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J. J. Keller Support Center

Adding Encompass Users

Note: Only Encompass Administrators are able to add additional users/administrators to Encompass.

These steps will walk through adding an Encompass® user (not an Encompass® ELD user) to the system.


Add the user

Go to Setup in the menu in the upper right-hand corner.



Click on Users in the Maintain Users box.



Click "Add New User"



Enter Info -- i.e.First Name, Last Name, User Name (which must be an email address), and password information (Password must be at least 6 characters long).


Note: With the ELD Mandate, entering fake users, aliases, nicknames, or the like is not allowed. The use of "User Name3" (in this guide) is simply a placeholder for a real name. The entry you make should look more like this:


Click Save & Edit Security Roles

View Success Message (if you've clicked Save)


If Save is clicked, the user will be created, however they will not have permissions to view anything in Encompass and will receive a message upon login that they do not have necessary user rights. 



Edit The Roles/Permissions

Clicking Save & Edit Security Roles will take the administrator to the Edit Roles screen.  To navigate to this page from elsewhere, go to the drop-down menu in the upper right and click Setup.



Click on Users in the Maintain Users box.



Click on Edit Role next to the user.



Select the roles by using the checkboxes to the left.  If this is a new Administrator being added, simply click Select All towards the right above the checklist. Once the appropriate roles have been selected, click Save.



Success Message will be shown.




About the Admin Roles

There are some roles we recommend you NOT give users unless you really intend for them to be doing "administrative" tasks:

  • Administrator
  • Company Setup
  • Default
  • Purge (Anything) -- i.e., Employees (Purge), Log Files (Purge), etc.
  • Encompass® ELD Admin - Grant if you expect the user to help with unassigned log events, assigning ELDs to vehicles, managing the Encompass® ELD Device listing, the ELD Device listing, and Encompass® ELD default settings.
  • User Maintenance


Why limit these roles?  The above roles play crucial roles in the way your system is setup and behaves.  We've found too many administrators spoil the data (so to speak).  We recommend you keep your administrator numbers down to minimum and coordinate as a team.  


Regarding Purging...

A purge in our system is a true DELETE of data.  Even though some links may read "del" and NOT purge records, a link that reads "purge" in it means a true delete. There's no getting your data back (no roll back, no undo) if you purge data.  There are several steps to purging data so it won't be a surprise purge.  But we've had many customers call in the past realizing they've made an error hoping to get their data restored.  Can we do that for you?  Maybe.  It will depend on how soon you realize the mistake, what area (or areas) were purged, how many records are involved, and how MUCH money it might cost to restore.  Some customers decide it's better to manually re-enter.  So we recommend you keep the Administrator, User maintenance, and any Purge roles to a minimum.  


A PURGE is a permanent deletion.  There's no roll-back, undo, or "restore from purge."  If you purge data and/or attachments, the records are gone!  Be very careful with purge.

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