Managing Temporary Fleet User Accounts

Motive’s Temporary Fleet User feature allows Admins to create short-term dashboard access for seasonal workers, contractors, or temporary staff. By setting an automated expiration date, you can ensure security compliance without having to remember to manually deactivate accounts.

Overview

Temporary accounts provide a secure way to grant time-bound access to your fleet’s data. Instead of permanent credentials, these accounts are configured to automatically expire after a set duration.

Key benefits include:

• Automated Offboarding: Accounts deactivate automatically at a scheduled date and time.
• Streamlined Management: Easily extend or reactivate access as project needs change.
• Security Control: Prevents "orphaned" accounts from remaining active indefinitely after a contractor or temporary employee leaves.

Create a temporary fleet user account

Follow these steps to add a new user with a scheduled expiration date.

1. Log in to the Motive Fleet Dashboard and click the Admin icon in the bottom-left corner.
2. Click Fleet Users in the left-hand menu.
3. Click the + Add user button in the top-right corner.
4. In the Personal Information section, enter the user's Name, Email, and Phone Number.
5. Locate the Temporary User toggle and switch it to Enable.
6. An Expiration date field will appear. Click the calendar icon to select the date and time when the account should expire.
7. Assign the appropriate Role and Group permissions as you would for a standard user.
8. Manage the user's coaching responsibilities in the Coaching Assignment section:
   1. Click Select... to choose the groups this user will be responsible for coaching.
   2. Review the selected Assigned groups listed in the field.
   3. Use the Clear button if you need to remove all assigned coaching groups and start over.
9. Click Save in the top-right corner to finalize the account creation and dispatch an invitation email.
10. After clicking Save, a green confirmation banner appears at the top of the screen. If the user cannot find the email, you can click the Resend button within the yellow notification box or the Resend invite link next to their email address in the Personal Information section.
11. In the Fleet Users list, the new user will initially show a status of Invited.
12. The user receives an email with the subject line "[Admin Name] invited you to join [Company Name] on Motive." To activate their account, the user must click Complete account setup in the email before the specified link expiration date.
13. Once the user follows the email instructions and sets their password, their status in the Fleet Users dashboard will automatically update to Active.

Track temporary account status

Based on the Fleet Users page, you can monitor the lifecycle of temporary accounts directly:

• Invited Status: Before the user logs in for the first time, their status will show as Invited. You can click Resend from their profile if they haven't received the email.
• Expiration Visibility: In the Fleet user’s detailed view, the Expiration date is clearly listed under the Personal Information section with the note: "This account will be deactivated on this date."
• Active Status: Once the user accepts the invite, their status changes to Active in green.

Reactivate an expired temporary fleet user account

If a temporary user's account has reached its deactivation date, their access is automatically revoked. You can reactivate the account by setting a new expiration date and ensuring their role assignments are current.

1. Log in to the Motive Fleet Dashboard and click the Admin icon.
2. Click Fleet Users in the left-hand menu.
3. Use the Status filter to select Deactivated to locate the expired account.
4. Find the user in the list and click the three dots (...) icon, then select Reactivate.
5. The Reactivate modal will appear. 
6. Confirm the user's email address in the text field.
7. Check the box labeled Make this a temporary account. If you leave this unchecked, the account will become a permanent fleet user account.
8. Set the Expiration date field to select the new date and time for the account to expire.
9. Click the Reactivate button.
10. A green confirmation banner will appear: "Fleet user updated, and an invite to join the fleet has been sent."

Extend the expiration date for a temporary fleet user account

1. Select Fleet Users from the left-hand side menu in the Admin panel.
2. Locate the specific user in the directory and click the three dots (...) icon to select view user.
3. Navigate to the Personal Information section of the user profile. Click Edit.
4. Identify the Expiration date field, which displays the current scheduled deactivation.
5. Click the calendar icon to designate a new future date and time for the account to remain active.
6. Verify that all other account details remain correct for the extended period.
7. Click Save to finalize the extension and update the system records.

Modify an existing fleet user account to make it temporary

1. Navigate to the Fleet Users listing and find the permanent account you wish to convert.
2. Click the three dots (...) icon, then select view user.
3. Scroll to the Personal Information area of the profile. Click Edit.
4. Click the Make this temporary user account toggle to enable it.
5. Access the Expiration date field that appears once the toggle is active. Select the required date and time for the account's scheduled deactivation from the calendar picker.
6. Confirm the changes by clicking Save.
7. Observe the user's profile to ensure the new expiration date is visible under their Personal Information, indicating the account is now time-bound.

 

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