Setting Up Spidertracks for Your Organisation

This guide is for Spidertracks 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.

1. 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 Spidertracks 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 Spidertracks services (web and mobile).

2. Create a New Organisation

Once logged in on the Spidertracks web app, create your organisation (this represents your company, team, or fleet in the system). Here’s how:

• Click on the Admin menu (gear icon or organisation name menu).

• Select “Create New Organisation”.

• Enter your organisation details (name, address, etc.) when prompted, and proceed through the setup wizard. You’ll be asked to provide a billing contact email (for invoices) – note this can be different from your login email.

• Follow the on-screen steps to enter payment details (select currency and payment method). You can choose credit card or request alternate payment methods (e.g. invoice).

• Complete the process by clicking Create. 

Congratulations – you now have a new Spidertracks organisation! You are the account Owner by default. 

Tips:

• The account Owner (creator) has full permissions to manage settings, billing, aircraft, and users. You can later designate additional Admins if needed.
• If you ever need to transfer ownership, contact Spidertracks support for assistance.
• If you need more detailed assistance, refer to the Detailed Guide and Tutorial section at the bottom of this page.

3. Add Aircraft and Register Your Spiders

With your org created, it’s time to add your aircraft and tracking devices (called “Spiders”) to the system so that you can start tracking flights.

• In the web app, go to Admin > [Your Organisation Name] > Aircraft & Spiders. Here you’ll see an empty list of aircraft initially.

• Click the Add button to register a new aircraft. Fill in the aircraft details: at minimum, enter an aircraft name or tail number, and select the aircraft type (fixed-wing, rotary wing or other). You can also choose an icon and icon color for how it will appear when displayed.

• After entering aircraft info, click Next, and you’ll be prompted to add a Spider device to that aircraft. In the Spider Serial Number field, enter the serial number of the Spider device installed in that aircraft. (The serial is printed on the Spider device label.) Then click Add to attach it.

• Accept the Terms and Conditions to activate the Spider, then click Save. The aircraft and Spider will now appear in your Aircraft list.
• Choose the reporting settings for the Spider. You can set how frequently it reports (e.g. 1-minute or 2-minute intervals, etc.) and other tracking parameters. HD Tracking is selected by default, and is optimal for most users.
• Repeat this process for each aircraft in your fleet that you want to track.

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 Spidertracks once it is showing a green status light.

If you don’t see tracks, check aircraft Visibility settings on the Users & Groups management page. 

For a more detailed walkthrough guide, see How Do I Add Aircraft & Register My Spider? in the Fleet Setup section.

4. Invite Team Members (Add Users)

If you have other people who need access to your Spidertracks 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.

• In the web app, go to Admin > [Your Organisation] > Users & Groups. Here you’ll manage all user accounts for your team.

• Click Invite to add a new user. In the dialog, enter the email address of the person you want to invite. You may add a custom message as well, which will be included in the invite email.

• Choose the role for the new user: you can invite them as an Admin (full access similar to you) or as a regular Member (limited to viewing assigned aircraft). For example, fellow managers might be Admins, whereas pilots or external flight followers might be Members. (You can change roles later in the Members list.)

• Send the invite. The user will appear in a pending “Invited” list until they accept. The system will email them an invitation link valid for 7 days. If they don’t accept in time, you can resend the invite from the Users page.

• Visibility Settings: After your invitees sign up and join, be sure to configure which aircraft each user can see. Members and Admins will need to be granted visibility to each aircraft or given “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 org. If someone mistakenly just creates a new account on the website without using the invite, their account won’t be linked to your Organisation. In that case, have them check their email for the invite and follow the invite link. Same applies for any existing Spidertracks user that you invite - they’ll still need to click your invite to join, but they won’t have to re-register.

For a more detailed walk through guide, see How To Add Users & Manage Their Visibility Settings

5. Set Up Additional Features (Optional)

Your Spidertracks 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 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.

If further assistance is required, please reach out to our support team. 

6. Learn the Interface & Start Using

With everything set up, you are ready to use Spidertracks day-to-day. Regular members of your org 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:

	Navigation Helper	Click the Spidertracks icon/logo to expand/collapse the Navigation menu.  This is helpful when learning the various feature names and icons.
	Flying	This is the landing page when you log in. 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.  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.

7. 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 Spidertrack 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.

8. Help Get Your Team Started

Direct any new team members you've invited to the Getting Started as a Team Member in Spidertracks 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 Spidertracks support at [e-mail] – we’re here to help. Happy flying!

Create a New Organisation: Details + Tutorial

Refer to the following step-by-step details on how to create an Organisation if you got stuck using the more brief instructions in Section 2.

Detailed Guide

1. Click Admin and select New

If you are already a member of another organisation and wish to create your own organisation;

A. Select Admin (as above) 

B. Select Create New Organisation from the Organisation selector

3. Add in Organisation Details.

4. Click Continue

5. Fill out the Billing Address details.

6.  If the Shipping Address is the same as the Billing Address, please leave the box ticked.

7. Click Continue.

The account email you enter does not have to be the same as the email you log on with. This email is for where you would like the monthly invoices to be sent to.

9. Fill out the Payment Method details, selecting the currency you wish to pay in.

10. Choose whether you would like to pay by credit card or another method.

11. Click Create.

If you would like to pay by check or bank transfer, please click 'Request Credit Approval' this will generate an email to send to our accounts team who will be in contact.

Video Tutorials

How to Create an Account:

Creating an Organisation:

How to Add Aircraft & Spiders:

For further help or assistance, please email us at [e-mail]