Driver Based Reporting - Duplicate Users/Persons

In order for the Driver Based Reporting functionality to work effectively for Pool Booking customers and those with ibuttons, the Smartrak Identify App, or Assigned Drivers some data clean up work is required.

This is due to a number of duplicate Persons and Users that can exist in customers' databases.

Smartrak will work with customers to validate this data to enable them to use Driver Based Reporting.

Users & Persons

Firstly, it is important to know the following definitions. Behind the scenes in Smartrak there are two different types of entities - Users and Persons.

Users

Users have a username, password & role (user level) - see How do I manage User Accounts? A User can login to the Smartrak App or Admin websites depending on their role.

Persons

Persons have a first and last name, email address, mobile phone number, and hold all the Pool Booking settings. A Person can be a Driver or Passenger in Pool Booking or a Person associated with an ibutton, and can be a Driver in the new Driver Based Reports.

Please note that every User is linked to a Person behind the scenes. However, not every Person is linked to a User. For example, a Person created in Pool Booking using the ‘Create a Person on the fly’ feature will not be linked to any User.

Data Clean Up Process

Data Clean Up Process

Log a support request in the Smartrak Service Desk requesting a list of your People.
Smartrak will provide a spreadsheet listing all duplicates, example below:

Review the duplicate rows
If the 'Userid' column is empty, that means the Person is not linked to a User.
Using the columns to the right, determine which User/Person should be kept.
- If one row is a User, and one is a non-linked Person, then it would be better to keep the User as that is the account they use to log into Smartrak.
- If there are multiple Users, check the logged in columns. Maybe they don't use an old User account anymore?
  - To delete a User, use the Manage / Users / Delete tab in Smartrak Admin. See How do I manage User Accounts?
- If there are multiple non-linked Persons, then its best to keep the one which has any upcoming bookings.
  - To delete a Person, highlight them on the spreadsheet and supply to Smartrak via the Smartrak Service Desk and Smartrak can delete them.
- If there is no winning option (eg: Both Persons currently have bookings against them), then you will need to cancel or move the bookings before any further action can take place.
If a Person has the wrong name or details, a User can edit the contact (email address, mobile phone number) and booking details of a Person in Pool Booking by creating a new booking, and selecting the Person as the driver (using the book on behalf function), then clicking the Edit button, example below:

Once the User/Person data has been validated, then the Driver Based Reporting can be enabled for your company.

If you are still unable to find an answer to your question, please log a support request via the Smartrak Service Desk