Workspace members

Control who sees what in your tracking workspace. Invite your team to Blecon Track with role-based access, from full admin control to read-only viewing, so everyone has the access they need without exposing settings they shouldn't change.

Roles

Role	Capabilities
Owner	Full access. Can manage workspace settings, members, and delete the workspace.
Admin	Can create and manage zones, alert rules, webhooks, and view all data.
Member	Can add, edit and archive assets, and handle alerts. Cannot create or modify rules or zones.
Viewer	Read-only access to the map, assets, and alerts. Cannot create or modify rules or zones.

Inviting members

In Blecon Track, go to Settings > Members.
Click Invite Member.
Enter the person's email address and select a role.
Click Send Invite.

The invitee receives an email with a link to accept the invitation. The link expires after 7 days. Pending invitations can be cancelled from the members list.

Managing members

Change role: Click a member's role to change it.
Remove member: Remove a member to revoke their access to the workspace.

Teams

Use teams when groups of people share one workspace but must not see each other's assets. For example, give each depot a team. A depot manager then sees only that depot's assets, and admins still see every depot in one place.

Someone in a team works with only the assets of their team:

The asset list, map, trips, alerts, statistics and zone counts include only the team's assets.
Counts and totals include only the team's assets, so a team cannot learn how many assets another team has.
A link to another team's asset, trip or alert shows "not found".
Workflows show only the team's own workflows. The team member can run them but not change them.
Rules and integrations are not available to the team member. Admins manage them.

Put a Viewer in a team to let them read their team's assets. Put a Member in a team to let them work on those assets as well:

Add an asset, which joins their team.
Rename an asset, change its type, keywords and custom fields.
Archive and unarchive an asset, one at a time or in bulk.
Acknowledge and resolve their team's alerts, and add notes.

Another team's asset shows "not found" on these actions, the same as it does when they read. Moving an asset to a different team stays with admins.

Owners and Admins are not restricted, and cannot be in a team. A Member or Viewer with no team works with every asset.

Setting up teams

Go to Settings > Members.
In Teams, enter a team name and click Add Team.
When you invite someone as a Member or a Viewer, pick their team in the invite form. They then see only that team's assets from their first sign-in.
For people who are already members, use the team selector beside each Member or Viewer in the members list.
Go to Assets, click Select, select the assets and click Assign team.

The Assets list shows a Team column and a Team filter once the workspace has teams. Filter by No team to find assets that no team can see.

An asset with no team is visible only to members without a team. There are three ways to set the team as the asset is created:

Add Asset: pick the team in the form. A Member in a team picks from their own teams, and the form fills in the team for them when they are in one.
Workflows: set a team on the workflow. Every asset registered through it joins that team.
Import: add a team column to your file, with the team name in each row. A name that is not a team stops that row at the preview step.

Choosing what a team can see

You can hide zones from a team. Its members then do not get the Zones pages, and the map does not show zone shapes. An asset still shows the name of the zone it is in.

Go to Settings > Members.
In Teams, click Visibility beside the team.
Clear Zones. The change applies from the next page the team member opens.

A member in more than one team sees zones when any of their teams can see them.

Changing an asset's team when it enters or leaves a zone

A Zone Entry or Zone Exit rule can change the asset's team instead of raising an alert. For example, when each supplier is a team, a supplier stops seeing a piece of equipment when it leaves the supplier's site.

Go to Rules and click + Add Rule.
Pick Zone Exit (or Zone Entry) and select the zone, or a zone keyword.
In When it matches, click Change the asset's team and pick the team. Pick No team to remove the asset from every team.
On the Assets step, pick the asset keywords or the team that the rule moves. Leave them empty to move every asset.
Save the rule.

The asset changes team on the position that takes it into or out of the zone. Members of its old team stop seeing it, in their lists, counts and exports. To give the team back when the asset returns, add a Zone Entry rule on the same zone that moves it back.

Only admins can create, change or delete these rules.
The rule raises no alert and sends no notification. Each change is recorded in the audit log.
A zone event after a manual team assignment changes the team again.
When one position matches more than one of these rules, entering a zone wins over leaving one, and then the smallest zone wins.

Sending a team its own alerts

Create the rule and select the team in Team. The rule then checks only that team's assets.
Give the rule a routing keyword, for example leeds.
On the team's notification channel, select the same keyword.

A rule for every team includes every team's assets. Send its alerts to admins only.

Blecon Track overview