Category: Regular work with Fidoo

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Managing and changing teams

Adding members to the team

  1. Settings – Teams – select the team you want to edit.
  2. Click on Settings icon and select Add Team Members.
  3. Check the users you want to add and select Add Selected.

Adding users to your team

Change manager or team name

  1. Settings – Teams – select the team you want to edit.
  2. Click on Settings icon and select Edit.
  3. Edit the name or select another manager from the list of users and Save Changes.

Change team settings

Deleting a team

  1. Settings – Teams – select the team you want to delete.
  2. Click on Settings icon and select Delete Team.
  3. Confirm with the Delete team button.
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Management and changes to assignments

Changes to meal allowance rates

The meal plan cannot be changed, only a new one can be created with the earliest date of validity from the day after its creation. This setting is valid until it is replaced by a new setting.

  1. Section Settings – Credits- Meals – Create new (top right).
  2. Write the name and select the validity, add the new domestic meal allowance rates.
    You can adjust the foreign meal allowance:
    a. Bulk – enter the percentage of the meal allowance and select Recalculate.
    b. Individually – in the search box, type the country for which you want to adjust the meal allowance. Also change the rate for the selected country.
    Meal allowance rates
  3. Save.

Changes to pocket money rates

  1. Section Settings – Honours – Pocket Money.
  2. Choose to calculate your pocket money before or after the reduction of foreign diets.
  3. Enter the percentage of your pocket money and select Recalculate.
  4. Save.
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Vehicle management

Vehicle activation/deactivation

  1. Section Settings – Vehicles – click on the vehicle you want to activate/deactivate.
    The vehicle is active:
  2. Click on  and select Deactivate vehicle.
    The vehicle is deactivated:
  3. Click on and select Activate vehicle.

Vehicle modification

  1. Settings – Vehicles – click on the vehicle you want to edit.
  2. Click on the green Edit sign (right side of the screen).
  3. Edit the required data and Save.

Deleting a vehicle

  1. Section Settings – Vehicles.
  2. Click on the vehicle you want to delete and via select Delete vehicle.
  3. Confirm with the button Delete.

Export of vehicles

  1. Section Settings – Vehicles .
  2. Set the filter and click on
  3. ChooseFormat and click on Export.
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Project management and changes

Modification of the project

  1. Section Settings – Projects – select the project you want to edit.
  2. Click on
    Settings icon
     and select Edit Project.
    Modification of the project
  3. Edit the necessary data and Save the project.

Project activation/deactivation

  1. Section Settings – Projects – select the project you want to edit.
  2. Click on
    Settings icon
     and type Activate/deactivate project.

Deleting a project

  1. Settings – Projects – click on the project you want to delete.
  2. Click on
    Settings icon
     and select Delete Project.
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Managing changes in approval

Adjustment of approval at company level

  1. Section Settings – Company – Approval.
  2. Select the approval method, levels, and select an approver from the list of application users.
    Change of approval on the company
  3. Confirm with the Save settings button.
    If you want to set up consistent approvals for all users, teams, and projects at the company level, proceed as follows:
  4. Click Override all individual settings.
  5. Confirm with the Override all settings button.

Modifying team-level approvals

  1. Settings – Teams – select the team you want to edit.
  2. Approval tab.

  1. Edit levels and approvers and Save settings.
    If a team member has individual user-level approvals set up, you need to override all of these settings to team-level approvals. After saving the settings, continue:
  2. Click the Override all individual settings box and confirm with the Override settings button.

Modification of project level approval

  1. Section Settings – Projects – select the project you want to edit.
  2. Approvers tab.

  1. Edit levels and approvers and Save settings.

Approval Management FAQs

Setting approvers at the company level is used if you do not have an approver set on the project and/or if you have set “approvals are governed by company level settings” on the project.

Follow the instructions below to set up individual user approval.

  1. In Settings → People , click on the user for whom you want to set up approval.
  2. After selecting a user, the user detail with the Approvals tab appears on the right side of the screen.
  3. In this tab, you select the Individual Settings option and override it according to your requirements.
  4. Since the settings of the cards are based on the settings on the users, this change is immediately written into the personal card settings of the users.
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Travel insurance

Ordering travel insurance

  1. Section Settings – People – select the user for whom you want to arrange travel insurance.
  2. Click on Ikona nastavení and select Order Insurance.

  1. Select the type of insurance by clicking the Order Standard Insurance or Order Plus Insurance button.
  2. Confirm with the Order insurance button.

Cancellation of travel insurance

  1. Settings – People – select the user you want to cancel travel insurance for.
  2. Click on Ikona nastavení and select Terminate Insurance.
  3. Confirm with the Cancel Insurance button.

Download travel insurance documents

  1. Settings – People – Products tab.
  2. Click here to download the necessary documents.
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Travel guide

Filling in the logbook

When filling in the logbook, the application saves continuously, so there is no need to click the Save button, which is not found in this section.

  1. Section Corporate finance – Logbook – click on the vehicle whose logbook you want to fill in.
  2. Before you start filling in individual journeys for the first time, fill in the initial odometer reading at the beginning of the month. By filling in the runs one by one, you will be able to calculate the ending balance. If you also fill in the final status, the app will show you the number of kilometres you need to enter for the month.

  3. On the desired day, select the type of journey and fill in the mandatory fields for the journey: from where, to where, length in km, starting and ending odometer reading, journey time, break and purpose (in the case of a private journey, the last 2 fields do not need to be filled in).
  4. After filling in all the days in the month when the car was used, select Confirm and then Confirm again.

Entering a reverse journey

  1. Section Corporate finance – Logbook – click on the vehicle whose logbook you will be filling in.
  2. Click on a ride to view its details – select Ride back.
  3. All mandatory fields are automatically filled in, the departure time is delayed by 1 hour after the arrival time.

Repeating the ride

  1. Section Corporate finance – Logbook – click on the vehicle whose logbook you will be filling in.
  2. Click on a ride to view its details – select Repeat Ride.
  3. In the calendar that appears, select the days when the trip was repeated and enter Repeat.

Deleting a ride

  1. Section Corporate finance – Logbook – click on the vehicle whose logbook you will be filling in.
  2. Click on a ride to view its details – select Delete.

Confirmation of the logbook

  1. Section Corporate finance – Logbook – click on the vehicle whose logbook you want to confirm.
  2. Check and edit the information you entered, if necessary, and select Confirm and Confirm again.

Rejection of the logbook

  1. Corporate Finance – Logbook – click on the vehicle assigned to the user whose logbook you want to check.
  2. If the data does not correspond to reality and you wish to make an adjustment on the driver’s side, select Reject (top right), specify the reason and click Reject.

Sending a reminder to fill in the logbook (only available for assigned vehicles)

  1. Section Corporate finance – Logbook – select a vehicle whose logbook is not confirmed.
  2. Click Remind and Send.

Frequently asked questions about the Journey Book

In the BETA version, it is possible to validate the logbook without all the necessary data required by law. Only distance or speedometer information is required. When confirming the logbook, a message will be displayed stating that the logbook cannot be confirmed for some reason or that some journeys are not complete according to government regulations. You can verify this information by clicking on the bulb that appears next to the route of an incomplete journey, but even if you don’t correct the errors, you can still validate the logbook.

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Edit users

Edit user identification

  1. Settings – People – click on the user you want to edit.
  2. Click on :trojrypák: and select Edit Identification.
  3. Edit the necessary fields and Save settings.

Edit user profile (phone, position, employee number)

  1. Settings – People – click on the user you want to edit.
  2. Click on :trojrypák: and select Edit Profile.
  3. Edit the necessary fields and Save settings.

In the user profile, you can also assign a default cost centre or project to a specific user, which will then be pre-populated on that user’s expenses and travel orders. The user will also be able to change this pre-filled cost centre or project as required when entering the expense or voucher.

Change user rights and roles

  1. Settings – People – click on the user you want to edit.
  2. Click on :trojrypák: and select Edit rights.
  3. Check/uncheck the rights you want to assign or remove and Save.

Modification of the key role of accountant/treasurer/fleet manager

  1. Settings – People – click on the user you want to edit.
  2. Click on :trojrypák: and select Edit Key Roles.
  3. Add/remove the user from the role and confirm with the Yes, I confirm button.

Ordering travel insurance

  1. Settings – People – click on the user you want to insure.
  2. Click on :trojrypák: and select Order Insurance.
  3. Select one of the options and click on Order Standard or Plus Insurance.
  4. Confirm with the Order insurance button.

Cancellation of travel insurance

  1. Settings – People – click on the user you want to cancel insurance for.
  2. Click on :trojrypák: and select Terminate Insurance.
  3. Confirm with the Cancel Insurance button.

Pocket allowance settings

  1. Settings – People – select the person you want to set the pocket money for.
  2. Click on :trojrypák: and select Pocket Money Settings.
  3. Check/uncheck the box to enable/disable the foreign business travel allowance and Save.

Notification settings

  1. Section Settings – People – Select the user you want to set notifications for.
  2. Select a tab Notifications and tick Individual settings.
  3. By sliding the button /to turn on/off messages or notifications, and Save.

Deleting a user

  1. Settings – People – select the user you want to delete.
  2. Click on :trojrypák: and select Delete user.
  3. Confirm with the Delete user button.

Expense Management

FX and foreign payments

Coming soon

Direct Fidoo

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