Company

What the section contains

The Company section in the left panel is the company administrator’s workplace. It applies to the company selected in the header; whoever manages several companies switches between them there. It has two parts:

• Company setup - Settings (tabs Company details, Modules, Data sources, E-mail and Review) and Organization (branches and cost centres).
• People - Employees (list, categories and employee roles), Users, Access and Access templates.

What can be configured for an individual module (how long a news item stays valid, say, or who may create suggestions) is described with each module under Carrier settings. In the portal it is under Settings → Modules, by clicking the module name. This page covers what concerns the whole company and the people in it.

Connecting to EDISON

The portal does not keep all the data itself. Some of it is read from the company system you run (today EDISON) - rosters, leave, payslips, document validity and more. It reads them through the server EDISON runs on, and that server identifies itself to the portal with a certificate. Think of it as the server’s ID card, and it has a limited validity.

When the certificate expires, EDISON data stops loading. Neither the portal nor EDISONKA on the phone can reach it, and the modules that need it only report “EDISON is not responding”. Nothing is lost, it simply cannot be loaded until the certificate is valid again.

That is why the portal checks the validity every day and warns you in advance in three ways:

• By e-mail 14 days before the certificate expires, again 7 days before, and on the day it expires. Company administrators get it, and so does M-line. No further e-mails are sent once it has expired.
• With a bar above the portal header - yellow 7 days before the end, red once it has expired. It cannot be dismissed, so it does not get overlooked. Company administrators see it; drivers and dispatchers do not.
• On the dashboard in the ERP data status widget. Its first row, Connection certificate, shows the expiry date - yellow when it is approaching, red once it has passed.

Your IT administrator renews it on the server EDISON runs on. Nothing is switched or uploaded in the portal; as soon as the certificate is renewed, the connection resumes on its own and the modules start reading data again.

When EDISON does not respond

An expired certificate is only one reason the connection stops working. When the server does not respond at all (an outage, a change on your IT’s side), the portal shows a red bar above the header saying that your company’s EDISON is not responding and no data is being loaded from it.

Everyone signed in sees this bar, drivers and dispatchers included. Without it an outage looks like a fault in the portal and people call the dispatch office, even though the portal works and only EDISON data is missing. Company administrators also see the server address and how long it has been unreachable, so they have something to pass on to their IT.

The bar disappears on its own as soon as the server starts responding again. Nothing needs to be switched in the portal.

EDISONKA on the phone shows the same bar - below the top bar on every screen. Everyone sees the outage, only company administrators see the certificate, just as on the web.

Access

Company → Access is an overview of who from the company signs in to the portal and to EDISONKA on the phone, from which device and with which version:

• List of people - name, personnel number, e-mail, Record (employee / portal user), Assignment (depots and categories) and status. Both records at once, so there is no need to look in two places.
• An empty Assignment on a portal user is not a mistake: such a person sees all company content in their assigned modules and gets notifications too. The assignment is filled in only when they should see just a part of it - it is set in their company membership.
• The Modules column - how many modules that person can see. Zero is the most frequent answer to “they sign in but see nothing”.
• Information about the last sign-in, separately to the portal and to EDISONKA on the phone - you can see who already works with the web face.
• Platform (iOS / Android) and EDISONKA version - the first thing support asks about. Green is the version from the store, grey an older one and amber a version the portal no longer works with; it follows the most recently used phone, other devices are in the person’s detail.
• Notifications - Enabled / No device (without a registered phone, no push arrives).
• A filter for those who have not signed in yet - you can see at a glance who never received their access.
• The list itself is not edited, but it offers password actions: Send password link (for employees and portal users alike), Show link and Clear password (employees only) - see Passwords and signing in below.
• Portal invitation - select people in the list (several at once) and choose Send invitation in the toolbar. They get an e-mail about what they will find in the portal (based on what the company has enabled), how to sign in and that there is also the EDISONKA phone app. It goes to employees and portal users alike, each with the text that matches how they sign in: an employee sets a password using a link, a portal user signs in with their M-line password. The link in the invitation never expires - it leads to the sign-in screen where they request a password themselves. Before sending it out, send yourself a Preview invitation: both variants arrive at your e-mail and show exactly what the others will get. The Invitation column shows when it was sent to whom, and the Not invited filter selects those who have not been reached yet.
• In the person’s detail (click the name, or Open in the toolbar) every device has a Send a test button. It sends a test message to that phone and reports how it went - whether it was delivered, whether confirmation is still pending, or why it did not go through. When notifications do not reach drivers, this is the first thing to check.

Portal users and their modules

Portal users (dispatchers, HR officers, company administrators) are created under Company → Users. What such a person sees is decided by the modules ticked in their company membership; only modules the company has enabled are offered. The Modules column shows how many each of them has. The membership card also carries a Role in the company: a Company administrator manages its settings, employees, and users, a User sees only the assigned modules. The role applies per company - the same person can manage one company and be a regular user in another.

You do not set a password for a new user. Once saved, they automatically receive an e-mail with a link and set the password themselves. Anyone who already has an M-line password (they use ISYCloud or M-line Support, for instance) signs in with that one and the e-mail only tells them that portal access has been added. The form says so in the blue bar above the e-mail field and, once an address is entered, adds which of the two cases applies.

Watch out for people who have never used their M-line password. It is usually a whole company moving to the portal: the M-line accounts were created in bulk, so the e-mail announces the access and expects them to “sign in with your existing password” - except they do not know it and try their EDISON password, which does not belong to the portal. Select them in Access and use Send password link, or tell them to click Forgotten password on the sign-in screen. The new password then works for all M-line applications.

Anyone who already has a portal account (from another company, say) is not created again - you invite them. There is one account per e-mail in the portal. If you enter an e-mail that already exists, the form recognizes it and saving adds membership in your company to the existing account - you only fill in the role in the company, personnel number, assignment, and modules. The name and password stay with the account, and an e-mail about the new access is sent. Such an invited person also belongs to another company, so you cannot change their name or status - you edit only their membership in your company, or remove it again.

Do not create users for drivers and other employees. They sign in to EDISONKA on their own, and what they see is set for all of them at once in Employees → Employee roles. A user account takes precedence at sign-in, so the employee would lose their current password. If the e-mail you enter belongs to an employee, the form warns you and asks before saving. Create a user only for someone who needs more than an employee does, such as a dispatcher.

M-line newsletter - an e-mail from M-line software about what is new in EDISONKA. The Newsletter column shows who receives it, and you can filter by it. Company administrators get it automatically; you turn it on for others with the Newsletter by e-mail switch in the user detail, or for several people at once with Newsletter in the toolbar. You turn it off the same way, for example for company management who should not receive it. Everyone can also change it in the menu under their name.

When several people are to see the same thing, do not set it up one by one. Select them in the list (several rows at once) and choose Modules in the toolbar. The portal shows what the selected people have now: a ticked module everyone has, an empty one nobody has, and a dash with a count (“3 of 5”) means only some of them have it.

Clicking an empty module or a dash gives the module to everyone, clicking a ticked one takes it away from everyone. For a module only some people had, another click returns it to how it was. A module you do not click stays as each person has it, and Undo changes returns all modules to how they were when the window opened. If the change takes access away from anyone, the portal asks before saving and lists the modules concerned.

The change applies only in the company selected in the header; memberships in other companies stay as they were. Anyone without a membership in that company is skipped - you create the membership in their detail, where the personnel number and the assignment are filled in as well. So is anybody whose modules are held by a template: change their set by editing the template, or switch them to custom settings in their detail. The portal shows who the change does not affect as soon as the window opens. After saving, the portal reports for how many people the modules changed, how many already had the set, and who was skipped.

Switching the company in the header clears the selected rows. It is a safeguard: the action never runs in a company other than the one you picked the people in. Select them again after switching.

Access templates

When the same sets of modules keep coming back in a company (dispatcher, HR officer, driver on the web), give them names under Company → Access templates. A template can also carry departments and categories - for example “Dispatcher Čáslav” with the departments of the Čáslav branch. You then use a template in two ways:

• once - the Use a template button only ticks the boxes, the set can still be edited, and a later change to the template no longer changes anybody’s access,
• permanently - on the membership card you set the template as the access source. It then holds the modules and every change to it is written through to that person.

A template only prefills departments and categories, in both cases. On the person’s card they stay free and can be edited, even when the template holds the modules - people on the same template often work in different departments.

The list shows the Name, the Default column, the Assignment (departments / categories), the number of modules, In use by (how many memberships hold the template) and the module list itself, so you can see how the templates differ and whom a change affects. Add creates one; you open an existing template by clicking its name, or select it and choose Open. In the list you can select several rows at once and delete them in one step with Delete; the portal asks before deleting. Deleting takes nothing away from anybody - people keep the modules they had, they just get detached from the template.

A template holds:

• Name - what the company calls the set (Dispatcher, Driver, HR officer). It cannot repeat within one company.
• Default for new users - every newly added card of this company gets this template and holds it as its access source right away. Only one template can be the default; turning it on turns it off for the others. In the list you recognize it by the For new users badge.
• Departments and Categories - the assignment the template fills in when selected. If you leave a field empty, the template does not set it and the person keeps their own.
• Modules - a grid of tick boxes. Only modules the company has enabled are offered; where a module has a management side, there is an extra management tick box underneath it.

Access source is a choice on the company card in a user’s detail, above the departments and categories. If you leave Custom settings, you tick the modules yourself and the Use a template button next to it fills them in once. If you pick a template, the module grid locks and shows what the template holds right now; edit it on the templates page, or go back to custom settings - you keep the modules and can edit them further. If the template sets departments or categories, picking it fills them into the card; you can change them before saving.

If you change the set of a template somebody holds, the portal asks and says how many people the change is written through to, and what they gain and lose.

If you change the departments or categories of a template somebody holds, the portal asks whether to write them through to the bound people as well, and says for how many of them the assignment would change. Yes overwrites their assignment, No saves only the template and leaves people their own. Only what the template sets is written through: a template without categories does not change anybody’s categories.

Use a template is also in the bulk Modules action. Pick a template from the menu and the portal sets all modules by it: everyone selected gets its modules, nobody gets the rest. The bulk action does not change the assignment. The default template is marked · default after its name in both menus, so even on a user’s card you can see which set belongs to new people. If the company has no template, a sentence telling you where templates are created stands in place of the choice.

Using a template filters it by the company licence. If it carries a module the company has turned off in the meantime, the portal does not tick it and says how many modules were left out.

Templates belong to the company selected in the header - another company offers its own. Switching the company clears the selected rows, so pick the template again after switching.

Passwords and signing in

The Password column in Access shows who has already set a portal password and who has not - it is a to-do list, not a statistic. Employees request a password themselves using the link on the sign-in screen; it arrives by e-mail.

A portal user has an M-line password - one for all M-line applications - and changes it using the link the sign-in screen sends them. Send password link works for them too: the portal passes the request on and the central M-line registry sends the link. That link is valid for two days, so it can be sent out to a larger group at once.

An employee who does not have a password yet finds out by themselves: after entering their e-mail, the sign-in screen replaces the password field with an explanation and a button. This applies to new employees too - nothing is switched on or off for them.

When somebody says “the e-mail never arrived”, select them and use Send password link. The portal confirms which address the link went to - read it. The address comes from HR records in EDISON, so it often contains a typo, and that is the most common reason the message does not arrive. If the address is wrong, fix it in EDISON; it cannot be rewritten in the portal.

If the address is correct and the message still does not arrive, use Show link. The portal displays it and you can hand it over another way - read it out over the phone or send it yourself. It is valid for a day and can be used once; any link sent earlier stops working. Hand it only to that person: whoever holds the link sets their password.

A password can be cleared - select the person and use Clear password. The account returns to the “no password” state and they set a new one using the link. This applies to employees who have a password; a portal user changes their password themselves with the link on the sign-in screen, so it cannot be cleared this way. It gives nobody access, it only takes it away.

Three things must be true for people to get into the portal:

• everyone has a sign-in e-mail - without one, nobody can sign in,
• everyone has an e-mail of their own - an e-mail recorded for two personnel numbers lets neither of them in (see below),
• e-mails from the portal are actually going out. You can check it on one person: have a link sent and confirm that it arrived. It is the only way to a password, so if it does not work, nobody finds out until that person calls you.

One e-mail for several personnel numbers

An employee whose sign-in e-mail is also recorded in EDISON for another active employee cannot sign in to the portal or to EDISONKA. The portal uses the e-mail to find the personnel number, and the personnel number decides whose schedule, time off, takings and payslips it shows. With one e-mail on two personnel numbers, the person signing in could see someone else’s data.

This also applies to one person recorded under two personnel numbers. After entering the correct password, they get a message that their e-mail is recorded by the employer for more than one personnel number. Anyone already signed in is signed out.

In the Employees list and in Access, these employees have an orange Shared e-mail label in the Status column. In Access, the Status → Shared e-mail filter lists them; portal invitations are not sent to them. A notice above the Employees list says how many of them the company has. To fix it:

1. Find out which personnel field the portal takes the sign-in e-mail from: Employees → Source settings, field Sign-in e-mail (private or work e-mail). Changing a different field in EDISON has no effect on signing in.
2. In that field in EDISON, keep the e-mail only on the personnel number the person should sign in with. Delete it from the others, or enter their own address.
3. In the Employees list, click Synchronize. Otherwise the fix takes effect with the next automatic update.

The password the employee has set stays valid - after the fix they sign in as before.

Company details

Settings → Company details has two cards:

• Company in the app - Name in the app is the short name people see in the company switcher and in EDISONKA; you can change it here. IdFa is the company code in EDISON, shown for reference only; M-line changes it.
• Official details - registered name, company ID, VAT ID, registered office and data box ID. They are printed in the header of the service inspection protocol. The Load from ARES button fills in the name, VAT ID and office from the company ID; check the details and save them. ARES does not list the data box ID, you will find it in the company data box.

Company settings review

Settings → Review is a single page with everything the company has configured, plus a Print / Save as PDF button that turns it into a document. It helps when you go through the settings with colleagues or with support, need to show how the company runs, or are looking for the reason something does not arrive. The document carries a table of contents on its first page and each part starts on a new page.

There are nine parts:

• Company - the company name and the basic options of its behaviour (visibility to employees, e-mails, notifications, reading data from the business system and writing to it).
• Company details - registered name, company ID, VAT ID, registered office and data box ID.
• Modules and their settings - every enabled module has its own paragraph with its options, their values and an explanation of what each one means.
• Data sources - where the data comes from, how often it is refreshed, when it last arrived and how much of it there is.
• E-mails - the server the company sends from.
• Company structure - counts of branches, cost centres, categories and employees.
• Employee roles - what an employee sees on the phone.
• Access templates - named sets of modules that people’s access is built from: each states whether it applies to new users, which assignment it prefills, how many people hold it and below the row the list of modules it grants.
• Portal users - who has an account, with which role and assignment, and below each row the list of modules that person sees. The Access from column names the template they are bound to; where it says Custom, the administrator picked the modules by hand.

Each part also states where that option is set in the portal (for example “Settings → Modules, by clicking the module name”), so the review tells you where to go next.

Three things worth knowing up front:

• A disabled option under Company is the most common answer to why something does not arrive.
• The e-mail server password is not in the document.
• The document describes the state at the moment it was compiled and is compiled every time the tab opens. Code lists appear as counts only - by name you find them on their own pages.