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Set up Track My Ride for your team

Add vehicles and people, assign drivers, give each team member suitable access, and verify a small business rollout before expanding it.

Use this guide after the first tracker reports correctly and you are ready to set up Track My Ride for a business team. Start with one representative vehicle and a small group of people, verify their records and access, then repeat the proven setup for the rest of the organisation.

Do not share the top-level account password. Create a separate login for each person who needs application access, and give that login only the pages, vehicles, people and locations required for their role.

Before you start

Complete Start using your new GPS tracker for at least one vehicle. Before recording employee, contractor or driver locations, complete the notice, permission and consent steps in Use GPS tracking responsibly.

Prepare:

  • A consistent vehicle naming convention, such as registration, fleet number or vehicle type.
  • The people who must appear as drivers, roster members, reservation users or location-sharing users.
  • A short role list showing which pages and records each team member needs.
  • The operational event that should create the first alert and the people who should receive it.
  • One normal work period that can be used to verify map, journey and report results.

Use the top-level account for setup. Choose one vehicle and one or two team members as a pilot instead of importing the entire fleet before permissions and reporting have been tested.

Steps

1. Prepare the vehicle records

  1. Open Vehicles and check that the pilot vehicle has the expected name, registration and tracker.
  2. Use Add, edit or remove a vehicle to correct its details or add vehicles that do not already exist.
  3. Use a hardware-tracked vehicle when it must report locations. Use a virtual vehicle only for reservations, assignments or records that do not require live tracking.
  4. Open Map and confirm that each hardware-tracked pilot vehicle shows the correct recent location before adding more records.

2. Add people and assign drivers

  1. Open People and check for an existing person before adding a record.
People tab showing the team records used when preparing a small business-account rollout.
People tab showing the team records used when preparing a small business-account rollout.
  1. Follow Add, assign and archive people to add the pilot drivers and team members.
  2. Enter only the identity, contact, organisation and Driver ID details the organisation needs.
  3. Assign the current driver from the relevant vehicle. Creating a person does not assign them to a vehicle, and creating a roster does not allocate that person as the vehicle's driver.
  4. If Driver ID hardware is installed, assign each card or key fob to one person and test it before relying on automatic driver records.

3. Give each user separate access

People records and application logins serve different purposes. A person can appear in driver, roster, reservation and report records without having permission to sign in. Create a sub-account only for someone who needs application access.

  1. Write down the pages, vehicles, people and zones required for each pilot role.
  2. If the plan includes Sub-Accounts, follow Create sub-accounts and limit their access.
  3. Give each user a separate sign-in. Do not reuse or distribute the top-level account credentials.
  4. Grant the minimum page and record permissions needed. Avoid All vehicles or All people when access must remain limited as the account grows.
  5. Link a login to a person only when that user needs My Journeys or approved phone Location Sharing.
Add Account modal showing a separate team login linked to the Alex Morgan person profile with limited access permissions.
Add Account modal showing a separate team login linked to the Alex Morgan person profile with limited access permissions.
  1. Ask each user to set up two-factor authentication for their own login.

4. Configure one useful alert

Choose an event that has a clear operational response, such as the pilot vehicle entering or leaving a depot zone. Follow Create and manage alerts, select only the pilot vehicle and intended recipients, and check the schedule and notification channel before enabling it.

Trigger one controlled test. Confirm that the alert appears in history and reaches the expected recipient without notifying unrelated people. Fix the pilot rule before copying it to other vehicles.

5. Verify journeys and reports

  1. Complete a normal pilot drive and allow delayed tracker records to upload.
  2. Check Map and playback for the correct vehicle, route and timestamps.
  3. Open Reports and follow Choose, run and export a report.
  4. Run a short journey report for the pilot vehicle. Check the account timezone, driver, start and finish times, distance and addresses against the known activity.
  5. If the business distinguishes work and private travel, decide how journeys will be classified before relying on tax or usage totals.

6. Test access and roll out

Ask each pilot user to sign in with their own account. Confirm that they can open every required page and record, cannot see restricted vehicles or people, and cannot perform actions outside their role. Test location exclusions while signed in as that user; the top-level account does not prove that restrictions work.

When the pilot passes:

  1. Add the remaining vehicles and people in manageable groups.
  2. Apply the same naming and permission rules consistently.
  3. Test at least one vehicle, login, alert and report from each group.
  4. Record who owns future changes to vehicles, people, access, alerts and reports.

What happens next

The account now has a tested pattern for vehicle records, people, access, alerts and reporting. Review access when duties change, archive people who should leave active selection lists, and deactivate access promptly when someone leaves the organisation.

Add advanced workflows only when the underlying records are reliable. Rosters, reservations, Driver ID, Mobile Location Sharing, scheduled reports and automatic journey classification all depend on accurate vehicles, people, permissions and timezone settings.

Troubleshooting

  • A person cannot be selected as a driver: Confirm that the person is active and accessible to the same account as the vehicle. Creating the person alone does not assign them.
  • A team member cannot see a required vehicle: Check both their page permission and vehicle permission. They need both.
  • A team member sees too much: Remove All vehicles or All people, select only the required records and test the user's login again.
  • A vehicle appears under the wrong name or location: Compare its assigned tracker with the Communication ID and correct the vehicle record before rolling out further.
  • An alert reaches the wrong people: Disable it, review its monitored records, schedule and recipients, then repeat one controlled pilot test.
  • Report times are unexpected: Check the account timezone and selected date range before changing source records.
  • The pilot works but later records do not: Compare the new group with the tested naming, tracker, person, permission and alert settings instead of recreating the pilot.