How To Add Users & Manage Their Visibility and Settings - FlightOPs

The following guide will help you invite and manage users in your organisation and how to manage their flight following visibility for each user and aircraft.

 

Click on the section below to skip ahead:

• Adding Users & Managing Invites To Your Organisation.

• Managing Users, Aircraft Visibility & Spidertxt Use in Your Organisation.

• To Manage Your Members and Tailor Their Visibility, Spidertxt and FlightOps access.

• Searching Visibility Status.

• Removing Users.

• Guest Invites.

• Groups.

• FAQ.

Adding Users & Managing Invites To Your Organisation.

1. Select the Admin.

2. Select the Organisation.

3. Click Users.

4. Click Invite.

5. Add the email addresses of the users you would like to invite. 

6. Add a custom message if you require it.

7. Click Invite.

8. An invite will now be sent to the user.

9. The invited member now has 7 days to sign up from the time the email is sent. If they do not the invite expires. 

10. You can resend the invite, by checking the box by the User.

11. Click Resend and confirm the Resend Invite.

12. If a user has a green tick next to their name, this means they have an existing account with us.

However, if they are still in the Invited section, this means they have not yet accepted the invite. 

Invitation Notes:
 

• The user needs to explicitly click the email link within the invitation. This validates the email address.
   

• Simply signing up on our site without interacting with the emailed invitation will not link your account to the organisation. You must click the token included in the email to establish this connection.
   

• Once a user has signed up, this will not be editable by any of the Organisations' Administrators or by the Account Owner. The user will be responsible for their own account management and making sure their details are correct and that the most up-to-date details are stored.
   

• Due to account security, Fleet Manager support is not able to assign administrator privileges to any users or add or remove users without the express permission of the account owner or another administrator in the account.
   

13. To cancel an invite and remove the invite from the list, click Cancel.

14. Click the Cancel Invite confirmation box. This will remove the invite from the list. You would need to send a fresh invite to add the user back into the organisation.

Managing Users, Aircraft Visibility & Spidertxt Use in Your Organisation.

Once the invited Member has signed up and accepted the invite, they will appear in your Members Section.

You can sort the members 

1. Alphabetically and by Search their name using the search function.

2. Sort Users by Role using the filter feature.

3. Search Aircraft and see who has visibility of it.

 

Managing Members their Visibility, Spidertxt and FlightOps access:

1. Click the Member's name or the magnifying glass icon to search for them.

2. Select their name to manage Access, Visibility, Spidertxt and FlightOps access.

3. If you set up the account, your role will be set to Owner. Any other members you invite can either be an Admin or a Member. 

A	Owner	As an account holder, you are responsible for managing billing and payment information and can view and adjust all settings within the organisation, including aircraft details, history, and tracking.  If you need to transfer ownership to another team member, please get in touch with our support team at [e-mail].
B	Admin	Like the Owner, you have the ability to view and adjust all settings within the organisation for aircraft, history, tracking, etc.
C	Member	This means you only have the ability to view the tracks or aircraft you have been given permission to view.

4. Aircraft Visibility can be set by dropping down the menu and selecting the aircraft.

Visibility allows you to select which members within your Organisation can view tracks from your aircraft. It allows you to set members who can see all aircraft by selecting all aircraft option in the drop-down selection. You can also allow additional members to see individual aircraft by selecting the aircraft, checking the tick box for the members, and clicking save.

5. Spidertxt Access 

Administrators can also choose whether the members they are adding should have access to Spidertxt and have the ability to text other users within the organisation.

6. Special Alerts - Enables active participation and push notifications for Flight Operations messaging. 

 

Send Email Notifications	Selecting this will set the user to receiving email notifications related to management changes. This is only available for users with 'Admin' role.
Flight Operations 'contributor'	Contributor roles are configured in the User Setup section, where you can specify who can send and receive messages in aircraft threads and who receives notifications.

More information can be found here.

7. Click Save.

Searching Visibility Status.

You can search who has visibility to certain aircraft by;

1. Click the Magnifying Glass in the Aircraft Visibility column.

2. Select the aircraft(s).

3. Click OK.

4. Users with visibility will be displayed in the Aircraft Visibility column.

Important: When an invited user signs up and has been given visibility, they will have the power to see all tracks made by your aircraft from that date onward.

Any previous tracks, which also include any tracks the aircraft might be making at the time, will not be visible.

For Example, if John signs up on the 24th of January, he will not see any previous tracks to this, and he will not immediately see the current track if the aircraft is flying. Dave will only be able to see all new tracks made by the aircraft from the start of the new tracks.

 

Removing Users.

1. Select the User you wish to remove.

2. Click the Trash Can Icon (remove).

3. Click Remove Member. 

The only user who cannot be removed from their role is the Owner.

If you need to change the Owner, please contact [e-mail] to request assistance. 

The new Owner of the account,

• Must have signed up and accepted the invitation.

• Must be an admin on the account.

 

Guest Invites

Guests is currently a partial implementation of our ongoing improvement work, which over the next period will be added to. 

1	The Guest Tab is located next to the Members Tab.
2	Users who have not created an account but have been configured to receive SMS and Email notifications, such as SOS events, will show here.
3	Allows User Selection.
4	To reinvite a user, select them and then click Invite as Member. This will resend the signup invitation.
5	To remove a user, select the user and then click the Trash Can Icon to remove them.
6	Clicking the Magnifying Glass will allow you to search for individual users.
7	You can also sort your users by name or email.

Groups

User groups offer several practical benefits, especially for organisations managing multiple users and aircraft.

The key advantages are:

Simplified User Management	You can manage permissions, visibility, and communication settings for multiple users at once. Reduces the need to configure settings individually for each user.
Enhanced Communication	Groups can be used as contacts for Spidertxt messaging, allowing you to send messages to all members simultaneously. Ensures consistent communication across teams or departments.
Streamlined Notifications	Notifications can be sent to entire groups, ensuring that all relevant team members are informed without manual selection.
Flexible Access Control	Aircraft visibility can be managed at the group level, making it easier to control who sees what. Helps enforce operational boundaries (e.g., pilots only see aircraft they fly).
Dynamic Updates	Changes in group membership automatically update messaging and notification settings. Reduces administrative overhead and risk of human error.
Operational Efficiency	Groups can be activated or deactivated without deleting them, allowing temporary changes without losing configuration. Useful for seasonal teams or rotating shifts.

More information on Groups and how to set these up can be found here: How To Set User Groups And Manage Your Team.

 

FAQ

Question	Answer
What is the maximum number of users an account can host?	We do not limit or charge the organisation for users on an account. You may have as many as you like.
Why can't I change the email address or phone number of my user?	That is because the user is responsible for their account management and making sure their details are correct and that the most up-to-date details are stored.
My user is NOT seeing any tracks or aircraft.	A lot of the time, it is because the Visibility settings for that user have not been updated. Flights will only be visible to new users after the time they have signed up and after they are given visibility of the aircraft. No historical flights will be visible.
The user I invited never received an invite. What do I do now?	If the user didn't get the invite, they need to check with the Admin that the email used was correct, check that the Spam filters are not blocking, and then use the Resend feature.
The user I invited signed up and has not been linked to our account!	Check that they signed up using the same email address that they were invited to.  If they used a different email, you can either re-invite them using the email address they signed up with or have that user update their email address in their account. You may need to re-invite them if the accounts do not automatically link to one another.

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Please contact [e-mail] if you require any further assistance.