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How to create a proper accounts hierarchy?

27 February, 2019
Kirill Yakynin

Wialon is multi-faceted. Select from multiple elements, tools, and configuration options, combine them, and adjust to your particular project. If there is order, you’ll never get lost in dozens of geofences, jobs, users, units, and routes. Proper structure of accounts and contents makes it easier for you to perform services.      

Accounts' hierarchy is the foundation. If it’s improper, your house becomes non-habitable. The same is true for Wialon. By adding new elements, you make the system more difficult to implement. 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 and discuss the latest developments in this direction. 

Creating hierarchy: the core elements

Before we discuss the recommended structure, let’s recall the elements you’ll work with. 

  • The unit is an asset connected to the system. The installed tracker becomes the sensory receptor of the tracking system.  
  • The user is a human (or a group) having a login, password, and configurable access to various system elements.  
  • The resource is a container that can be perceived as a toolkit. It contains geofences, jobs, notifications, drivers, trailers, passengers, report templates, and orders.
  • The account is a larger container that comprises all the elements mentioned above. Take it as a general rule: every new client gets a separate account. 

Many of our partners create a number of users within a single account and grant them access rights to various users and reports, for instance. But due to several reasons, they are going the wrong way.  

Creating hierarchy: how to make it right?

We strongly recommend creating a separate account for each client, no matter how large it is. There, you should also store all the associated elements (units, resources, users). For the integrator’s specialists to enter the system, we also advise you to create an intermediate account named “Manager.”   

The image displays the reference accounts' structure utilized by 80% of our partners. Let’s consider why an account is better for your client than a user.  

  1. When someone creates elements in sub-accounts, the system automatically makes you an ACL holder. Meaning you preserve total control without additionally dealing with access rights.  
  2. You can only apply ACL to the whole resource, not to a single report, geofence or notification. That’s why you need separate resources for individual clients. As soon as you create an account, it already contains a resource which saves the time spent on configuration. Moreover, you can add extra resources here.  
  3. In "Account Properties", you can disable services and, thus, hide the corresponding tabs in the monitoring interface and "Unit Properties".
  4. Using "Services" tab in "Account Properties", you can not only disable services but also limit them: no more than 40 geofences, 30 SMS or 15 units. When working with "Restrictions" tab, you can schedule account blocking by days or balance. Moreover, you can export the configuration into a template file and apply for another client as an established billing plan.
  5. Account data are easier to analyze in CMS and reports. When working with users, it’s hard to understand what services a particular client uses (i.e., his billing plan) and how many units and other elements he created.
  6. You can’t restore resource contents of the top account after deletion. But the procedure is available for sub-accounts, so you won’t lose the data irrevocably. That way you don’t need to configure the everything from scratch in case of problems.  

Summarizing results 

Above, we discussed the core reasons to shift to the recommended hierarchy. But there is much more to discuss. If we didn’t convince you, check out last but not least important highlights.   

  • Recommended structure makes “heavy” accounts faster. You’ll feel it with every unit added to the system. 
  • You can specify different storage periods only for separate accounts. 
  • Proper hierarchy means adequate billing in Google Maps. Google Maps is a paid service. The cost depends on the number of units available to the user. If you create units for clients under your top account, Google can consider them all when counting payment. Even though you don’t provide the maps to all your clients, Google will bill you to the maximum.  

For you to switch to a better structure, enjoy all its benefits, and scale up your business, we decided to restrict some functions in Wialon. 

  • You can’t withdraw ACL from the creator;
  • We don’t recommend to create units in an account with dealer ACL;
  • You can’t create units under the top account.

Note! You can still create units under the top user, but you have to allocate them within sub-accounts. 

We strive to make Wialon more convenient. And the shift to the right account structure can be a giant step in this direction. If you see your hierarchy needs adjustments, use the tools to transfer units and resources. It definitely worth your time.   

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