Available to subscription: Fleet Management
User role: Administrator and Fleetmanager
Standard roles
The permissions decide what each employee can see and do in Mileage Book. Permissions are given on the employee under System setup > Employees. See also Fleet - Users in fleet management.
Administrator
Access to system setup, creating employees, licenses and managing tracking devices.
Fleetmanager
Can create vehicles, see the cars on the live map and edit the fleet management setup, for example Action center, CO₂ points, time schedules, speeds, routes and zones. An account can have several Fleetmanagers, and a Fleetmanager can be restricted to specific departments. With keyless access, a Fleetmanager can unlock all cars in their departments.
Fleet agent
User of the fleet's cars. The fleet agent can see the dashboard and live map, create damage reports, vehicle orders and bookings, and see addresses, driving, fleet violations, pool cars, tasks and green dashboard. The fleet agent cannot edit settings. A fleet agent can be restricted to specific departments.
User defined roles
You can also give employees custom roles that give access to view or edit selected parts of the system. A user defined role does not overwrite a standard role. See Fleet - User defined roles.
Approval of trips and receipts is not part of fleet management. See Assign approver to an employee and Approval Settings.
Comparison of roles
| Function | Admin | Fleetmanager | Fleet agent |
|---|---|---|---|
| Access to system setup | Yes | – | – |
| Create and edit employees | Yes | – | – |
| Manage licenses | Yes | – | – |
| Manage tracking devices | Yes | – | – |
| Create and edit vehicles | – | Yes | – |
| See live map | – | Yes | Yes |
| Edit fleet setup and rules | Yes | Yes | – |
| CO₂ points and green reporting | Yes | Yes | – |
| See dashboard and overview | Yes | Yes | Yes |
| Booking and pool cars | Yes | Yes | Yes |
| Damage reporting | Yes | Yes | Yes |
The list of functions is not exhaustive.
Department based access
Access can be restricted to one or more departments, regardless of the employee's role. The role does not change, only the scope of the access:
- Access and visibility apply only to the selected departments.
- Reports, dashboards and overviews only show data from the selected departments.
Give or change permissions
1. Go to System setup > Employees.
2. Find the employee and click the pencil.
3. Select permissions under Permissions, for example Is Fleet Manager or Is fleet agent. The employee must have a user license before you can give permissions.
4. Optionally select departments and a user defined role.
5. Click Save.
Fleet agents
When an employee has the permission Is fleet agent, the person is shown under System setup > Fleet management > Fleet agent. Here you decide what the fleet agent can see:
1. Click the pencil next to the fleet agent.
2. Select whether the fleet agent can see trips with historic data.
3. Select the vehicles and fleet groups the fleet agent can see on the live map.
4. Click Save.