department group.
       
    2. Under TAA Employee Field Groups, select the names of the field groups the user should be allowed to access.
      Note: Field groups control which fields they will see on the Employees screen (and other places in TAA); for example, your lead drivers may need to see the Cell Phone field for the drivers who work under them, but they might not need to see the Birth Date field.
      If the user will need to view all the employee fields, select All Fields.
      Note: If you're looking for the Report Groups feature that was in legacy TAA, you won't find it. Which reports the user is allowed to run is determined by their Synovia role.
  11. In the Groups area, click the selectors to the left of the user's groups.
    Note: Groups control which vehicles the user can access on each screen.
  12. In the Zone Categories area, click the selectors to the left of the user's zone categories.
    Note: Zone categories are groupings of locations (see Navigating the Locations Screen for an explanation of Synovia locations); the user will need to have access to these to see the locations on the map screens.
  13. Click  at the top right of the screen.
     
    A dialog box will appear, asking if you want to email credentials to the new user.
     
  14. Click Yes so that the user has the login details they will need at hand.

    The Custom Message dialog box will appear, enabling you to add a message to the email sent to the user by Synovia.
     
     
  15. Type your welcome message.
     
  16. Click Send.
      
    The user's name and information will appear in the Users list.