Setting Up Fleet Manager (Formerly Spidertracks) for Your Organisation

This guide is for Fleet Manager account owners and administrators.

We’ll cover all the essential steps from initial sign-up to getting your aircraft online and visible on the map.

Select to Skip to Section:

Create and Verify Your Account

Create a New Organisation

Add Aircraft and Register Your Spiders

Invite Team Members (Add Users)

Set Up Additional Features (Optional)

Learn the Interface & Start Using

Set Up the Mobile App (Optional)

Learn the Interface & Start Using

Set Up the Mobile App (Optional)

Create and Verify Your Account

If you already completed registration via an invite or earlier, you’re all set – skip to the next step.

If you haven’t done so, begin by creating your Fleet Manager account. Sign up via the registration page and then log in. 

You’ll use this single account to manage your organisation and log into all Fleet Manager services (web and mobile).

Create a New Organisation

After logging in to the Fleet Manager web app, create your organisation (this represents your company, team, or fleet).

Steps:

1. Open the Admin menu (gear icon or organisation name).

2. Select Create New Organisation.

3. Enter your organisation details and follow the setup steps.

   • Provide a billing contact email (this can be different from your login email).

4. Choose your payment details (currency and payment method).

   • You can pay by credit card or request another payment option, such as invoice.

5. Click Create to finish.

That’s it! Your Fleet Manager organisation is now set up, and you are the Account Owner by default.

Good to know:

• The Account Owner has full access to settings, billing, aircraft, and users.

• You can add Admin users later.

• To transfer ownership, contact Fleet Manager Support.

• For more help, see the Detailed Guide and Tutorial section below.

Add Aircraft and Register Your Spiders

With your organisation created, it’s time to add your aircraft and Spiders to the system so that you can start tracking flights.

Follow the Instructions here to: How Do I Add Aircraft & Register My Spider

• Click Add to register a new aircraft. 

• Enter the required details (aircraft name or tail number and aircraft type), and optionally choose an icon and color. Click Next, enter the Spider device serial number, and click Add to attach it. 

• Accept the Terms and Conditions, then click Save, the aircraft and Spider will appear in your Aircraft list.

• Finally, configure the Spider’s reporting settings (reporting interval and tracking options); HD Tracking is selected by default and works best for most users.

Now your aircraft are in the system. If a Spider is powered and has a clear view of the sky (for satellite signal), its flight track will start appearing on the Flying page map in Fleet Manager once it is showing a green status light.

Invite Team Members (Add Users)

If you have other people who need access to your Fleet Manager information (e.g., pilots, dispatchers, managers), you can invite them as users in your organisation. By inviting users, you can share live tracking and history of specific aircraft with them.

Follow the Instructions here to:  see How To Add Users & Manage Their Visibility Settings

• Go to Admin > [Your Organisation] > Users & Groups to manage users. 

• Click Invite, enter the user’s email (and an optional message), then choose a role: Admin (full access) or Member (limited access). 

• Send the invite, the user will appear as Invited until they accept via the emailed link (valid for 7 days; you can resend if needed). 

• After they join, set Visibility Settings to control which aircraft they can see or grant All Aircraft access.

When setting up a larger team, the User Groups feature is recommend for efficiently managing visibility. 

Invitation Tip: 

Invited users must use the emailed link to join your organisation. If someone mistakenly just creates a new account on the website without using the invite, their account won’t be linked. In that case, have them check their email for the invite and follow the invite link. Same applies for any existing Fleet Manager user that you invite - they’ll still need to click your invite to join, but they won’t have to re-register.

Set Up Additional Features (Optional)

Your Fleet Manager account is now operational, but there are many more features available to you that you may want to take advantage of depending on your needs.

For a complete overview of features available, see Fleet Manager (Formerly Spidertracks) Core Features. For details on any specific features listed, browse or search the Knowledge Base. Most features are available for Owners/Admins to manage independently. Features that are in Beta will require customer support to enable.

Learn the Interface & Start Using

With everything set up, you are ready to use Fleet Manager day-to-day. Regular members of your organisation won’t see the admin menu or Insights pages, so you’ll be the point person for any configuration changes.

Use the email and password you chose to sign in. The table below is a quick orientation of the features/pages available in the primary navigation menu of the web application and their purpose:

This is the Flying Page:

The Flying page provides an overview of the status, location and movement of the aircraft visible to your account. 

This page is primarily focused on real-time situational awareness and active Flight Following of live flights. 

The left hand menu will allow you to navigate to your settings.

	Navigation Helper	Click the Fleet Manager icon/logo to expand/collapse the Navigation menu.  This is helpful when learning the various feature names and icons.
	Flying	This is where your live flights will take place. Note: You will not see any Aircraft/Tracks until 'Visibility' has been setup and the Aircraft has flown since then.
	History	The 'History' page is where you review fleet summaries, and link through to detailed flight reports. Click on any flight in the list to open detailed view of the timeline, track and flight data.  NOTE: You will not see any Tracks until 'Visibility' has been setup and the Aircraft has flown since then.
	Spidertxt	Spidertxt is a messaging feature for two-way communication between team members and aircraft (via internet and/or Spider device).  Note: It will not be present if your admin has deactivated the Spidertxt module.
	Insights	(Owner/Admin only) This section is visible only if the Insights Add-On Module is enabled (trial or subscription).  The Insights page provides a flight safety and operations insights summary dashboard for fleets equipped with Spider X devices.
	Admin	(Owner/Admin only) This is where you create a new Organisation, or manage your existing Organisation’s setup (details, preferences, modules, users, fleet, notifications, sharing etc.).
	Account	Manage your profile, display preferences and import custom map layers.
	Resources	Find Onboarding Modules, Product Updates and general help in our Knowledge Base, all linked from our Resource Center widget.

Set Up the Mobile App (Optional)

You can track, communicate and more whilst 'on the go' using the Spidertracks mobile app. The app is necessary for using Spidertxt and other Spider features when in the aircraft, and is free for all Fleet Manager members.

After you have logged into the web platform at least once (which creates your profile), you can use the Spidertracks mobile app with the same credentials. 

Download the app from the Apple App Store (iOS) or Google Play Store (Android). 

Alternatively, if you are on a PC and want to install the app on your phone or tablet, you can scan the relevant QR code below:

Once installed, open the app and log in. 

For a detailed overview of the mobile app’s features and navigation, see How to Get Started on Mobile Devices.

Help Get Your Team Started

Direct any new team members you've invited to the Getting Started as a Team Member in Fleet Manager guide to help them get up and running quickly.

If you need more help or have questions during setup, check out our other Knowledge Base articles or contact Fleet Manger support at [e-mail] – we’re here to help. 

Happy flying!