Company Settings and Permissions

As an Administrator, you control how your Hellotracks Business account is configured and what your team can see and do. This guide explains how you can set company-wide preferences, manage location and trip data and define access levels for your Workers and Operators.

In this guide:

1. Company Settings
2. Member Permissions

Step 1: To access the company settings and member permissions, click the dropdown menu next to your profile and select Company. Or, go to Settings at the bottom of the main menu and select Company Settings.

1. Company Settings

In Company Settings, you can manage the following areas:

• General
• Location data
• Auto Check-ins at Places and Jobs
• Check-ins at Zones
• Advanced mobile app settings
• Notifications

• General

Set basic preferences for your company account, such as language, measure of length, time format, time zone, and snooze notification settings.

• Location data

Control how location data is captured and retained.

Limit location data to specific zones: Restrict tracking to the selected Zones. Location data is only recorded inside them and is not registered outside these areas.

Delete trips older than: Automatically delete trips after the selected retention period to manage data storage and privacy.

• Auto Check-ins at Places and Jobs

Configure automatic check-ins and check-outs in the mobile app to record arrival, departure, and total on-site time when team members arrive at or depart from Places or Jobs.

When enabled, you can adjust:

Delay: Set a minimum time before an automatic check-in is registered. This helps prevent duplicate or false check-ins when a team member is just passing by a location.

Area size for check-ins at Jobs: Choose the geofence size to trigger automatic check-ins at Jobs.

• Check-ins at Zones

Configure automatic check-ins and check-outs in the mobile app when team members enter or leave Zones.

• Advanced mobile app settings

Manage the options team members can select in the mobile app for their status and trips.

Status-List: Create status options that team members can use to show their current status (e.g., Available, Busy, On Leave).

Trip Purpose List: Set the trip purposes that team members can select for their trips.

Trip Comment List: Set the trip comments that team members can select to add more details to their trips.

Status-List Result: In the mobile app, Workers select a status from Choose your current status (e.g., Available).

Trip Purpose List and Trip Comment List Results: In the mobile app, Workers select trip purposes and comments in My trips (e.g., Purpose: Inspection; Comment: Arrived on time).

• Notifications

Choose whether to receive email notifications for messages.

2. Member Permissions

In Member Permissions, you can define the access levels for your Workers and Operators in the Business account.

• Permissions for Operators

• Permissions for Workers

  
  

• Permissions for Operators

Operators may see administrators on the map and assign them jobs

This controls Operators’ ability to view Administrators on the map and assign them Jobs from the web dashboard.

Operators are visible on the map and may receive jobs

This controls Operators’ ability to appear on the map and be assigned Jobs.

Operators may see workers of other teams on the map

This controls Operators’ ability to view Workers across all teams on the map. If disabled, Operators can only view Workers within their own team. To learn how to create a team, click here.

Operators have permission to delete jobs

This controls Operators’ ability to delete Jobs from the web dashboard. If disabled, only Administrators can delete Jobs.

• Permissions for Workers

Workers may see members of the same team on the map

This controls Workers’ ability to view other members of their team on the map in the mobile app. If disabled, Workers can only view their own location.

Workers can deactivate tracking

This controls Workers’ ability to turn tracking off from the mobile app. If disabled, the tracking toggle will not be available in the mobile app.

Workers are allowed to turn on battery save mode (affects location tracking accuracy)

This controls Workers’ ability to enable battery save mode in the mobile app.

Disable tracking outside individual/team working hours

This controls whether tracking is automatically disabled outside defined working hours in the mobile app. To learn how to create individual/team working hours, click here.

Workers may send messages to members of the same team

This controls Workers’ ability to message other members of their team from the mobile app.

Workers can create and edit places from the mobile app

This controls Workers’ ability to create and edit Places in the mobile app. If disabled, Places can only be managed by Administrators and Operators in the web dashboard.

Places on mobile app

This controls which Places Workers can see in the mobile app.

Zones on mobile app

This controls which Zones Workers can see in the mobile app.