Managing your Mobile Fleet - MacquarieViewinfo.macquarieview.com/media/1079/fleetview-ii-for... · 2016-04-04 · Managing your Mobile Fleet By Macquarie Telecom March 2016 . Macquarie

Managing your Mobile Fleet

By Macquarie Telecom March 2016

Macquarie Telecom Pty Ltd 1

Date: 29/03/2016

FleetView II macquarietelecom.com

Getting Started 2

Welcome to FleetView 2

Who should read this document 2

Users 3

FleetView for your Mobile Phone End Users 4

How to log on with your mobile phone number only 4

Forgot Password? 5

What you see as a mobile phone user 6

Service Inventory – User Details and Settings 8

How to find a user in the mobile phone user list 8

Searching by name 8

Selecting by starting letter of last name 9

What you can see for each user 9

Details 9

Settings 10

How to change the profile for a user 11

How to view and change user details 11

Updating the cost centre a user belongs to 12

Looking at Users by Cost Centres 13

Bulk Changing of User Details 14

Profiling 16

What are Fleet Profiles? 16

How to search for a profile 17

What you can see for each profile 18

Assigned Users 18

Usage Limits 20

How to create a new profile 21

How to delete a profile 23

Reporting 24

Available Reports 25

Report Filters 26

How to maximise a graph 29

How to export and schedule your reports 30

How to modify and manage your created notifications 33

Appendix 34

How to create a new user as fail-safe only 34


Date: 29/03/2016


GETTING STARTED

Welcome to FleetView

What is FleetView? FleetView is a unique, online telecommunications management tool that can be used to manage your fleet of Mobile products with Macquarie Telecom. With FleetView, you can view a variety of reports on your fleet, create group profiles to customise spend limits, and then assign users to those group profiles. You can also order mobile hardware online via the Online Shop.

Who should read this document

This document is for Mobile Fleet administrator. It covers:

What FleetView users can do and how to set them up (Users)

How you can view all service details for your mobile fleet (Service Inventory)

How you can set up profiles (Profiling)

How you can access and run reports for your mobile fleet (Reporting)


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USERS

As FleetView administrator you can set up other Administrators and Sub-Administrators.

You do not need to give any permission to mobile phone users to access FleetView for their number. They have access by default as end user.

To view and edit FleetView permissions go to the Settings menu in MacquarieView and select Manage Users. The roles available to provide to users in your company are:

Administrator

View only Administrator

Sub-Administrator

View only Sub-Administrator

ROLE WHAT YOU CAN DO

Manage all billing accounts/entities and all cost centres with full functionality

Can set up FleetView permissions for others in your company

See same as ADMIN without being able to make any changes

Manage selected cost centre(s) within selected billing account(s)

Access restricted reporting based on users/cost centre

Create user for cost centre(s) and edit user/phone details

Add Profiles

Clicking SUB ADMIN will open up the list of available billing accounts and cost centres. Select the cost centres the Sub-Administrator requires access to.

See same as SUBADMIN without being able to make any changes


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FleetView for your Mobile Phone End Users

Mobile phone users without MacquarieView access can log in using their phone number requesting a temporary log on. They can create a permanent password if they wish or keep on requesting a temporary token every time they would like to view FleetView information. Mobile phone users will only see their own service details, the itemisation report and their plan & handset details. They can edit their password and see their running balance for both voice and data.

The same pages are available to users who have MacquarieView user only access. They can use their current MacquarieView user id and password to log on and do not need to enter their mobile phone number to get access.

How to log on with your mobile phone number only

To obtain a (temporary) log on enter the mobile number into the Username field on the MacquarieView log in page via https://www.macquarieview.com After the mobile phone has been fully entered a field Mobile Token and a button GENERATE MOBILE TOKEN will appear and replace the default password field. Click to generate the Mobile Token.

An SMS with the token will be sent to the mobile number entered. Enter the token, and then click LOG ON.

The token is only valid for 15 minutes.

Once logged on you can create an account by clicking CREATE ACCOUNT.

https://www.macquarieview.com/


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Now you can set a permanent password for your mobile phone number. You will no longer need to request a new token every time you would like to log on.

If you choose not to create your own password you can continue to request a temporary mobile token to see your mobile phone details.

Forgot Password?

If you forget your password simply key in you mobile number into the Username field and generate a new token.


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What you see as a mobile phone user

Logging on to MacquarieView takes you to your Details page showing your plans and profiles together with your mobile phone details.

Click on View details in the Voice & SMS section to see your profile setting for Voice Usage.


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Click on View details in the Data section to see your profile setting for Data Usage Limits.

To access reporting for your mobile service click on Reports.

You will see a variety of reports. You can filter and export reports. You can schedule reports to be sent to you.

For details see the REPORTING chapter

You can at any time go back to see your details by clicking the Back to Service Details Page link.


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SERVICE INVENTORY – USER DETAILS AND SETTINGS

You can see all details for a mobile phone in your fleet on the Services page in MacquarieView. Services is the home page for any company. At any time click SERVICES then MOBILE to view all the mobile phone users you have access to.

How to find a user in the mobile phone user list

Searching by name

1. In the User List enter (part of) the name into the search field.

2. Click the magnifying glass to find the matching entry or entries.

3. Click on the user whose details you would like to view or edit.


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Selecting by starting letter of last name

1. In the User List select or type the letter. When you type you need to tab out of the field to refresh the user list. A user whose last name starts with the selected letter will be displayed.

2. Click on the user you would like to view or edit.

What you can see for each user

In the User List you can see symbols next to some users. They show which service features the user has. This information is based on the last actions in the online shop, not polling from the carrier systems. Hovering over the symbol will explain what it is, eg. Mobile Data in below.

Details

The user details allow you to view and change:

The carrier used

The plan the user is on (both voice and data)

The current usage

The profiles

Whether service features are barred or on for Voice, SMS and Data


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Settings

Clicking on Settings will allow you to view and change the profile, user details and cost centre.

Clicking on Profile shows the details of the currently selected profile for both Voice $ SMS and Data.


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How to change the profile for a user

1. Select the profile in the drop-down list.

2. Click Save.

How to view and change user details

The User tab displays the user’s name and contact details as well as handset information and SIM card information. To make changes modify any of the fields in the below screen and click Save.


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Updating the cost centre a user belongs to

1. Under Settings – Cost Centre open the site folder by clicking on the + sign.

2. Click the cost centre you would like to move the user to.

3. Click Save. A message will appear indicating that the mobile phone was successfully moved to the selected cost centre.


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Looking at Users by Cost Centres

You can look up user details by clicking on Cost Centre. All Accounts available to you will be listed. Click the plus next to the account and cost centre you would like to view. Click the user to open the details.


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Bulk Changing of User Details

Bulk update user is a quick way to update records without having to open every single user’s details.

You can modify any data except the mobile phone number.

1. Click the Bulk Update icon.

2. Click the DOWNLOAD FLEETVIEW USERS button. An Excel spreadsheet will download.

3. Modify any existing field except the service number.


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The details you can modify or add for existing users are:

First Name

Last Name

Employee Number

Work Phone

Fax

Email

Brand

Model

IMEI Number

Serial Number

PUK Code

Notes

Here is a sample:

Ensure you save the modifications in Excel xlsx format. Only xlsx files can be uploaded.

4. Browse for the xlsx file you saved. Re-confirm that you would like to upload the file. Click Upload.

You will see a message with a green background indicating whether your upload was successful.

Service Number First Name Last Name Employee No Work Phone Fax Email Brand Model IMEI Number Serial Number PUK Code Notes

0410220948 Grant Keen Nokia Lumia 620 35463XXXXXXXXX 89610XXXXXXXXXXXXXXX 720XXXXX

0410220957 Telstra SIM 1 Undefined Undefined 448057521 171XXXXX0410221582 Simone Baillache Other 89610XXXXXXXXXXXXXXX 648XXXXX

0411689885 Corinne Lowe Nokia Lumia 620 356715XXXXXXXX 89610XXXXXXXXXXXXXXX 381XXXXX


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PROFILING

What are Fleet Profiles?

A Fleet Profile is a collection of settings relating to:

Spend and usage limits - the total value of phone calls, SMS messages and data that a user can accumulate in a defined time frame before an alert is generated.

Carrier selection - the carrier(s) your service will utilise.

User accounts can be linked to profiles and inherit their settings. Then, if you ever need to make changes, you can make one change to the fleet profile rather than changing each user account separately. Services can be blocked from within profile limits not just on a per user basis. To get to the Profiling section in MacquarieView open the SELF SERVICE menu, then MOBILE and MANAGE FLEET PROFILES.

If you have more than one mobile billing account/entity in your company you will then be presented with all the billing accounts. Click on the one you would like to create or change profiles for.

You are now on the Profiles page for the selected billing account.


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How to search for a profile

1. In the Profiles view enter (part of) the profile name into the search field.

2. Click the magnifying glass to find the matching entry or entries.

3. Click on the profile you would like to view or edit if more than one is found.


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What you can see for each profile

Assigned Users

The assigned users tab shows all users currently assigned to this profile with their mobile service number. It also allows you to assign users in bulk.


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HOW TO BULK ASSIGN USERS TO A PROFILE 1. Click the BULK UPLOAD button.

The Available User List is displayed.

2. Select the users you would like to assign to this profile. You can narrow down the list by searching for specific users entering (part of) the name in the search field and clicking the magnifying glass.

3. Click Save.

You can see that the additional users have been added when you look at the Assigned Users tab for this

profile. The number of users has increased and the users added are in the list.


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Usage Limits

Clicking on Usage Limits will allow you to view and change the limits either for Voice&SMS or for Data. A Voice&SMS profile allows you to set monthly $ limits for voice call, SMS and global roaming. Daily and per call $ limits and SMS volume per month can be configured as well as alerting and blocking of service. You can specify whether to get alerted via email or SMS.


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When you select Email additional fields will pop up to allow you to specify who to send the alert to.

A Data profile allows you to set up daily and monthly volume, cost, and percentage of plan values. You can block the service and nominate how to receive alerts.

How to create a new profile

1. Click the plus sign in the Profiles search area.


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2. In the Create new profile pop-up give the profile a name, select which carrier it is for and the type of

profile. Then click CREATE. The types available are: Voice & SMS

Data

Aggregated Data

Hybrid Data


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When you create an Aggregated Data plan you need to choose a Cap Profile.

3. Search for the newly created profile. Open it and start setting usage limits and assigning users.

How to delete a profile

1. Select the profile you would like to delete.

2. Click the Delete button.

You will be asked whether you really want to delete. Click Delete to confirm or Cancel.

You can only delete profiles you have added. The default profiles cannot be deleted.


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REPORTING

To get to the Reporting section in MacquarieView open the SELF SERVICE menu, then MOBILE and FLEETVIEW REPORTS.

If you have more than one billing account/entity in your company you will then be presented with all the billing accounts. Click on the one you would like to view reports on.

You are now on the Reports page for the selected billing account.


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Available Reports

The reports available depend upon on the type of user you are. Reports are grouped into Collections. 1. Click on the current collection of reports, eg. Admin Dashboard. It will show you all available collections.

Click again to close the list.

2. To select a new group click on the collection.

3. Once you have selected your group you can choose from them available list of dashboards by clicking on the default dashboard, in this example Main.


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Another way to switch quickly between dashboards is to click on the highlighted icon below.

Then select the dashboard in any of the collections.

Report Filters

By default on opening the report you will see the selected filters and criteria.


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HOW TO CHANGE THE FILTERS 1. To change the filters click on the filters icon at the top right of the screen. It shows you the number of

filters for this report.

The filter options will show.

2. Open the filters by clicking on the filter, in this case Pick Month. You will see all the options you can choose from. Select the month.


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In addition, you can open the field that shows Equal To by clicking on it. You can display, for example, all data that is available for all previous months in the same year including the selected one by choosing ‘Less Than or Equal To’.

3. Click Apply.

4. The report data will be refreshed. You can refresh data at any time by clicking on the Refresh icon at the top right as highlighted below in red. This will take you back to the original selection.


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You can view data as far back as 13 months.

How to maximise a graph

Click the maximise icon highlighted below. This icon only becomes available when you hover over the graph you would like to enlarge.

To minimise click the same icon on a maximised graph.


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How to export and schedule your reports

Reports can be exported and you can schedule the reports to be sent to you automatically as well. Click the Dashlet Actions icon highlighted below. This icon only becomes available when you hover over the graph.

EXPORT A REPORT Click on Dashlet Actions and then Export As.

You can export in four different formats by selecting PDF, Data to Excel, CSV (comma-separated values) or PPT (PowerPoint).


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SCHEDULE A REPORT TO GET NOTIFIED Click on Dashlet Actions and then Notifications.

If you have not yet set up any notifications you will be prompted with the following screen.

Follow the prompts to schedule the reports. Click on the plus sign to create a notification.

Give the notification a name and then click the tick to save and continue. In our example we named it ‘Cost by Category weekly’ to schedule a weekly report.

Now populate the email address you would like to receive the report at, how often to repeat and at what time.


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We are scheduling a report to be sent at 3am Sunday mornings at Australian Eastern Standard time. Click on the highlighted section in the Attachment Format box to change the default of sending out in PDF as required.

Click Save. You may now choose to add another notification for the same report or click Done.


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How to modify and manage your created notifications

Follow the steps above under SCHEDULE A REPORT TO GET NOTIFIED to get to the notifications set up for this report. Click the Edit Notification arrow for the scheduled report and then either rename, edit or delete it.


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APPENDIX

In rare circumstances and as an exception an administrator may need to add a user directly in MacquarieView when the link to the carrier systems is not available to retrieve user details.

How to create a new user as fail-safe only

Click on the plus sign on the User page.

Enter known details.


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To allocate an available mobile phone number to the created user search for the user and open the details. Click the pen next to the user name above Details to assign an unallocated service.

Select any available number in the drop-down and click update to save.

Proceed with populating user details and settings as required.

DELETING A NEWLY ADDED USER You can delete a newly added user by clicking the Delete icon when you look up the user.

Documents

Managing your Mobile Fleet - MacquarieViewinfo.macquarieview.com/media/1079/fleetview-ii-for... · 2016-04-04 · Managing your Mobile Fleet By Macquarie Telecom March 2016 . Macquarie