FCPlus Organization settings

The Organization settings tab is available in the Settings menu. The tab is used to define general organization settings such as: set up organization work hours, select user interface language, set custom settings for journal records, configure settings related to fuel station integrations and more.

Please note: Organization Settings page is broken into sections related to different system functionalities and each section’s data must be saved individually.

User interface

To set or change your organization's Timezone and preferred Language - select relevant parameters and click the „Save“ button.

Privacy filter

Privacy filter in FCPlus is a tool developed after GDPR (General Data Protection Regulation) took effect in 2018. In the Organization Settings, there is a possibility to switch on the Privacy filter. You can find more information about Privacy filter from the article.

Journal

This section is related to the Trips and Journal module, and allows you to configure how vehicle’s trips are recorded into Journal:

Detect and add trips automatically: when enabled, trips are inserted automatically into the journal after each drive.
Detect and add all trips as: you can add all trips to be strictly private or business ignoring the organization work hours or,
Detect and add trips according to working time. Trips partially overlapping are:
Business trips - trip started during organization workhours but finished after work hours will be considered business
Private trips - trip started during organization workhours but finished after work hours will be considered privat
Split – trip will be broken into 2, driving during organization workhours + driving after organization workhours.
Driver will be added based on: select driver identification source. There are two possible options:
Default driver / last driver: The driver is taken from FCPlus Settings->Vehicles -> Default driver. Some clients use i-button driver (RFID-identification). The system takes the best match available.
Booking: Driver is based on vehicle booking record. The booking module must be available and in active use for the client.
Disable automatic daily: odometer fix for CAN vehicles: on vehicles with CAN, every night, the automatic process searches for the last known odometer value and inserts it into the previous trip of that day. When this checkbox is on, this automatic update is no longer done.

Working time

In this section, you can set the default working time for the organization. Several places use this, what ever needs it, like for automatic journal filling. Use the checkbox to mark the day as a workday and set the beginning and end times. If you want to put the whole day, write 00:00-23:59.

Shifts set organization working shifts for Shift report. You can select shift time from the dropdown menu.

Holidays

Holidays are part of the organization's working time, and you can select dates to add as non-working holidays for your organization.

Month closing actions

The feature is specifically designed and used by Lithuanian companies to keep track of their fuel expenses in relation to odometer values, and used fuel during the month. This data is then presented to Lithuanian tax authorities. The data is used for report called "Universal trip report LT (odometer).

The data is posted to Journal in accordance with below setting:

Action complete day: sets a grace period after which Journal checks trips for previous month to make sure none was lost. This number also determines when the actions, that are checked below are meant to be done. (grace period is usually 2-4 days, for example on Feb 2 system will go back to Jan trips and make sure very last trip is recorded).
Add month last trip into journal: does not affect anything and is built for client convenience if they want to automatically set each last month trip as business or personal (assuming, the driver goes home in the evening, so it may be considered as personal trip straight away, but 99,99% we set "business", because usually state and government entities can have only business trips). Value NO means that no purpose will be assigned but trip will still be added to journal.
Fix odometer & Fix fuel odometer: take the last odometer and fuel level values of the last journal trip of the month and use these values in the LT specific fuel accounting report. System registers the last trip of the month in step 1 and takes the CANbus values from odometer and fuel at the end of that trip. (same values will be used as starting values for next month)
Process long standing vehicles: if the vehicle is not used often system will take it last known reading and carry it over until close of the month, so it can properly record its last trip and carry odometer and fuel data over to next month.

Password policy

Password policysubsection contains password security-related options.

Do not send password emails: You can use this option, if want to share out user accounts privately. It is applicable only in Simple user creation mode - no emails containing passwords are sent out. If using this option, please make sure passwords are delivered to users with alternative methods. Note that default approach is send out login credentials automatically to end-user.
Disallow password change: use that option, if users should not be able to change their passwords. The Forgot password functionality will be disabled by using this feature.

User notification

In user notification subsection you can select one of the following sign-up methods:

Simple - Due to low security this is strongly discouraged as passwords are delivered via email.
Invite - Password creation link with instructions will be sent to the user.

Password composition

This subsection sets, how secure passwords are required for users in your company.

minimum password length: default is 6, but higher is much saferer
require lowercase letters: if checked, password must contain at least one lowercase character
require uppercase letters: if checked, password must contain at least one uppercase letter
require numbers: if checked, password must contain at least one number
require special characters: if checked, at least one of following characters must be in password: !@#$%^&*()_+-=[]{};':"\|,.

Monitoring

Under monitoring you can lock account after specific number of failed login attempts. A locked account can be recovered by an Administrator user only. You can also setup a notification about locked accounts for administrator.

Password cycling

From password cycling section you can change password:

Force password change for new users: once enabled, when user logs in first time, he is forced to pick new password. Also, it forces to change password after administrator has changed it.
periodic password change interval: number in days, how often user must change his password.
disallowed previous password count: system stores old password hashes and if this is set, user cannot reuse old passwords in specified count.

Booking

Vehicle search priority: It allows you to select how the vehicles are searched and displayed for a booking.

Maximum Booking Period: You can configure how many consecutive days (number of days) you can book a vehicle at a time.

Kilometre Cost: Is the default cost/km for each vehicle.

Hour Cost: Is the default cost/hour for each vehicle.

Send Fault Reports to: It displays the person that receives notification e-mails when a driver reports an issue.

Send fault reports to email: List of the emails where any faults reported by users are forwarded to. Emails should be separated by comma. You can add up to 10x e-mail addresses.

Ask cancellation reason when booking is cancelled: If ticked, each time a booking is cancelled, the user will be asked for a cancellation reason.

Automatic Extension of booking: If ticked, it will extend the booking if needed based on your location and endpoint.

Near By: It uses the KM range entered for a destination to show available ride-sharing options instead of all available vehicles.

Form: If the admin has set up forms, they can choose to include those forms on booking. When selecting the drop-down, it will show the available forms.

Sharing: Admins can set their sharing preferences under the organization settings.

There are several options you can choose from:

Disabled: If left disabled, users will not be offered to share a ride.
Optional: Sharing is optional for the organization.
Compulsory: Sharing is mandatory for the organization.
Optional opt-out: When the booking is created, optional opt-out is selected by default. It helps an organization to have sharable vehicles to opt out from sharing a ride optionally.
Optional opt-in: Admins can select Optional opt-in to make bookings not sharable. And only optionally sharing a ride

Send Reminder Time: It allows an admin to set a reminder time of how far in advance the driver will be reminded of a booking. It is a unit of time in minutes and hours.

Secondary e-mail: A notification e-mail for the admin. The System will automatically send an additional e-mail to the secondary e-mail address. Cancel not picked up bookings: The System will automatically cancel all bookings where vehicles were not picked up after the specified time has passed.

Users Can View:It determines which bookings a driver can see in an organization. There are three possibilities users can view carsharing in the app and web console:

Bookings of the vehicles available for their own department
Bookings of the entire organization
Only their own booking

Automatically create tasks from bookings: When a booking is created for a vehicle which has "Default driver" assigned a Task is automatically created for that "Default driver" and sent to their mobile app. The Task info is filled with the passenger information filled when creating a booking.

Disable automatic locking of doors on manual booking completion: Youcan enable or disable automatic doors locking on manual booking complection.

Allow adding passengers: Based on the number of seats in a vehicle, you can add passengers to the bookings, i.e., Ridesharing.

Allow using Information page: It enables the information page as a landing page in the carsharing

web console.

Allow creating recurring bookings: It enables the possibility of creating recurring bookings for an organization.

Allow using the Home Area Groups: While creating the booking and working with the calendar tab in the web console, Search Home Area groups should appear by checking this box.

Booking starting tolerance (min): How many minutes before the actual booking can a driver access the vehicle, i.e. My booking is at noon, and if the tolerance is set to 15 minutes, I can unlock the car 15 min ahead.

Mobile app

Under mobile app subsection you can force mobile app users to create a personal application-specific PIN to unlock the application after being inactive after a specified period of time. If the user does not provide the correct PIN after 3 attempts, he will be automatically logged out from the app and all application data stored in the device will be deleted. Using this option helps to keep data more secured.

Tasks

Automatically adjust status of expired tasks:For expired tasks, you can automatically adjust a status: completed or cancelled and set the number of days after which the status will be applied.

Task ordering: By default tasks are ordered in chronologic order by due date/time. If Manual ordering is selected tasks will be added in order of creation ignoring the due dates. You can drag and drop tasks to change their order as needed.

Autolog

You can fill Autolog trip's driver from booking. It will affect Autolog trips started in booking timeframe + booking starting tolerance.

Immobilizer and buzzer

This section allows to configure immobiliser and buzzer behaviour for entire organisation.

Configuration allows to setup 3 different parameters:

Immobiliser settings
On [immobiliser is activated until driver identification]
Off
Buzzer settings
On
Off
De-registration timeout
Input type - integer
Min value - 10 seconds
Max value - 600 seconds
Default value - 300 seconds

This parameter will determine how long the current driver registration will be active after turning the vehicle engine off.

Fuel retailers expenses subsections

Under the Organization settings tab, you can configure the system to collect fuel expenses from Alexela, Neste, and LTD fuel retailers. Please find more detailed information about the setup in the Integration with fuel retailers article.

FCPlus Organization settings

Related Manuals

Fuel retailers expenses subsections