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:
To open the company settings and permissions, click your name at the top of the main menu and select Company settings. Or, go to Settings at the bottom of the main menu and select Company settings.
The window has these pages on the left:
- Company profile, General, Location & tracking, Permissions (Administrators, Operators and Workers), Jobs, Billing
Click Save after a change, or Cancel to undo it.
1. General
Language & formats
Set the defaults for your company:
- Language: English, Español or Deutsch
- Time zone
- Measure of length: Kilometer or Miles
- Time format: 24 hours or 12 hours AM/PM
Notifications
- Send email notification on new messages: get an email when a new message comes in.
- Snooze notifications: hides live pop-up notifications for everyone in the company on the web dashboard. To learn more, click here.
- Snoozed pop-ups go to the bell in the top bar.
- Alerts from your alert rules still pop up.
- Personal snooze settings still apply.
2. Location & tracking
Location data
Controls how location data is captured and kept:
- Limit location data to specific zones: location data is only recorded inside the selected Zones.
- Delete trips older than: trips are deleted automatically after the selected time (Never, 1 day, 1 month or 3 months).
Auto check-ins at places and jobs
Records arrival, departure and time on site when team members arrive at or leave Places or Jobs. When enabled, you can set:
- Delay: check-ins shorter than this are ignored, which avoids false check-ins when someone just passes by.
- Area size for check-ins at jobs.
Check-ins at zones
Records check-ins and check-outs when team members enter or leave Zones.
Advanced mobile app settings
Holds the options team members can pick in the mobile app:
- Status list: statuses team members can show, for example Available, Busy or On break.
- Trip purpose list: purposes team members can choose for their trips.
- Trip comment list: comments team members can add to their trips.
Daily replay videos
Sends a cinematic 3D replay video of each selected member's workday. When enabled, choose:
- Send at: company local time.
- Members: leave empty to include all members with tracking.
- Morning digest email recipients.
- Whether to Also send each member their own video as push notification.
3. Permissions
Under Permissions, pick a role. Administrators have every permission. Operators and Workers each have their own switches, grouped by section.
Operators
- On the map
- See workers of other teams: if off, Operators see only the Workers of their own team. To learn how to create a team, click here.
- See administrators and assign them jobs.
- Visible on the map and can receive jobs: Operators are then treated like a Worker in Dispatch.
- Jobs
- Jobs visible in Dispatch: All, Team or unassigned, or Team only.
- Delete jobs.
Note: If Operators or Administrators can receive Jobs, they can view and complete those Jobs in the mobile app, the same as Workers in the field.
Workers
Workers use the mobile app only. They see their own jobs, their own trips and, if allowed below, their team.
| Section | Switches |
|---|---|
| On the map | See members of the same team in the mobile app |
| Tracking | Deactivate tracking · Battery save mode · Track only during working hours · Edit own working hours. To learn how to create working hours, click here. |
| Trips | Add and edit trips · Added or edited trips need approval |
| Jobs | Job calendar · Create own jobs · Move a job to another day · Change a job's location · Optimize own route · Reject a job |
| Places and zones | Create and edit places · Places visible in the app · Zones visible in the app |
| Messages | Message members of the same team |
