Account Setup & Team Members

Managing your Levy Fleets account involves configuring your organization's settings and building your team. This comprehensive guide covers everything from initial setup to advanced team management, including roles, permissions, and security best practices.

Account Overview

Your Levy Fleets account is organized around subaccounts (individual fleet locations or operating regions). Each subaccount has:

• Its own settings and configuration
• A team of members with specific roles
• Separate data (vehicles, rides, customers, zones)
• Independent pricing and billing

Settings Overview

Access your settings by clicking Settings in the sidebar. The settings page is organized into 10 tabs, each controlling different aspects of your operation.

Settings Tabs Summary

Payment Settings

The Payments tab configures how customers pay for rides.

Payment System Selection

Choose between two payment models:

Post Paid

• Customers provide a payment method
• Charged after each ride completes
• Simpler for casual users
• Higher risk of payment failures

Wallet

• Customers pre-load funds into their wallet
• Funds deducted per ride
• Supports bonuses for larger top-ups
• Better cash flow management

Wallet Configuration

When using the Wallet system, configure these options:

Top-Up Options

Set up to 3 top-up amounts with optional bonuses:

Minimum Wallet Balance

• Default: $5.00
• This is the minimum balance required to start a ride
• Set higher if your average ride cost is higher

Auto Top-Up

Enable automatic wallet refills:

• Enable Auto Top-Up: Toggle on to allow automatic refills
• Default for New Customers: Enable this for new signups
• Auto Top-Up Amount: Amount to add (e.g., $15.00)
• Trigger Level: Balance threshold that triggers refill (e.g., $0.00)

Payment Verification

Configure hold/verification charges:

• Temporary Hold Policy: Disabled, First Ride Only, or All Rides
• Verification Amount: Range for verification charges ($0.50 - $2.00)
• Minimal Transaction Amount: Minimum charge amount (default: $1.00)

Balance Bonuses

Control how bonuses can be used:

• Allow Starting Rides with Bonuses: Let customers use bonus credit for rides
• Allow Subscriptions with Bonuses: Let customers purchase packages with bonuses

Low Balance Protection

• Stop Vehicle on Low Balance: Enable to pause rides when wallet runs low
• Threshold Amount: Balance level that triggers vehicle stop (default: $0.00)

Identity Verification Settings

Configure customer identity verification (KYC) using Stripe Identity.

Verification Modes

Disabled

• No identity verification required
• Fastest onboarding
• Higher fraud risk

All Users

• Every customer must verify identity before riding
• Highest security
• May slow customer onboarding

Risk-Based (Recommended)

• Only high-risk customers must verify
• Balances security with convenience
• Configurable risk threshold

Risk Threshold Configuration

When using Risk-Based mode:

• Risk Score Range: 0-100 (lower = safer)
• Default Threshold: 15
• Customers with scores above threshold must verify

Risk Level Categories:

Referral Program Settings

Configure your customer referral program:

• Enable Referral Program: Toggle on to activate
• Referral Bonus: Amount credited for successful referrals (e.g., $2.00)
• Hashtag: Social media hashtag for promotions (e.g., #Levy_Electric)
• Referral Image URL: Marketing image for sharing (HTTPS URL)

Legal Document Settings

Configure URLs for legal documents in multiple languages:

Document Types

Terms of Service

• URL to your terms and conditions
• Customers must accept before using service

Privacy Policy

• URL to your privacy policy
• Required for data protection compliance

Rental Agreement

• URL to vehicle rental agreement
• Specific terms for using vehicles

Multi-Language Support

Add documents in multiple languages:

1. Click Add Locale for any document type
2. Enter the locale code (e.g., "es" for Spanish, "fr" for French)
3. Enter the URL for that language's document
4. Save changes

Marketing Consent

• Toggle to require explicit marketing consent during signup

Vehicle Settings

Configure vehicle-related parameters:

Battery Management

• Minimum Battery: Minimum percentage for vehicles to be available (default: 20%)
• Vehicles below this threshold won't appear as available to customers

Speed Settings

• Slow Zone Speed Limit: Maximum speed in slow zones (default: 10 km/h)

Units

• Unit of Measure: Choose Miles or Kilometers for distance display

IoT Device Passwords

Configure passwords for your IoT device manufacturers:

Ride Settings

Configure how rides behave:

Group Rides

• Maximum Vehicles per Group: Limit for group ride sessions (default: 5)

Rebalancing

• Hours Between Rebalancing: Schedule for fleet rebalancing (default: 72 hours)

Automatic Refunds

Configure automatic refunds for problematic rides:

• Enable Automatic Refunds: Toggle on to automatically refund qualifying rides
• Maximum Ride Duration: Rides under this duration qualify (default: 3 minutes)
• Maximum Distance: Rides under this distance qualify (default: 200 meters)
• Recalculation Gap: Interval between recalculations (default: 1 minute)

Reservation

• Reservation Time: How long vehicle reservations last (default: 5 minutes)

Auto-Pause (Stationary Detection)

Automatically pause rides when vehicles aren't moving:

• Enable Auto-Pause: Toggle on to activate
• Stationary Duration: Minutes of no movement before pause (10-60, default: 30)
• Detection Radius: Area within which to detect stillness (10-100m, default: 100m)
• Max Movement: Maximum allowed movement within radius (0-300m, default: 0m)
• Recent Motion Window: Time window for motion check (default: 60 seconds)
• Motion Speed Threshold: Speed below which = not moving (default: 2 km/h)

Auto-End

Automatically end rides after extended pauses:

• Enable Auto-End: Toggle on to activate
• Not Moving Radius: Stillness radius (default: 75 meters)
• Time Before Auto-End: Minutes after pause (default: 30)

Auto-Lock

• Enable Auto-Lock: Automatically lock vehicles when rides end

Tutorial Settings

Customize the in-app tutorial images that customers see when learning to use vehicles.

Tutorial Steps

How to Start:

1. Locate Vehicles - Finding scooters on map
2. Scan QR Code - QR code scanning interface
3. Lock via App - Using app lock feature
4. Kick & Push - Starting the ride

How to End: 5. Return to Pickup - Parking at designated areas 6. Ensure Locked - Confirming lock 7. Take Photo - Photo verification

Customizing Tutorial Images

For each step:

1. Click the image upload area or drag a file
2. Supported formats: PNG, JPEG, WebP (up to 8MB)
3. Image uploads to CDN automatically
4. Preview shows custom vs. default image

To revert to default:

1. Click "Remove" on the custom image
2. Default image will be restored

Alert Settings

Configure email notifications for your team:

Operational Alerts (Staff)

• Low Battery Alerts: When vehicles drop below battery threshold
• Vehicle Issue Alerts: When vehicles report errors
• Moving Vehicle Alerts: When parked vehicles start moving
• Out of Zone Alerts: When vehicles leave service areas
• Maintenance Reminders: Scheduled maintenance notifications

Customer Notifications

• Ride Receipts: Send receipt after each ride
• Wallet Top-Up Confirmations: Confirm wallet additions
• Payment Failure Notifications: Alert on failed payments
• Account Verification Reminders: Prompt incomplete verification

Marketing Emails

• Promotional Emails: Marketing offers and promotions
• Newsletter: Regular updates and news

Alert Recipients

Configure email addresses for different alert types:

• Operational Alerts Email: For fleet operations team
• Critical Alerts Email: For urgent issues

Other Settings

Password Change

To change your account password:

1. Enter your current password
2. Enter new password (minimum 8 characters)
3. Confirm new password
4. Click "Update Password"

Timezone

Select your operating timezone:

Regions Available:

• US/Canada: Eastern, Central, Mountain, Pacific, Alaska, Hawaii
• Europe: London, Paris, Berlin, Madrid, Rome, Amsterdam, etc.
• Asia/Pacific: Dubai, India, Singapore, Tokyo, Sydney, etc.
• Latin America: Mexico City, Bogota, Lima, Sao Paulo, etc.
• UTC: Universal Time Coordinated

Language

Select your preferred dashboard language:

• English (en)
• Spanish (es)
• French (fr)

Business Hours

Configure your operating hours:

• 24/7 Operation: Toggle on for round-the-clock service
• From Time: Opening time (HH:MM format)
• To Time: Closing time (HH:MM format)

Supported Languages

Enter comma-separated language codes for your mobile app:

en, es, fr

Zone Colors

Customize how different zone types appear on maps:

Buffer Zone

• Distance in Meters: Buffer around parking zones (default: 10m)

Location Tracking

End Ride Location Mode:

• Hybrid: Uses both GPS and device location
• GPS Only: Uses only device GPS

Parking Zone Validation:

• Vehicle Only: Only checks vehicle location
• Both Required: Vehicle AND user must be in zone
• Hybrid: Flexible matching using both

Out of Zone Settings

• Allow End Ride Outside Parking: Toggle to permit or restrict
• Out of Zone Alerts: Toggle to enable notifications

Support Configuration

Configure customer support information:

• How to Ride Tutorial URL: Link to ride instructions
• FAQ Link: Link to frequently asked questions
• Online Chat Link: Link to live chat support
• Support Email: Email for customer support
• Support Phone: Phone number for support

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Team Member Management

The Team tab is where you manage your organization's users.

Viewing Team Members

The team list shows:

• Name: Team member's full name
• Email: Login email address
• Role: Assigned permission level
• Added: Date added to team

Available Roles

Permission Matrix

*Service Technicians can update vehicle status but not create/delete vehicles

Inviting Team Members

Invitation Details:

• Invitations expire after 7 days
• Contains a unique secure token
• One-time use (cannot be shared)
• Shows pending status until accepted

Managing Pending Invitations

The pending invitations section shows:

• Email: Invited email address
• Role: Assigned role
• Expires: Expiration date (red if within 2 days)

Actions:

• Resend Invite: Generates new token, extends expiration
• Cancel Invite: Removes pending invitation

Accepting an Invitation

When someone receives an invitation:

1. They click the link in the invitation email
2. They're directed to the accept-invite page
3. They create their account:
   • Full name
   • Password (minimum 8 characters)
   • Password confirmation
4. Upon submission, their account is created with the assigned role
5. They're redirected to login

Editing Team Member Roles

To change someone's role:

1. Find the team member in the list
2. Click on their role badge
3. Select the new role from the dropdown
4. Click Save or the checkmark

Removing Team Members

To remove a team member:

1. Find the team member in the list
2. Click the trash/delete icon
3. Confirm the removal

Security Best Practices

Password Security

• Use minimum 8 characters (longer is better)
• Include mix of letters, numbers, and symbols
• Don't reuse passwords from other services
• Change passwords periodically

Team Access

• Assign minimum necessary permissions
• Remove access promptly when team members leave
• Review team member list quarterly
• Use specific roles rather than making everyone an Admin

Account Protection

• Enable identity verification for customers
• Monitor for unusual login patterns
• Review recent alerts regularly
• Keep IoT passwords updated

Troubleshooting

Invitation Not Received

• Check spam/junk folders
• Verify email address was entered correctly
• Resend the invitation
• Ask recipient to whitelist your domain

Cannot Change Settings

• Verify you have Admin role or higher
• Check if another admin is making changes
• Refresh the page and try again
• Contact support if persistent

Team Member Cannot Login

• Confirm they completed the invitation process
• Check if invitation has expired (resend if needed)
• Verify they're using the correct email
• Try password reset

Role Not Working as Expected

• Refresh the page after role changes
• Log out and back in to apply new permissions
• Verify the correct subaccount is selected
• Check with super admin for subaccount access issues

What's Next?

• Understanding Subaccounts - Learn about multi-location management
• First Fleet Checklist - Verify your complete setup
• Dashboard Overview - Master your daily operations