On the Overview page, you get an overview of all your users at a glance. This screen is your main starting point for using the platform. Here, you can search for users, filter on tags that appear in alphabetical order on the user’s line, roles and user status, navigate through your search filter, select users and deselect them again, perform actions and view each user in detail:

• You can select and deselect users by ticking and unticking the boxes in front of the user’s name.
• You can search for users on first name, last name, company name in the search bar.

Please note that when applying a search filter and using the Previous and Next navigation buttons at the bottom, you are navigating within your filter, not in your complete file.

• You can sort by most recent, name ascending, name descending, company ascending, company descending.
• You can perform actions such as send an app invite to users, deactivate and delete users in bulk or on individual level.
  • When deactivating a user, (1) their access to the platform is closed (for users with user roles), and (2) they cannot use budgets in the app.

You can filter on:

• • • Status (inactive or active).
    • Role: the result is not visible on the overview page, only on the user’s detail page.
    • Tag colour and/or tag name: You can filter by tag name, using the tag colours as preliminary filters. For example, you click the tag colour ‘green’, then put your cursor in the search bar ‘Tag name’, press ENTER or APPLY and your search results will only show the green coloured tag names. The colour helps you to look up the tag names with that colour. By selecting a colour beforehand, you make a preliminary selection. If you only filter by tag colour, you get an OR-result filter, if you filter by colour and by name, you get an AND-result of your filter action.

You can clear your filter afterwards.

But, there’s more! Click the breadcrumb icon on the right-hand side of a random user in your list in order to send an app invite or to get a more detailed view of this user. Click View and have a look at the User info, Mobility policies, Current role(s), and Tags assigned to the user.

You can perform bulk actions by selecting the users first and then clicking the Actions button on the right-hand side to send an app invite or to deactivate and delete users.

How to deactivate users?

Deactivation may be useful when an employee leaves the company and you want to keep the history of his/her user. When deactivated, the user will no longer be able to use the budget. A deactivated user will lose access to the platform. He or she can still open the app, but perform no new actions.

From the user’s detail page: Click the breadcrumb icon next to the previous and next buttons and select Deactivate.

From the user overview page: Click the Actions button and select Deactivate.

How to delete users?

The Delete function may only be used if the person has not used a mobility budget or hasn’t been linked to a mobility policy. A user to which a role has been assigned, cannot be deleted.

From the user’s detail page: Click the breadcrumb icon next to the previous and next buttons and select Delete.

From the Overview page: Select the specific users by ticking the box(es), click the Actions button and select Delete.

On the Users, Overview page hover over the user you want to adjust. Now you have two possibilities depending on how many users you want to adjust: Only one on individual level or several in bulk:

• Work with more than one user at the same time: Select the users you want to adjust and click the Actions Choose in the drop down list the action you want to implement for the multiple users. Now you can implement the action in bulk, such as Send app invite.
• Work with only one user: Hover over the user details icon (breadcrumb icon) on the right-hand side of the user of your choice. Choose in the drop down list the option View. This is a page in view mode. No actions can be taken from here yet. The page we see now is more like a dashboard with subpages on which we can edit.

In Users, navigate to the Overview page and hover over the user details icon (breadcrumb icon) on the right side of the user of your choice. Choose in the drop down list the option View. Now you get to see the user info, mobility policies with indication of used and remaining credit, and the assigned tags and roles of the individual user.

This is a page in view mode. No actions can be taken from here yet, except for assigning roles and sending a platform invite by clicking the breadcrumb icon next to the previous and next buttons and selecting Send platform invite. The page we see now is more like a dashboard with subpages on which we can edit.

In Users, navigate to the Overview page and hover over the user details icon (breadcrumb icon) on the right side of the user of your choice. Choose in the drop down list the option View. Scroll down to the middle of the page where you get to see the mobility policies with their used and remaining budgets of the individual user. This is a page in view mode. No actions can be taken from here. The page we see now is more like a dashboard with subpages on which we can edit.

A budget can be thought as a very simple user’s bank account: He can have money on it, buy things with it, recharge it and have more than one budget. For example, a user can use one budget to buy train tickets and another budget to buy bus tickets.

In this section you can assign a predefined set of 4 roles to your users. Assigning roles is an important functionality in order to have your user database as completely as possible. Permissions will be linked to the different user roles in order to grant access to a screen and/or functions or data shown on the screen. The predefined roles have predefined rights. So, a user role will determine what a user can see (page permission), can do (operational permission) and for which company a user can do something (data permission). This gives you the possibility to link your internal services (HR, finance etc.) to an appropriate user role for your employees.

When you select a user and go to his or her detail view (via the user details icon or breadcrumb icon), you will see the section Current role(s), where you can find the assign bar and a short explanation of the 4 roles that you can choose from:

• Customer Administrator Role: This is the ‘all in’ account. This user has the right to do anything and has access to everything. It has to be linked to a company email address. This account can manage account settings and payment methods.
• HR Role: This user can import and manage employees (deactivate/delete/manage user roles), can invite employees to the platform and app. This user can also manage tags and access the HR report.
• Fleet Role: This user can manage (create, activate, deactivate, duplicate, delete) mobility policies. This user can manage tags and open the fleet report, can open a user profile and see the basic personal info and employment info of each employee.
• Finance Role: This user can open payment data or finance reporting, see and control expenses. Can access invoices and manage tags.

From a user’s detail page you can assign roles to a user in the section Current role(s). With the drop down list, you can add a role and click Apply. You can link one or more roles to a user. Roles can be added or taken away. If a user has two user roles with different permissions assigned, the least restrictive permission takes precedence. For example, if one role has the Read permission assigned and another user role has the Write permission assigned, Write takes precedence.

When analysing your missions, you may choose to tag your entries or users in order to group them or to tag individual users. By tagging them, management actions can be performed in bulk. By tagging users, you can quickly find these tags – and the corresponding tagged users – in filters or search fields. This allows you to quickly find multiple users in one search and perform actions in bulk. This significantly reduces your administration workload.

Now, what are tags exactly? Tags are labels or keywords for identifying users that are relevant to your project. Users can be assigned either one or several tags. The assigned tags are stored on individual user level and can be used in search fields and filters. They are completely independent and cannot be linked to mobility policies, roles etc. Tags are managed separately. Users with an Administrator, HR, Fleet or Financial role can create, edit and remove tags. Next to these features, you are able to:

• Use filters on Tag Manager charts.
• Select a group of users on the manage user page in order to send an invite to use the app.
• Select a group of users in order to link/unlink these to/from a mobility policy.
• Select a group of users on the report page.

Apart from these general features, there are some key functionalities of tagging in the Arval Mobility platform that the following HOW TO’S dive into so that you know the ins and outs of the Tag Manager tab, in order to create, manage and remove tags.

Tags are managed from the Users, Tag manager page. Dive in!

In Users navigate to the Tag Manager page. Here you can jump right in and create a tag by hitting Create tag. Once you have clicked this button, your New tag screen will appear. Here you can create a new tag:

1. Choose a tag name.
2. Provide a short description of the tag.
3. Choose a tag colour (colours can be re-used)
4. Add users to your tag by selecting them in the left column and move them to the right column by using the arrows.
5. Hit the Save

Please note that each user can have multiple tags (unlimited) and each tag has a max. length. The total number of tags that can be created is infinite though.

Please note that creating tags in bulk from the Users, Tag manager page is not yet possible.

Tags will be visible on:

• The Users, Overview page;
• The detail page of each user by hovering over the user details icon (breadcrumb icon) on the right side of the user;
• The Mobility, Mobility policies detail page.
• The Reporting page

This will allow you to quickly see which user has which tag(s).

In Users navigate to the Tag manager page. Here you get an overview of all the existing, created tags.

Please note that each user can have multiple tags (unlimited), but only the first two tags are visible on the Users, Overview page. The tags are shown in alphabetical order.

Tags are also visible on the user’s detail page. Wait, explain me again how I access the detailed page of a user? Go to Users, Overview. Hover over the user of your choice. Click the more details icon (breadcrumb icon) on the right-hand side of the user bar and hit View. The details of the user are visible from there, including the added tags. Tags are also visible in the mobility policy screen and report screen in order to quickly find the right employees. Especially on the mobility policy, this is a great added value.

In Users navigate to the Tag Manager page and hover over the tag you want to remove. Click the more details icon (breadcrumb icon) on the right side.

From there, you can Delete the tag altogether.

In Users  navigate to the Tag Manager page. Hover over the Search bar. Here you can search for tags.

Please note that if multiple tags (tag A and tag B) are entered in the search field, the result will be that users having tag A AND tag B are shown, not tag A OR tag B.

In Users navigate to the Tag Manager page. Hover over the Filter button. Here you can filter your tags.

Tags can be edited (title, content details, colour) from the tag detail screen. In Users navigate to the Tag Manager page. Hover over the tag you want to edit. Click the more details icon (breadcrumb icon) on the right side and hit View details. From there you’ll be able to Edit the name and tag colour, as well as provide an optional description etc. Works great, doesn’t it?!