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Managing Users and Drivers

LEARN HOW TO CREATE, EDIT, AND CONFIGURE USER ACCOUNTS IN ONE RACEHUB, INCLUDING ROLE ASSIGNMENT, ADVANCED ACCESS RESTRICTIONS, AND PRACTICAL USER MANAGEMENT SCENARIOS.

Overview

Managing Users and Drivers in ONE RACEHUB allows administrators to create and configure user accounts with specific roles, permissions, and access restrictions. This feature provides granular control over who can access which data, features, and events, ensuring data security and workflow efficiency across your motorsport team.

By properly configuring user accounts, you can restrict freelancers to specific events, limit mechanics to certain cars, prevent unauthorized access to sensitive performance data, and support multi-team organizations with complete data isolation.

Who Can Use This Feature:

  • ADMIN and MANAGEMENT roles can create, edit, and delete users
  • ADMIN role exclusively can assign teams and configure advanced multi-tenancy settings

Key Benefits:

  • Granular Access Control: Restrict users to specific events, cars, and features
  • Flexible User Configuration: Support freelancers, contractors, and multi-team organizations
  • Automated Onboarding: New users receive login credentials automatically via email
  • Data Isolation: Prevent cross-contamination of data between teams or cars
  • Security: Disable users temporarily without deleting historical data associations
 

Accessing User Management

Navigation Path: Configuration > Admin > Users / Drivers

Required Role: ADMIN or MANAGEMENT

License: Included in all ONE RACEHUB versions (some role-specific features may require Pro license)

 

Users / Drivers List View

The Users / Drivers list displays all registered users in a sortable, filterable table.

Displayed Information:

  • Name: Full name of the user (can also describe a group, e.g., "Mechanic Team 1")
  • Acronym: Short identifier (required for Drivers)
  • Email: Contact email address
  • Username: Login username
  • Role: Assigned role (e.g., ADMIN, CAR_ENGINEER, DRIVER)
  • Active: Current status (active users can log in; inactive users are preserved but cannot access the system)

Available Actions:

  • Filter by Role: Multi-select dropdown to display only users with specific roles
  • Filter by Active Status: Toggle between active and inactive users
  • Sort Columns: Click any column header to sort alphabetically
  • Edit User: Click a row to open the Edit User modal
  • Delete User: Remove a user permanently (requires confirmation)
 
 

Adding a New User

To create a new user account:

  1. Click Add new person at the top right of the Users / Drivers list
  2. Fill in the required information in the modal that opens
  3. Save to create the account

Once you save the new user:

  • An email with initial login credentials is automatically sent to the provided email address
  • The user can log in and begin using their assigned permissions
  • You can further customize their access through editing
 

Create / Edit User

The Create/Edit User modal allows administrators to register new users or modify existing user permissions.

Required Fields:

Name:

  • Enter the person's full name
  • Can also describe a group (e.g., "Mechanic Team 1")

Role:

  • Select from the dropdown of 11 available roles (mandatory)
  • Choose "Driver" for actual drivers (enables contestant assignment in run sheets)
  • Other roles include various team positions with different permissions
  • See the Roles and Permissions article for detailed role descriptions

Username:

  • Unique identifier for login
  • Must be at least 3 characters long
  • Can only contain alphanumeric characters plus .-_
  • System validates uniqueness automatically
  • Best Practice: Use format "firstname.lastname"

Email Address:

  • Valid email address where initial password will be sent
  • User will receive login credentials automatically

Tip: If a Driver is only needed for contestant assignment (e.g., in the RunSheet), there is no need to add an actual email address. The email address is only mandatory if ONE RACEHUB access is needed. You can leave the email address empty

 

Role-Specific Fields:

Acronym:

  • Displayed only when "DRIVER" role is selected
  • Short identifier (e.g., "HAM" for Lewis Hamilton)
 

Admin-Only Fields:

Team Assignment:

  • Restricts the user's data access to only the selected team's data (multi-tenancy)
  • Used when multiple teams compete in the same series/event (e.g., you run one Ferrari and one Mercedes)
  • Prevents different teams from seeing each other's data
  • Important: Changing a user's team requires them to log out and log back in for the change to take effect

Default RunSheet Style:

  • Select which RunSheet layout this user will see
  • Some roles can change this later, others cannot
  • Useful for restricting mechanics to specific layouts they cannot modify
 

Validation Rules:

  • Username must be unique across the system
  • Email format must be valid (when provided)
  • Role selection is mandatory
  • Team assignment (when used) must reference an existing team
 

Advanced User Configuration

After creating a user, you can edit their account to configure additional restrictions and security options. These advanced settings provide granular control over what data users can access and modify.

Visible Events

Control which events a user can access.

Use Cases:

  • Restrict freelancers to only see specific events
  • Prevent access to historical setup data from previous seasons
  • Limit contractor access to current event only

Example: Allow access to "DTM Oschersleben" but not previous events in the season.

Important: The User restriction implements a selective whitelist function. Every event that is added after initial user setup must be added manually to the user's visible events list. Only existing events can be whitelisted at the time of user creation

 

Editable and Visible Contestant IDs

Restrict access to specific cars/contestants.

Visible Contestant IDs:

  • Controls which contestants' data the user can see
  • Prevents clutter by hiding irrelevant cars
  • The Contestant is whitelisted, and thus all events where that contestant participates are automatically whitelisted for the user

Editable Contestant IDs:

  • Controls which contestants' data the user can modify
  • Prevents accidental data entry in the wrong car
  • Keeps freelancers restricted to their assigned vehicles

Strategic Applications:

  • Assign a mechanic to only work with Car #23
  • Allow a freelance engineer to view Car #45 data only
  • Prevent cross-contamination of data between cars
 

Whitelist Behavior:

I want to allow a User to see all Events of a specific Series/Season only:

  • Visible Events: Every event that is added after initial user setup has to be added manually to the user (only existing events can be whitelisted)
  • Visible Contestant: Every event the contestant is participating in will be automatically whitelisted for the user (the contestant is whitelisted and thus all events)
 

Additional Security Options

Disable User:

  • Prevents login access without deleting the account
  • Useful for temporary restrictions or when someone leaves the team
  • Preserves historical data associations
  • User appears as "Inactive" in the Users / Drivers list

Hide KPIs:

  • Prevents access to the KPI Dashboard feature
  • Protects sensitive car performance data
  • Useful for external personnel who shouldn't see complete performance data
  • Works in conjunction with role-based KPI access (see Roles and Permissions article for details)
 

Example User Scenarios

Scenario 1: Adding a Mechanic

Configuration:

  • Name: "John Smith"
  • Role: "Mechanic"
  • Email: "john.smith@team.com"
  • Username: "john.smith"
  • RunSheet Style: "Mechanic Layout" (cannot be changed by user)
  • Visible Events: Current season only
  • Editable Contestants: Car #23 only
 

Result: John can view and edit run sheets for Car #23 in the current season, but cannot modify setup sheets or access historical data.

 

Scenario 2: Adding a Freelance Engineer

Configuration:

  • Name: "Jane Doe - Freelancer"
  • Role: "Car Engineer"
  • Email: "jane.doe@email.com"
  • Username: "jane.doe"
  • RunSheet Style: "Full Layout"
  • Visible Events: "DTM Oschersleben" only
  • Hide KPIs: Enabled
  • Visible Contestants: Car #45 only
  • Editable Contestants: Car #45 only
 

Result: Jane can work with Car #45 data for the Oschersleben event only, without access to KPI performance metrics or other events.

 

Scenario 3: Adding a Driver

Configuration:

  • Name: "Lewis Hamilton"
  • Role: "Driver"
  • Acronym: "HAM"
  • Email: "lewis.hamilton@email.com" (or leave empty if no login needed)
  • Username: "lewis.hamilton"
  • RunSheet Style: "Driver Layout"
 

Result: Lewis can access Feedback and Track Walk features, view the Dashboard, and can be assigned to cars in series/event management. If no email is provided, the driver profile exists for assignment purposes only.

 

Scenario 4: Multi-Team Organization

Configuration for Team A Engineer:

  • Name: "Sarah Johnson"
  • Role: "Car Engineer"
  • Team: "Ferrari GT3"
  • Visible Contestants: All Ferrari GT3 cars
 

Configuration for Team B Engineer:

  • Name: "Mike Chen"
  • Role: "Car Engineer"
  • Team: "Mercedes GT3"
  • Visible Contestants: All Mercedes GT3 cars
 

Result: Sarah and Mike work in the same ONE RACEHUB instance but cannot see each other's team data, ensuring complete data separation.

 

Notes & Tips

Caution: Deleting a user is permanent and cannot be undone. Consider marking users as "Inactive" instead to preserve historical data associations and audit trails.

Important: When using the Visible Contestant whitelist approach, remember that every event where that contestant participates will automatically be accessible to the user. This is more flexible than manually whitelisting individual events

Best Practice: When adding freelancers or contractors, always configure Visible Events and Editable Contestant IDs to restrict their access to only the data they need for their specific assignment.

Best Practice: Regularly audit user roles and active status, especially at the start and end of racing seasons when team composition changes.

Tip: For drivers who only need to be assigned to cars in run sheets (and don't need login access), you can create a Driver user without an email address. This creates the driver profile for assignment purposes without sending login credentials.