This guide provides a complete walkthrough of the ZenduONE administrative setup process. Proper configuration ensures accurate reporting, secure access control, operational efficiency, and safety monitoring.

The setup process should always follow a structured approach:

1. Configure the database

2. Define security clearances

3. Organize groups

4. Create users

5. Configure operational modules (locations, rules, assets, etc.)

Completing these steps in order ensures your system is scalable, secure, and aligned with your business structure.

1. Database Setup

The database setup establishes the foundation of your ZenduONE environment. This step ensures that system-wide preferences, operational modules, and business configurations are correctly aligned before users and assets are added.

1.1 Initial System Configuration

Navigate to:

Admin > System Settings

This section controls your organization-level settings.

Configure the following:

• Organization contact information

• Time zone (critical for accurate reporting and trip history)

• Currency (used in reporting and product modules)

• Language (English or Spanish)

• Map provider

• Measurement system (Metric or Imperial)

Important: These settings impact reporting, trip data, timestamps, and user experience. Always verify accuracy before proceeding.

1.2 Recommended Setup Flow

Your setup flow depends on which modules your organization uses.

For Cameras and Asset Tracking Deployments

This configuration is focused on vehicle visibility and behavior monitoring.

Recommended order:

1. Configure camera and tracker admin settings

2. Create group hierarchy

3. Create users and assign security clearances

4. Register vehicles and tracking devices

5. Configure operational and safety rules

6. Set up geofenced locations

This ensures tracking and exception reporting function properly from day one.

For Routing and Dispatching (ZenduWORK)

This configuration supports route optimization, job management, and fleet coordination.

Recommended order:

1. Configure routing settings

2. Create operational groups

3. Add dispatchers and assign appropriate access

4. Register fleet assets

5. Create service locations

6. Configure forms for job documentation

7. Set up products (if applicable)

For Indoor Tracking

Indoor tracking requires additional configuration for hardware mapping.

Recommended order:

1. Configure indoor tracking settings

2. Create relevant groups

3. Create users and define access

4. Register beacons and gateways

5. Upload custom indoor maps

6. Define indoor location zones

2. Setting Up Security Clearances

Security clearances determine what each user can view, edit, or manage within the system. Proper permission management protects sensitive data and prevents unintended configuration changes.

Navigate to:

Admin > Users > Clearances

2.1 Default Security Levels

ZenduONE includes predefined security roles:

• Administrator – Full platform access, including system configuration

• User – Access to Map and Insights modules

• User (No Live View) – Map and Insights access without livestream capability

• Viewer – View-only map access

• No Access – Used for registered drivers without portal login

These default roles cover most standard operational needs.

2.2 Creating Custom Security Clearances

If your operational structure requires more granular control:

1. Click + New

2. Select a parent clearance to base permissions on

3. Modify module-level permissions

4. Expand modules to refine specific actions (e.g., disable media access under Maps)

5. Save

Example: A Dispatcher role may require access to Map and Trips but restricted access to Admin and Settings modules.

Custom clearances allow your organization to maintain operational efficiency while ensuring system security.

3. Setting Up Groups

Groups are one of the most important organizational tools in ZenduONE. They determine visibility, reporting segmentation, and access control.

Navigate to:

Admin > Groups

3.1 Why Groups Matter

Groups allow you to:

• Organize assets by location, department, or division

• Segment data for reporting

• Restrict user visibility to specific branches

• Create scalable operational hierarchies

Without structured groups, reporting and user access become difficult to manage.

3.2 Creating a Group

To create a new group:

1. Click + Create Group

2. Select a Parent Group (if applicable)

3. Enter a clear, descriptive name

4. Choose a visual icon

5. Click Save

Parent groups represent primary categories. Sub-groups allow for detailed segmentation within each category.

3.3 Example Group Structure

Example:

If your fleet operates in California:

Parent Group: California
Sub-Groups:

• San Francisco

• Los Angeles

You can further divide sub-groups by departments or asset types.

This structure allows regional managers to access only their assigned region, improving privacy and operational control.

3.4 Assigning Users and Assets to Groups

Users and assets can be assigned:

• During creation

• By editing existing records

Proper group assignment ensures:

• Accurate reporting

• Controlled access

• Structured fleet visibility

4. Setting Up Users

Users represent everyone who interacts with the platform — administrators, dispatchers, managers, drivers, and technicians.

Navigate to:

Admin > Users

4.1 User Overview Screen

The User Overview screen provides visibility into:

• Name and username

• Phone number

• Security level

• Assigned groups

• Last login activity

You can use filters to search by:

• Username

• Security clearance

• Groups

• Phone number

Custom Views allow administrators to personalize which columns are displayed.

4.2 Creating a New User

To create a user:

1. Click + Create User

2. Enter required details:

   • Username (must match email address)

   • First and last name

   • Employee ID

   • Phone number

   • Measurement preference

3. Assign relevant groups

4. Select a security clearance

5. Enable Send Login Email (if portal access is required)

6. Click Save

The user will receive system-generated login credentials via email.

4.3 User Types

Under Profile Details, assign the appropriate user type:

• General User

• Driver

• Passenger

• Technician

Selecting the correct type ensures proper system behavior and reporting alignment.

5. Setting Up Locations

Locations are geofenced zones used to monitor asset entry, exit, and stop duration.

You can create locations from:

• Map Overview

• Admin > Locations

5.1 Creating a Location

1. Click Create Location

2. Choose a shape:

   • Circle

   • Polygon

3. Adjust boundaries directly on the map

4. Enter location details:

   • Name

   • Group assignment

   • Tag (Customer, Home, Office, Vendor)

   • Address

   • Unit number (if applicable)

   • Notes

5.2 Stop Duration and Exception Monitoring

You may define a maximum stop duration.

If a vehicle exceeds this threshold:

• The system generates an Exception

• This can be reviewed in Insights and Reports

Customer-tagged locations provide detailed visit tracking and frequency reporting.

6. Setting Up Rules

Rules allow administrators to monitor behavior, enforce policies, and trigger alerts when exceptions occur.

Navigate to:

Admin > Rules

6.1 Rule Categories

ZenduONE includes three rule categories:

• Custom Rules (Operational monitoring only)

• Safety Management Rules (Impact safety scoring)

• Coaching Management (Supervisor oversight)

6.2 Creating a Custom Rule

To create a new rule:

1. Click + Create Rule

2. Define:

   • Rule name

   • Description

   • Severity level

3. Select applicable groups, drivers, or assets

4. Configure rule conditions:

   • Monitoring time range

   • Device source

   • Rule type

5. Configure trigger actions:

   • Save video to cloud

   • Capture snapshots

   • Send email or SMS notifications

   • Text-to-speech coaching (ZenduCAM only)

   • Send for review (Enterprise only)

6. Click Save

Custom rules help enforce operational policies without affecting safety scores.

6.3 Safety Management

Safety Management rules directly influence driver safety scoring in Insights.

You can:

• Enable or disable rules

• Adjust severity weight

• Import custom rules into safety scoring

• Configure automated notifications

Driver safety scores reflect behavior frequency, severity, and risk factors.

6.4 Coaching Management

Coaching Management enables supervisors to:

• Review flagged infractions

• Assign coaching sessions

• Assign coaches to drivers

• Manage review workflows

This module supports continuous driver performance improvement.

7. Facial AI (Driver Assignment)

Facial AI provides automated driver recognition using camera snapshots.

Navigate to:

Admin > Facial AI

7.1 Requirements

• Enterprise subscription

• Proper front-facing camera positioning

• Hyperlapse enabled (1 or 10 minutes)

7.2 Managing Facial AI Assignments

Upon activation:

• Drivers initially appear as “Unknown Person”

• The system groups snapshots of the same individual

• Administrators manually assign snapshots to drivers

You may:

• Reassign incorrect matches

• Accept or discard snapshots

• Improve AI recognition over time

Common causes of misidentification:

• Poor lighting

• Incorrect camera placement

• Low image quality

Final Setup Checklist

Before completing your setup, confirm:

• System settings are configured correctly

• Groups reflect your operational structure

• Security clearances are properly defined

• Users are assigned to correct groups

• Assets are registered

• Locations are configured

• Rules are active and aligned with policy

A properly structured admin setup ensures secure access, accurate reporting, and scalable fleet management.