Login in Fielddesk - FieldDesk Manual (EN) (2024)

Login

You can approach Fielddesk through the secure HTTPS connection (not compulsory). If you go to address https://www.fielddesk.nl you will arrive at a login screen. Here you fill in the details you were given: your user name, your password and the company you want to log on to and the language. You will receive one login code from Fleet Complete by email. This is the login code of the main administrator, compadmin. With this login code you will have all the rights in the (purchased) modules in Fielddesk. The name related to this login code is for us also the contact person concerning communication about the application and (new) possibilities in Fielddesk. The password of this login code can only be changed by Fleet Complete. Using this login code you can further adjust Fielddesk.

Usage of FieldDesk

Fielddesk is built up from modules. Depending on the applications for which you use Fielddesk, Fielddesk consists of three or more modules.

Modules

The following modules will be available to you in the main menu:

Additional modules are:

Menu(options)

If you start a module, you will see the menus with corresponding options on the left side and in the middle the overview of one of the menu options. Example:

1. Click on the module 'Management' from the main screen;
2. On the left you see the menus 'users', 'fleet', 'employees' etc.
3. You can open or close the menus with the [»] button
4. In the opened 'users' menu you see the options 'manage usergroups' and 'manage users'.
5. If you click on a menu option, the corresponding overview is opened.

A module will be opened in the overview of the (last used) menu option. If you click on another option in a menu then the menu remains the same but the overview changes.

Layout of a view

The name of an overview is always presented at the top of an overview. You will immediately know in which overview you are. Depending on the overview, a number of details are presented.

Lines and columns

The overview presents the requested data by displaying several lines. Sometimes a [+] sign is displayed in front of these lines. You open several sub lines by clicking on it. Example:

1. Click on the module 'Management' from the main screen;
2. On the left you see the menu 'settings';
3. Click on the option 'time table': Every line shows an employee group here
4. Now click on one of the [+] signs: each sub line shows an employee from that group

All kinds of information is given of those lines, depending on the columns displayed. Example:

1. Click on the module 'Management' from the main screen;
2. On the left you see the menu 'fleet';
3. Click on the option 'manage vehicles';
4. In the lines you now see all vehicles;
5. Of the vehicles the following is displayed in the columns: registration number, nickname, group, and so on.

There is often an empty white field among the column names. An entry can be made in this field in order to quickly search for the correct line. Sometimes there is a drop down options menu available to select an entry. On an entry that column is filtered on all lines that fulfil the condition 'is equal to'. So if you want to see the lines of Pete then in the 'name' column you fill in the name Pete. Behind the empty white field you see a little key. With this you can replace the filter 'is equal to' with another condition, for example 'is not equal to', 'is smaller than', etc. You can filter multiple columns at the same time. This occurs with the condition 'and': the lines shown fulfil all the filters that were set.

Add a line

In the overview you will often have an [add] button at the lower right of the screen. Here you can add a new line. It is best to check whether the new line can only be created once a new group rule has been added. This would for example be the case with users, vehicles, employees and poi's. In a number of cases a group will then be connected to a location (users and employees). Through locations you can separate you information flows in main groups, for example Ltd.'s or regions. Because a location is connected to a vehicle group and a user group is connected to a location you can give users access to the information that is relevant to them. Locations will be created for you by Fleet Complete. If you would like to have this done, please request this via administratie@FleetComplete.nl. Example:

1. Click on the module 'Management' from the main screen;
2. On the left you see the menu 'users'
3. First click on the option 'manage usergroups' in order to create a group
4. Next you can create a user under the option 'manage users'. A user must always be connected to a user group.

View or edit a line

In many cases you see blue buttons in front of or after the (sub) line, for example [edit] or [delete], that you can click on. With these buttons you can view or edit the detail overview that corresponds to that line. This overview often consists of multiple tabs with several settings (tabsheets). You can change the settings of several tabs before you click on the [ok] button and save all tabs by doing so.

Tab sheets

In certain cases a (detail) overview consists of multiple tabs. Each tab will contain several settings. Example:

1. Click on the module 'Management' from the main screen;
2. On the left you see the menu 'fleet';
3. Click on the option 'manage vehicles': In the lines you will now see all vehicles;
4. Now click on the button [view] in front of one of the registrations: A detailed overview with tabs will be displayed.

Functional buttons

Sometimes there are function buttons between the name of the overview and the overview itself. These function buttons contain several functions with which you can change the look of an overview and/or indicate a time frame. Example:

1. Click on the module 'FieldLog' from the main screen;
2. Under the name of the overview you will see the buttons 'Filter', 'Manage views' and 'Export'.

Users

Perhaps multiple people should receive access to certain parts of Fielddesk. You can create login codes for 'users' and for 'employees in the field'. Users are people in the office who may look into the registered data. Users can log on to Fielddesk with their own login code at the same time. This is possible until the number of licences that you have purchased. If you have bought 4 licences then 4 users will therefore be able to log on to Fielddesk at the same time (concurrent users). You are however able to create an unlimited number of users (login codes).

Usergroups

A login code is always connected to rights; which actions are you and which are you not allowed to execute in Fielddesk. User to whom you would like to grant the same rights, you collect in a user group. Each receives a separate login code but the same rights. Rights are therefore connected to a user group. You must create at least one user group. How to create a user group can be found in module 'Management' under the menu 'Users'.

1. Click on the option 'Manage usergroups';
2. Click on the [Add] button;
3. The screen that opened shows you 7 tabs, you fill these in from left to right:
   1. General: here you enter the name of the group and you activate it
   2. Branches: If you want to divide your administration over multiple locations, you can request the creation of these locations from Fleet Complete. In this tab you indicate to which location this user group is allowed to log on, click on 'edit' at the location concerned and activate both 'view' as 'edit'.
   3. Vehicle groups: If you want to divide your administration over multiple vehicle groups within one location, you can create vehicle groups (vehicle groups). This screen shows the existing vehicle groups of the location activated in the previous tab. Activate which vehicle groups can be accessed by the user group (the setting in this tab is only activated if you have activated the authorisation 'authorisation for vehicle groups' at user level).
   4. Employee groups: If you want to divide your administration over multiple employee groups within one location, you can create employee groups (employee groups). This screen shows the existing employee groups (these are not connected to a location). Activate which employee groups can be accessed by the user group (the setting in this tab is only activated if you have activated the authorisation 'use employee group filter' at user level).
   5. Rights: here you determine which rights the user group has within all available modules, except FieldLog. Per menu option you indicate whether this can be created, viewed, edited or deleted. By sorting per module you can also select or deselect all rights within a module in one go.
   6. FieldLog rights: here you determine which rights the user group has in FieldLog, it concerns the use, creation and editing of the various report categories .
   7. Reports: here you determine which reports the user group may view.

If you have filled in all tabs, you click [ok]. The user group has been created. An overview of all user groups present you can find under the option 'Management user groups'. Per group the number of members (login codes) is listed and whether the group has been activated.

Users

Within a user group you can now create the users. The creation of a user group you can find in the module 'Management' under the 'Users' menu.

1. Click on the option 'Manage users';
2. Click on the [Add] button;
3. The opened screen shows you 2 tabs, you fill these in:
   1. User Settings: here you activate the user, and then enter the user’s first name, last name and username (login code). You select the correct user group and enters the email address. By activating the option 'send login name email' the user will receive his username and by activating the option 'send change password email' an employee can create his own password. After saving this screen he will then receive the emails concerned. You can activate 'access FieldDesk'. The option 'Deskmap access' applies if you have access to this module (Deskmap).
   2. User filters settings: a user logs on to the vehicle data or to employee data. Depending on this choice, the system checks the vehicle or employee groups selected for you (see the appropriate tab at the user group). Should you choose for vehicle groups, you will see the data of all employees that have driven these vehicles, irrespective of the employee groups authorised for you in the rights at the user group.

An overview of all users present can be found under the option 'Manage users'. Per user the detail information is listed.

Please note!

There are certain requirements to the usernames and passwords:

• No ‘ADMIN’ in login name: Your login name may not contain the word ‘admin’.
• Password requirements: the password must consist of at least one upper case letter, one lower case letter and one number and it must be at least 7 characters in length.

Additionally the following conditions apply:

• If you have not logged in to FieldDesk for more than 99 days your username will be blocked. You should contact your administrator to reactivate your username.
• If you have entered an incorrect password more than 5 times your username will be blocked. You should contact your administrator to reactivate your username.
  -In case of a user you only need to tick ‘activated’
  -In case of an employee only the original username has to be entered

• The login session in FieldDesk expires if no activity takes place for more than 20 minutes (exception to this is use of the FieldMap module)

It is possible to further optimise the security of your users. This can be done by sending a request to this effect to support@FleetComplete.nl. Think for example about:

• Making the aforementioned Fleet Complete requirements stricter

Forcing a password change after [x] months

Change password

Users can change the password that is created for them (that right must be assigned by the compadmin). Changing the password can be found in the module 'Management' under the menu 'Settings'.

1. Click on the option 'Change password';
2. Enter the old password and the new password (2x)
3. Click on the [Update] button;

Field service employees

Employees in the field are the employees who drive in the vehicles in which a registration system of Fleet Complete has been installed. The can also receive (limited) access to the Fielddesk application. They will always see that data which has been registered under their employee number. This application requires a special module; the module 'Employeedesk'. A condition for use of the employee desk is that registration takes place on the basis of employee number, so because:

• The employee makes of a key (button) to log on to the system or
• A fixed employee is connected to a vehicle in Fielddesk (default driver)

Hint!
You determine to a large extent which reports the employees in the field can see and whether they can edit data. By default the Fiscale Rapport (Fiscal Report for Dutch customers) will be made available and the possibility to change the password. A login code for an employee will be connected to his employee number. Creating a login code for an employee in the field can be found in the module 'Management' under the menu 'Employees'.

1. Click on the option 'Manage employees';
2. Click on the [edit] button at the employee you want to create a login code for;
   The opened screen displays 4 tabs, go to the tab ‘user details’ and activate the option ‘employee login’. The options ‘send login name email’ and ‘change password email’ are now activated immediately. After entering a temporary username (login name) and the email address (in tab ‘personal details’) you click [ok]. The employee now receives emails with which he can activate his own login details. Ensure that the employee is informed of the password requirements!