Wialon is multi-faceted. Select from multiple elements, tools, and configuration options, combine them, and adjust to your particular project. So as not to get lost in dozens of geofences, jobs, users, units, and routes, you need order.
Accounts' hierarchy and the right structure of elements are the foundation of this order. Imagine a house with an improper foundation – it quickly becomes non-habitable.
That’s why the structure of accounts is the first thing we focus on when training Gurtam partners. This article is to share the experience about how to put in order your accounts, whether you work with 10 or 10,000 units.
Before we discuss the recommended structure, let’s recall the elements you’ll work with and the rules you’ll adhere to.
Here is a list of the core elements in the monitoring system:
The creation of an account is available in CMS Manager. You won’t find this functionality in the monitoring interface.
These are the rules in accordance with which the elements interact with each other:
The key mistake when creating a hierarchy in Wialon is to use a single account for all users, and then, within this account, grant everyone the required amount of rights to units and resources. When the business expands and gains too many users, this approach stops working.
We strongly recommend creating a separate account for each client, no matter how large it is. There, all the associated elements (units, resources, users) should be stored.
For granting access to the integrator’s specialists, we also advise creating an intermediate account named “Manager”.
Let’s discuss in more detail how to create such a structure and what are its advantages.
When the service is activated, each new Wialon partner is provided with the top account. The top account has a unique name that serves as a global service identifier in the Wialon system.
You cannot create units or restore the resource contents in the top account. But it provides the user-creator with the unique functionality:
In addition to the top account, the partner is provided with a default billing plan containing all the purchased functions.
These are a system top account and a system billing plan, therefore, the service owner cannot edit them by himself (that is, without the involvement of Gurtam representatives).
Create the necessary billing plans
In addition to the default billing plan, the integrator can create additional ones. This is an efficient way to limit user actions and determine the cost of services.
An additional billing plan can only be created by the user of the top account. Within it, the user defines a list of available services, their cost, as well as some basic properties (for example, the minimum balance at which the account is blocked, the minimum balance at which access to services is limited, the format for withdrawing the balance, etc.).
Create a manager account
As the top account has a special status and special functionality, we do not recommend providing access to it for all the integrator employees. We’d suggest using a manager account for your day to day work. A manager account is created under the top account, that is, it is located at the second level of the hierarchy.
Transfer dealer rights
In order to further create accounts which are subordinate to a manager account, the latter must be granted dealer rights, and the list of those billing plans that it will transfer to users at a lower level. Since the manager account belongs to the integrator's company, all the service plans should be assigned to it.
We do not recommend creating units in an account with dealer rights and we advise you to use a client account for this (see below).
Create a client account
In the recommended structure, client accounts are located at the third level. As we mentioned earlier, we advise the integrator to create a new account for each new client, regardless of the number of units the client has: either it is basic monitoring of a single vehicle, or control of a fleet with 200 units.
The user from the client account should have the right to create new objects. Also, this account is the most suitable solution for storing units, users, resources with reports, geofences, etc., that will be used by clients.
No problem: any structure can be enlarged and enhanced, the main thing is to stick to the logic described above.
You work with a dealer and want to differentiate your and his accounts. Create a dealer’s account under the manager account. In terms of functionality, the former ones are similar to the manager account, but they belong to the dealer’s company, not the integrator's one. Do not forget to provide this account with dealer rights and transfer only the selected billing plans.
You work with several offices, territories or different functionality and want to differentiate your account on this criterion. In this case, add intermediate accounts that unite integrator’s or dealer’s accounts according to a selected principle (by office location, service area, paid functionality, etc.).
For example, some of your units use Google Maps, which has paid access. If you create units for all clients under the same account (and not every unit needs Google Maps), Google may charge each unit and issue an unreasonably high bill. However, you can place objects that actually use the service in a separate branch of the hierarchy and significantly reduce costs.
You have an extensive system of dealers, branches, and groups of clients. In this case, create a client, dealer, and intermediate account at the same level. This will not break the order under which the hierarchy is built and will allow you to consider levels within the branch of the hierarchy you need.
Be careful and don’t overcomplicate the structure. Any additional branch and increase in the number of account levels should solve a specific problem, like in our examples. Otherwise, it will only slow down the system.
You can see the current service hierarchy as a tree-like drop-down list using the Service Hierarchy item in the CMS user menu. This functionality is available to top account users as well as dealers.
There are several ways to adjust the current service structure:
The Gurtam Technical Consulting department will assist with more serious changes (for example, the introduction of manager accounts or the transfer of accounts with all content). Contact the team via email@example.com if you need help.
Compare your current service hierarchy with the one described above. Is everything done correctly? Creating a recommended hierarchy of accounts is a solid foundation for business growth. And it is worth the time it takes.
For more tips on how to structure your accounts, check out our video:
If you still have questions on how to create the right account structure, please address firstname.lastname@example.org.