Admin User Management

Admin User Management#

The Users workspace allows an Admin to create and manage the User accounts operating under their business.

From this workspace, you can:

• Create users manually or through CSV bulk upload.
• Activate, deactivate, or delete users.
• Open the application as a selected user.
• Update profile and company information.
• Assign vehicles and drivers.
• Manage documents and support tickets.
• Review payments and renew vehicle subscriptions.
• Review the user’s activity logs.

Required Role#

You must be signed in with an Admin account.

Only users and related records available within the current Admin’s scope are shown.

How to Open Users#

1. Open the Admin Home page.
2. Select Users.
3. The Users workspace opens in a full-screen window.

Select the X button in the upper-right corner to return to Admin Home.

Users List#

The main Users page displays all User accounts managed by the Admin.

Select a user’s name or row to open the complete user profile.

Active-Status Toggle#

Use the toggle beside a user to activate or deactivate that account.

• An active user can use the account normally, subject to their permissions.
• An inactive user remains in the system but cannot use the account normally.

Changing the account status does not delete the user or remove assigned vehicles.

Login as User#

Select Login to open Open VTS as the selected User.

This is useful for authorised support, configuration checks, and troubleshooting.

Security guidance: This action opens the application using the selected User’s access level. Use it only when authorised. It is different from opening the user’s management profile.

Search, Filters, and Table Controls#

Search#

Use the search field to find matching User records.

Filter#

Select Filter to open the available dynamic filters:

• Country
• Email Verified
• Status

For Email Verified and Status, select:

• All
• True
• False

Select Apply to use the filters or Clear all to remove them.

Bulk User Actions#

Select the checkbox beside one or more users to display the bulk-action bar.

Available actions are:

• Activate Selected
• Deactivate Selected
• Delete Selected
• Clear selection

Delete Selected Users#

Select Delete Selected to open a confirmation dialog.

The dialog shows the number of accounts that will be deleted.

Deletion is permanent. Verify the selected accounts before confirming.

Create a User Manually#

Select Create User from the upper-right corner of the Users page.

Enter the required account and contact information.

Select the Country, State, and City.

Enter a Pincode when applicable.

Select Save.

Open VTS validates the form before creating the account. Duplicate or invalid account information produces an error message.

Bulk User Upload#

Select Bulk Upload when several users need to be created together.

The workflow contains five stages:

Upload → Map → Validate → Process → Completed

Step 1 — Upload or Paste CSV#

You can:

• Drag and drop a CSV file.
• Select Choose File.
• Paste CSV content directly into the text area.
• Select Download Sample CSV to obtain the expected format.

After adding the data, select Parse & Continue.

Step 2 — Map Columns#

Map each CSV column to the correct Open VTS user field.

Required mappings are:

• name
• mobilePrefix
• mobileNumber
• username
• password
• address
• countryCode

Optional mappings are:

• email
• companyName
• stateCode
• city
• pincode

Select Auto-Detect to match recognised column names automatically. Review the mapping before continuing.

A preview of the first ten rows appears below the mapping fields.

Step 3 — Validate#

Validation displays:

• Total rows.
• Blocking Errors.
• Warnings.
• Row-level validation messages when problems are found.

You can continue only when no blocking errors remain.

Warnings should be reviewed, but they do not always prevent processing.

Step 4 — Process#

Select Start Processing after validation passes.

The processing page displays:

• Overall progress.
• Success, Failed, and Pending totals.
• Live processing logs.
• Current status for every row.
• The bulk-job identifier.

Possible row states include:

• Pending
• Processing
• Success
• Failed

Step 5 — Completed#

The completion page shows:

• Total rows.
• Successful rows.
• Failed rows.
• User name, username, mobile number, status, and result message.

Select Download Failed Rows CSV to download failed records for correction.

Select Go back to Users List when finished.

A file can pass initial validation but still fail during processing. For example, a username may already exist in Open VTS even though it appears only once in the uploaded CSV.

User Profile Management#

Select a user from the Users list to open their management profile.

The profile contains:

• Profile
• Vehicles
• Drivers
• Documents
• Tickets
• Payments
• Activity Logs

Use the back arrow in the upper-left corner to return to the Users list.

Profile#

The Profile tab displays:

• User name and username.
• Active or inactive status.
• Email-verification status.
• Email address and mobile number.
• Company and country.
• Created and updated dates.
• Company details.
• Registered address.

Profile Actions#

Set Active or Set Inactive#

Changes whether the account can be used.

This does not delete the account or remove its linked records.

Update Password#

Enter and confirm the new password, then select Save.

The two password values must match.

Edit user profile#

Use Edit to update:

• Full Name
• Email
• Mobile prefix and number
• Username
• Company Name
• Address
• Country
• State
• City
• Pincode

Select Save to apply the changes.

Edit Company#

The Company edit action manages company-level information separately from the user’s account fields.

Available company fields include:

• Name
• Website URL
• Custom Domain
• Primary Color
• Social Links

Supported social-link types include Facebook, LinkedIn, Twitter, YouTube, Instagram, GitHub, and Website.

Updating company information does not automatically change the user’s username, password, or assigned vehicles.

Vehicles#

The Vehicles tab shows vehicles currently linked to the user.

Each linked vehicle can display:

• Vehicle name or plate.
• Plate number.
• VIN.
• IMEI.

Use the search field to find a linked vehicle.

Assign a Vehicle#

Select Assign Vehicle.

Dropdown the available vehicles.

Select the required vehicle.

Complete the assignment.

A success message appears after the vehicle is linked.

Assigning a vehicle links it to the user. It does not install a tracking device or renew the vehicle subscription.

Unassign a Vehicle#

Select Unassign beside a linked vehicle to remove its association with the user.

Unassigning does not delete the vehicle from Open VTS.

Drivers#

The Drivers tab shows drivers currently linked to the user.

Each driver record can display:

• Driver name.
• Username.
• Email address.
• Mobile number.

Assign a Driver#

Select Assign Driver.

Dropdown available drivers.

Select the required driver.

Complete the assignment.

Unassign a Driver#

Select Unassign beside a linked driver.

This removes the user-driver link but does not delete the driver record.

Documents#

The Documents tab stores KYC, verification, and other documents associated with the user.

The list can display:

• Title and description.
• Document type.
• Expiry date.
• Tags.
• Document status.
• File name and format.
• Upload date.
• Available actions.

Add a Document#

Select Add document and provide:

• Document Type
• Title
• Expiry Date, when applicable
• Visible To Admin
• Tags
• Description
• File Selection

Document types depend on the document types configured in Open VTS.

Supported formats are:

• JPG
• JPEG
• PNG
• PDF
• DOC
• DOCX
• WEBP

The maximum file size is 5 MB per file.

Document Actions#

Open the actions menu beside a document to use:

• View
• Edit
• Delete

Deleting a document removes it from the user’s profile.

Tickets#

The Tickets tab displays support tickets raised by or assigned to the selected user.

Each ticket can show:

• Title.
• Ticket number.
• Status.
• Priority.
• Category.
• Last activity.
• Creation date.

Use the search field to find a ticket by its visible details.

Create a Ticket#

Select Create Ticket and enter:

• Title
• Category
• Priority
• Message
• Optional attachments

Available categories include:

• Server
• Notifications
• Maps
• Billing
• Installation
• Other

Available priorities are:

• Low
• Medium
• High

The title supports up to 80 characters, and the message supports up to 1,000 characters.

Open a Ticket#

Select a ticket to open it in the main Support workspace.

The Support workspace displays the full conversation, attachments, status controls, and reply area.

Opening the ticket changes the current workspace from the User profile to Support.

Payments#

The Payments tab displays the selected user’s payment history.

Summary cards show:

• Total Received
• Successful
• Pending and failed totals
• Last Payment

The payment table can include:

• Date
• User
• Vehicle
• Amount
• Status
• Payment mode

Renew a Vehicle Subscription#

Select Renew Vehicle from the Payments tab.

The renewal dialog contains:

• Selected User.
• Vehicles available for renewal.
• Assigned plan.
• Plan price.
• Plan duration.
• Existing expiry date.
• Selected-vehicle summary.
• Auto-calculated total.
• Final Amount.
• Payment Mode.
• Optional Reference.

Available payment modes include:

• Bank Transfer
• Cash
• UPI
• Card
• Wallet
• Razorpay
• Stripe
• Other

Complete a Renewal#

1. Confirm the selected User.
2. Select one or more vehicles.
3. Review the plan, duration, and renewal total.
4. Confirm or update the Final Amount.
5. Choose the payment mode.
6. Enter an optional payment reference.
7. Select Renew & Record Payment.

This action renews the selected vehicle subscription and records its payment together.

Activity Logs#

The Activity Logs tab provides an audit trail for the selected user.

Available controls include:

• Search by action or entity.
• Date-range selection.
• Refresh.
• Activity-group filters.

Activity groups include:

• All
• Security
• Settings
• Billing
• Vehicles
• Drivers

Each activity row can display:

• Action.
• Created or deleted state.
• Entity type.
• User role.
• IP address.
• Browser.
• Platform.
• Date and time.

Activity Log Details#

Select an activity record to open its complete information.

The details can include:

• Action name and action code.
• Time.
• Entity.
• IP address.
• Browser.
• Platform.
• Performed by.
• Technical metadata.

Metadata is intended for auditing and troubleshooting. It may contain internal paths, request methods, device identifiers, or other technical information.

Delete an Individual User#

Select Delete Account from the user profile navigation.

A confirmation dialog explains that the action is permanent.

Deleting the user does not happen until Delete is selected in the confirmation dialog.

This action cannot be undone.

Note:  If the user failed to delete then unassign vehicles and drivers first.

Loading, Validation, and Empty States#

Loading#

Open VTS displays a loading indicator while retrieving the Users list or an individual user profile.

No Results#

The table or profile section displays an empty state when no matching records are available.

This may occur when:

• No users have been created.
• Search or filters return no matches.
• No vehicles or drivers are linked.
• No documents, tickets, payments, or activity logs exist.

Form Validation#

Required fields must be completed before a form can be saved.

Invalid values, duplicate usernames, and unsupported data produce a validation or processing message.

Partial Bulk-Upload Results#

A bulk upload can contain both successful and failed rows.

Successful users remain created. Failed rows can be downloaded, corrected, and uploaded again.

Recommended Workflow#

1. Search for an existing account before creating a new user.
2. Use Create User for individual accounts.
3. Use Bulk Upload when importing several users.
4. Review the user’s Profile after creation.
5. Assign only the required vehicles and drivers.
6. Upload supporting documents where needed.
7. Use Tickets for user-specific support issues.
8. Review Payment History before renewing subscriptions.
9. Use Activity Logs when investigating account changes.
10. Deactivate an account before deleting it when temporary access removal is sufficient.

Important Notes#

• Deactivating a user is different from deleting the user.
• Email verification is different from active account status.
• Login opens Open VTS using the selected User’s access level.
• Assigning a vehicle does not install a device or renew its subscription.
• Unassigning a vehicle or driver does not delete the original record.
• Opening a ticket moves the Admin to the Support workspace.
• Renewing a vehicle also records the payment entered in the renewal dialog.
• Bulk-upload validation cannot detect every server-side conflict, such as a username already used by an existing account.
• Deletion actions are permanent.

Final Verification Checklist#

Confirm that:

• The correct Admin account is signed in.
• Search and filters return the expected users.
• Vehicle counts match actual assignments.
• Status toggles activate and deactivate the correct account.
• Login opens the correct User workspace.
• Manual user creation validates required fields.
• Bulk upload reports success and failure for each row.
• Vehicle and driver assignment success messages appear.
• Documents can be viewed, edited, and deleted.
• Selecting a ticket opens the correct Support conversation.
• Payments and renewal totals use the correct currency.
• Activity Logs show the expected user and technical context.
• Delete confirmations identify the correct account or number of accounts.

Next Step#

Continue to Admin Vehicles to learn how to create, import, assign, configure, and manage vehicle records.