Administration & settings
Manage users, organisation settings, branding, booking defaults, notifications, system data and integrations.
Configure your organisation's settings, manage users, customise branding and set up system data. This section is mainly for System Administrator users.
Users, Bulk Import and Driver Register are under Management in the sidebar. Settings opens from the profile menu at the top right.
User management
Invite new members, assign roles, edit profiles and deactivate accounts from Management → Users.
Inviting users
Open Users
Select Users in the sidebar under Management.
Select Invite User
Enter the person's first name, last name and email address. Phone number and employee number are optional.
Choose an initial role
Optionally pick an Initial Role: Driver, Pool Manager, Pool Officer, Report Administrator, Finance Administrator or System Administrator. You can add more roles, including pool-scoped roles for a specific pool, from the user's page with Assign Role.
Send the invitation
Select Send Invitation. The user receives an email with a link to set their password and activate their account. In organisations that use single sign-on, they can sign in with their identity provider straight away.
See Inviting team members for more detail.
Managing user accounts
Open a user from the Users list to manage their account.
| Feature | Description |
|---|---|
| Edit profile | Update a user's name, phone number and employee number. Change their sign-in address with Change email (see Changing your email address). |
| Change roles | Add or remove roles. Changes take effect on the user's next page load. |
| Deactivate | Deactivate a user account. The user can no longer sign in, but their data is kept for audit and historical records. |
| Reactivate | Re-enable a previously deactivated account. |
| Bulk import | Import several users from a CSV file with role assignment, from Management → Bulk Import. |
| Driver register | View a register of all drivers with licence details, certifications and agreement status, from Management → Driver Register. |
Organisation settings
Configure your organisation's profile and operational settings from Settings → Organisation.
Organisation profile
| Setting | Description |
|---|---|
| Organisation name | Your organisation's display name, used throughout the app and in emails. |
| Address and contact | Physical address, phone number and contact email for your organisation. |
| ABN / Tax Number | Business tax identification number, used in FBT and financial reports. |
| Timezone | Your organisation's default timezone for booking times, reports and notifications. |
| Business hours | Standard operating hours and business days. Used for booking rules and vehicle availability. |
| Financial year start month | The month your financial year starts, for reporting and FBT periods. |
Branding & theming
Customise how Vectis looks to match your organisation's brand, from Settings → Branding.
| Setting | Description |
|---|---|
| Logo | Enter the URLs of your primary logo and icon logo. The logo appears in the app header and in emails. |
| Colour theme | Set primary, secondary and accent colours with the colour pickers. They are applied across the interface. |
| Login page | Enter the URL of a background image for the login page. |
| Preview | See how your branding looks before saving. |
Booking defaults
Set booking rules for your organisation from Settings → Booking Defaults.
| Setting | Description |
|---|---|
| Default duration | The default booking length when someone creates a booking. |
| Minimum and maximum duration | Enforce minimum and maximum booking lengths. |
| Lead time | How far in advance a booking must be made. |
| Maximum future window | How far into the future bookings can be created. |
| No-show timeout | Bookings are cancelled automatically if check-out hasn't started within this time after the booking start. |
| Approval threshold | Bookings longer than this need manager approval. |
Notification preferences
Choose which notifications your organisation sends, and through which channels, from Settings → Notifications.
| Setting | Description |
|---|---|
| Event types | Turn booking notifications, booking reminders, maintenance notifications and compliance notifications on or off. |
| Reminder timing | How many hours before a booking the reminder is sent. |
| Channels | Turn email, push (mobile app) and in-app notifications on or off. |
| Email digest | Bundle notifications into a daily or weekly email digest. |
Each person can also choose their own notifications from their profile (see Personal account settings).
Enterprise SSO
Vectis supports single sign-on (SSO), so your people can sign in with their existing work accounts.
| Feature | Description |
|---|---|
| Supported providers | Microsoft Entra ID, Google Workspace, Okta, Auth0, OneLogin, PingIdentity and any generic OIDC provider. |
| Domain verification | Verify your email domain so that SSO is detected automatically for users with matching email addresses. |
| Enforcement modes | Optional (SSO or password), SSO Preferred (the SSO button is shown first and passwords still work) or SSO Required (only SSO, except for break-glass accounts). |
| JIT provisioning | Just-in-time user creation: new users are created automatically the first time they sign in with SSO. |
| SCIM provisioning | Automatic user sync from your identity provider over SCIM 2.0, which creates, updates and deactivates users. |
| Break-glass accounts | Designated admin accounts can bypass SSO if your identity provider is unavailable. |
System data
The system data pages under Settings hold the lookup tables and reference data used throughout Vectis. You can create, edit or deactivate each item.
| Page | What it holds |
|---|---|
| Cost Centres | Cost allocation codes for internal charging. |
| Asset Types | Vehicle categories, such as car, van, truck or bus. |
| Body Types | Vehicle body types, such as sedan, SUV, ute or hatchback. |
| Booking Colours | Calendar colour coding for booking types. |
| Booking Types | Categories for booking purposes. |
| Custom Fields | Additional fields on the booking form. |
| Fuel Card Formats | Provider-specific fuel card file formats. |
| Expense Types | Expense categories for the expense register. |
| Vendors | Supplier and vendor directory. |
| Licence Types | Driver licence categories. |
| Infringement Types | Traffic and parking infringement categories. |
| Infringement Authorities | The authorities that issue infringements. |
| Servicing Regimes | Service schedules by distance or time interval. |
| CO₂ Ratings | Vehicle emission ratings. |
| Finance Types | Financial categories. |
| Accreditation Types | Professional accreditation categories. |
| Calendar Headers | Columns shown on the booking calendar. |
| User Guides | Help documents you upload for your organisation. |
| Page Templates | Your terms, privacy and booking pages. |
Integration settings
Set up integrations from Settings → Integrations.
| Setting | Description |
|---|---|
| SMTP settings | Send email through your own mail server: host, port, username, password and TLS. |
| Webhooks | Set a webhook URL, the events to send and a webhook secret. |
| Calendar sync | An iCal feed URL for subscribing to bookings in external calendar apps such as Outlook or Google Calendar. |
| API keys | Shows how many API keys are active. Create and revoke API keys in the Developer Portal, which opens from Developer in the profile menu. |
Personal account settings
Everyone can manage their own account from My Profile (open the profile menu at the top right, then select Profile).
| Setting | Description |
|---|---|
| Profile | Update your name, phone number and profile photo. Change your sign-in address with Change email. |
| Change password | Change your Vectis password. If you sign in with SSO, your password is managed by your identity provider instead. |
| Notifications & defaults | Choose which booking notifications you receive by email and push, and set your default pool and timezone. |
| Appearance | Switch between light, dark or system theme. |
See also
- Quick start: user roles and initial setup.
- Fleet management: managing vehicles and pools.
- Bookings & calendar: how booking defaults apply.
- Reports & analytics: reports use your system data.