Standard available roles
- ADMINISTRATOR: Access to system setup, employee creations, licenses and management of tracking devices.
-
FLEET ADMINISTRATOR: As a fleet admin, you have the opportunity to create vehicles, see the cars on the live map and edit the setup of your fleet management account as well as all settings for the handling center, co2 points, fleet rules regarding schedules, speeds, routes and zones. You can have multiple fleet managers on one account.
-
FLEET AGENT: As a fleet agent you are a user of fleet cars. The fleet agent can see the dashboard, live map, create a damage report, order vehicles, bookings, addresses, driving overview, rule violations, pool cars, tasks and green dashboard. The fleet agent cannot edit some settings or details.
-
CONTROLLER: Final receipt and run approver. The role approves what the Approve role has already approved. For larger organizations it can be good to have team leaders to approve the individual teams and then have department heads to be controllers. Controller can also be a finance assistant/responsible who handles payroll and accounts in the company.
-
APPROVER: Approves driving and/or receipts. Typically team leader, middle manager or whoever is directly responsible as a small group of employees.
- USER-DEFINED ROLES: In Mileage Book it is also possible to assign specific roles to employees that give them access to view or edit limited parts of the system. For an introduction to "Roller" you can follow this guide. A custom role will not override a default role.
Comparison of Access and Permissions
| Feature / Role | Admin (Account manager) |
Fleet Admin (Car mananger) |
Fleet Agent (User) |
Approver (Team manager) |
Controller (Accountant) |
|---|---|---|---|---|---|
| Access to system settings | ✅ |
❌ |
❌ |
❌ |
❌ |
| Create/edit employees | ✅ |
❌ |
❌ |
❌ |
❌ |
| Manage licenses | ✅ |
❌ |
❌ |
❌ |
❌ |
| Manage tracking devices | ✅ |
❌ |
❌ |
❌ |
❌ |
| Create/edit vehicles | ❌ |
✅ |
❌ |
❌ |
❌ |
| View live map | ❌ |
✅ |
✅ |
❌ |
❌ |
| Edit fleet configuration and rules | ✅ |
✅ |
❌ |
❌ |
❌ |
| CO₂ points and sustainability reporting | ✅ |
✅ |
❌ |
❌ |
❌ |
| Dashboard and overview | ✅ |
✅ |
✅ |
❌ |
❌ |
| Vehicle booking and pool cars | ✅ |
✅ |
✅ |
❌ |
❌ |
| Damage reporting | ❌ |
❌ |
✅ |
❌ |
❌ |
| Approve trips | ❌ |
❌ |
❌ |
✅ |
✅ |
| Approve receipts | ❌ |
❌ |
❌ |
✅ |
✅ |
| Final approval (second level) | ✅ |
❌ |
❌ |
❌ |
✅ |
*List of caabilities is not final.
How to edit employee roles
If you need to add or remove user-rights for an already created employee, you start by finding the employee from the employee page "System setup > Employees". You can search for the employee's name, e-mail or employee number at the top of the page. You then click the pencil icon to the right of the employee to be able to edit the employee. At the bottom of the page you can view and edit the employee's rights. Remember to click save when you have finished editing the employee.
Fleet Agents
A fleet agent is an employee who has access to view and manage information within a fleet.
To set up a fleet agent, follow these steps:
Administrator assigns the Fleet Agent permission to the employee's account.
Fleet Administrator navigates to System Settings > Fleet Management > Fleet Agents and registers the employee as a fleet agent. Here, the administrator also selects which vehicles and/or fleet groups the employee should have access to.
It is also possible for the administrator to restrict the fleet agent’s access to specific departments via the employee’s details.