Users

The User overview is the central management interface for all user accounts in X4fleet. Administrators and Web Order administrators manage their organisation's accounts here: they create new users, edit existing accounts, assign roles, reset passwords and control access to the system.

1. Navigation

The User overview is accessible via the Master Data directory under the Users tab. Access requires appropriate administration rights (role Administrator).

2. User Overview (Table)

The overview shows all user accounts in a sortable table. Each row represents one user.

Columns

In addition to the basic data (name, username, group, role), the table also contains extended columns such as:

Sorting and Configuration

Clicking a column header sorts the list in ascending or descending order. The column configuration (visible columns, order) is saved per user and is retained after logging out.

Opening a User

Double-clicking a row opens the user in the editing dialog. The dialog opens as a freely movable window; several dialogs can be open at the same time (a maximum of five).

Viewing Documents

Clicking a document cell opens the stored document directly in the document viewer.

3. Group and Current Group Filter

The filter area above the table lets you restrict the user list to a specific group.

• Group search: The group selection field can be used to search for a group and limit the display accordingly.
• Current group only: This toggle limits the display to users of the selected group. If the option is deactivated, users of subgroups are also displayed.

Note: The filter area is only available to administrators. For groups of type Subcontractor, the «Current group only» option is not available.

4. Creating and Editing Users

The button for creating a new user, or a double-click on an existing row, opens the multi-step editing dialog. This dialog is divided into several tabs.

Tabs

«General» Tab

The General tab contains the most important master data and control options of the account:

• Profile picture: Upload an image and check it in the preview (see Section 11).
• First name / Last name
• Company
• Username (login)
• Password with generator and visibility toggle (see Section 11).
• Group: Assignment of the user to a group.
• Roles: Multiple selection of the assigned user roles. The available roles can be found under User roles.
• Language: Preferred display language.
• Email address: with verification badge and the option to resend the confirmation email (see Section 9).
• Vehicle: Assignment of a vehicle (relevant for the Driver role; this is stored in the vehicle's master data and only displayed here).
• Valid from / Valid until: Validity period of the account.
• Login allowed: Controls whether the user is permitted to log in.
• See own tours only: Limits the user's view to their own tours.
• Colour: Display colour of the user (see Section 11).
• Two-factor authentication: Preferred method of two-factor authentication.

Saving

1. Fill in or adjust the desired fields in the tabs.
2. Complete the dialog via Save.

When creating a new user with a stored email address, the «Save and send email» button is additionally available, which saves the account and at the same time delivers the access credentials to the user by email.

Note: If you edit your own user account, the displayed username in the header is updated immediately.

5. Deleting Users

User accounts that are no longer needed can be deleted from the overview.

1. Select one or more users in the list.
2. Click the «Delete» button.
3. Confirm the security prompt.

After successful deletion, the table is updated automatically.

The user's sign-in access is removed together with the user; the deleted user can no longer sign in. The username and e-mail address of the deleted account become available again immediately and can be used for a new user.

6. Resetting a Password

A new password can be set for a single user.

1. Select exactly one user in the list.
2. Click the «Reset password» button.
3. In the small dialog, enter the new password and confirm it in the Repeat password field.
4. Optional: enable the checkbox to deliver the access credentials to the user by email (if available).
5. Save.

Note: The action is only available when exactly one row is selected.

7. Resetting Passwords and Sending Credentials by Email (Batch Operation)

This function generates new passwords for several users simultaneously and delivers their access credentials by email.

1. Select one or more users.
2. Click the «Reset password and send email» button.

During processing the table is briefly locked; it then updates automatically.

8. Resetting Two-Factor Authentication (Batch Operation)

Note: This function is only available if two-factor authentication is activated for the tenant.

This action deletes the stored two-factor authentication method for the selected users. The affected users must then set up their two-factor authentication anew – for example after changing devices or losing the authentication device.

1. Select one or more users.
2. Click the «Reset two-factor authentication» button.

9. Unlocking a Login

If an account is locked after several failed login attempts, it can be unlocked again via this function.

1. Select exactly one locked user.
2. Click the «Unlock login» button.

The user can then log in again.

Note: The action is only available when exactly one row is selected.

10. Resending Email Verification

In the editing dialog, a badge next to the email address indicates whether it has already been verified. If the address has not yet been confirmed, the confirmation email can be resent.

1. Open the user in the editing dialog.
2. Click the re-verification badge next to the email address.
3. Confirm the security prompt.

A new confirmation email is then delivered to the user.

11. Profile Picture, Colour and Password Tools

These tools are available in the General tab of the editing dialog.

Profile Picture

Using the image preview, a profile picture of the user can be uploaded and checked immediately.

Colour Picker

The colour picker assigns a display colour to the user. The selected colour is also shown in the header of the editing window.

Password Tools

• Generate password: Automatically generates an eight-character, random alphanumeric password.
• Toggle visibility: Shows or hides the entered password in plain text.

12. Role-Dependent Fields

Some fields of the editing dialog are only displayed depending on the selected role or group.

• Client: The field for assigning an orderer is shown as soon as a Web Ordering role is selected.
• Drive with co-driver: This option is only shown for certain groups.
• Save and send email: This button only appears when creating a new user, provided an email address is stored.

13. «Skills» Tab

In this tab, the qualifications of a user (e.g. licence categories, ADR/SDR) are managed and assigned. The selection made is applied when the user is saved.

14. «Contact» Tab

In this tab, the user can be linked to an existing contact.

1. Select the desired contact in the contact selection field.
2. The contact data (first name, last name, phone 1/2, fax, email, PO box) is applied automatically.

15. «Availability», «Daily Availability» and «Exception Days» Tabs

These tabs control the schedulability of a user in tour planning:

• Availability: General availability plan of the user.
• Daily availability: Availability time windows per weekday.
• Exception days: Individual deviating days, such as absences like holidays or illness.

All settings are applied when the user is saved.

16. Summary: Available Actions