Edit a person when their name, contact details, organisation information, Driver ID or Location Sharing access changes. Keeping one accurate record keeps their name correctly linked to vehicles, reports, rosters and reservations.
Before you start
You need permission to edit records. Confirm you have opened the correct person and enter only information your organisation needs. People records can contain personal and location information, so follow your organisation's privacy and retention policy.
Location Sharing settings appear only when the account has that feature. Enabling it consumes an available Mobile Location Sharing licence and requires the person to link a supported phone and accept the terms in the app.
Steps
- Open People.
- Find the person and select their pencil Edit action.
- On Edit Person, update the identity, organisation or Driver ID fields described below.
- If applicable, open Location Sharing and review its licence, linked phone, access and tracking settings.
- Select Save, then reopen the person to confirm the values.
- If you changed Driver ID or Location Sharing, confirm with the person that the changed setting works as expected. Do not create a second record when an existing record only needs correction.
Person details
Setting: First name and Last name
What it controls: The person's display name in People, driver selection fields, reports, rosters and reservations.
When to change it: Correct a name or reflect an approved name change. Search for duplicates before changing a record into another person's name.
Setting: Phone
What it controls: The person's contact number. Australian mobile numbers and international numbers in + format are supported.
When to change it: Keep operational contact details current when your organisation uses them. This field does not itself enable phone tracking.
Setting: Company ID
What it controls: Your organisation's unique identifier for the person. It accepts letters, numbers, hyphens and underscores.
When to change it: Match payroll, HR or workforce systems and distinguish people with similar names. Each person should use a unique value.
Setting: Department
What it controls: The team or business area associated with the person.
When to change it: Keep the person's organisational grouping current after a transfer or correct an inaccurate entry.
Setting: Hire date
What it controls: The person's employment or engagement start date.
When to change it: Record or correct the date when your organisation uses it for workforce records.
Setting: Driver ID
What it controls: The 12- or 16-character iButton keyfob ID, or the complete printed RFID card number used by a compatible vehicle reader.
When to change it: Assign a new keyfob/card, replace a lost credential or correct an ID that does not log the person into vehicles. One physical credential should identify only one person.
Vehicle assignment is not a permanent field in this editor. Assign or change the current driver from the relevant vehicle, or let a supported Driver ID reader update the driver when the person logs in.
Location Sharing settings
Setting: Location sharing
What it controls: Allocates or removes a Mobile Location Sharing licence for this person.
Why and when to change it: Enable it when their phone should provide work locations. Disable it when sharing is no longer required, after following your privacy and retention process.
Setting: Location sharing link key / QR code
What it controls: Links this person to the Track My Ride app on one phone.
Why and when to change it: Use it during initial setup or after linking a replacement phone. Treat the key and QR code as access information and share them only with the intended person.
Setting: Phone name
What it controls: Shows the name or model reported by the linked phone.
Why and when to change it: This is status information. Use it to verify the expected phone is linked.
Setting: Unlink
What it controls: Disconnects the current phone and stops its Location Sharing until another phone is linked.
Why and when to change it: Use it for a replaced, lost, incorrectly linked or no-longer-authorised phone.
Setting: Mobile status
What it controls: Shows whether sharing is active, paused, outside schedule, awaiting terms acceptance or logged out.
Why and when to change it: This is status information. Check it before changing settings when expected locations are missing. The phone user can pause or resume sharing for privacy.
Setting: Ping
What it controls: Requests a current location from the linked phone.
Why and when to change it: Use it for an occasional status check. Delivery depends on the phone, app permissions, battery and connectivity.
Setting: Odometer
What it controls: Starting or corrected kilometre total for the virtual vehicle created by this person's phone.
Why and when to change it: Align mobile journey distance records with a known starting value when your organisation uses this counter.
Setting: Path colour
What it controls: The map and playback path colour for the person's mobile locations.
Why and when to change it: Distinguish this person's path from nearby vehicles or other people.
Setting: Timezone
What it controls: The local offset and daylight-saving rule used for the person's mobile tracking record.
Why and when to change it: Correct event and journey times when the person works in another region or the daylight-saving option is wrong.
Setting: User account
What it controls: Links Location Sharing with a Track My Ride user account.
Why and when to change it: Choose the account that should sign in and use permitted app features. Change it after an account transfer or correction.
Setting: Vehicles
What it controls: Which vehicles the person may select to drive in the app: all, none or a defined set.
Why and when to change it: Limit access to the fleet they are authorised to operate. Review it after role, depot or sub-account changes.
Setting: Mode
What it controls: Runs Location Sharing automatically 24/7 or during a configured schedule.
Why and when to change it: Use a schedule to align automatic sharing with expected working periods. The phone user can still override tracking for privacy.
Setting: Schedule
What it controls: The days and time periods used by scheduled mode.
Why and when to change it: Update it when normal working hours change. Check the person's timezone before diagnosing an apparent schedule error.
Setting: Sync
What it controls: Controls how many recorded points the app can batch before uploading. The app may also upload when activity changes or the phone becomes stationary.
Why and when to change it: Use fewer points for more current locations and potentially higher battery/data use; use more points to reduce upload frequency with less immediate updates while moving.
What happens next
Saved identity and organisation changes appear anywhere that person is selected or named in a record. A changed Driver ID applies the next time a compatible reader detects it. Location Sharing changes apply to future phone locations and may require the app to reconnect, accept terms or receive updated settings.
Troubleshooting
- If Edit is unavailable, ask an account administrator for record-editing permission.
- If a Company ID or Driver ID is rejected, check whether another person already uses it and enter the full supported format without extra characters.
- If Location Sharing is absent, confirm the account has the feature. If it cannot be enabled, check that a licence is available.
- If no phone locations arrive, check Mobile status, app sign-in, terms acceptance, location permission, battery restrictions and mobile connectivity before changing the schedule or sync setting.
- If the person sees the wrong vehicles, review User account and Vehicles, then save and have the app refresh its account data.