Admin and Settings

The Admin section in the Motive Dashboard allows authorised fleet users to manage drivers, vehicles, assets, and settings for compliance, safety, maintenance, and other areas of the product.

Overview

Fleet managers use the Admin section to add fleet managers and drivers, manage roles, assign vehicles, and adjust settings to fit their company’s needs. The Admin section allows for centralized management of company, user, and product settings. You can assign permissions to control access to specific areas and functionality. It also enables you to tailor features like safety, compliance, and maintenance to your internal policies.

Accessing the Admin section

Accessing the Admin section on the Motive Dashboard requires fleet users to have one or more administrative permissions tied to their role.

To open the Admin section:

1. In the Motive Fleet Dashboard, click the Admin icon on the bottom left-hand side menu. 

Managing fleet users

Fleet users are individuals in an organization—such as fleet managers and administrators—who use the platform to manage and monitor their vehicles, drivers, and overall fleet operations based on their assigned roles and permissions.

Add a new fleet user

1. Login to the Motive Fleet Dashboard and click Admin. 
2. Go to Organization > Fleet Users  > Users > + Add User.
   
3. Enter the required info.
4. Click Add to complete the setup.
   

Edit an existing fleet user profile

1. Login to the Motive Fleet Dashboard and click Admin. 
2. Go to Organization > Fleet Users  > Users. 
3. Select the desired user and click three dots > Edit account. 

4. Make the desired changes and click Save.

Deactivate a fleet user

1. Login to the Motive Fleet Dashboard and click Admin. 
2. Go to Organization > Fleet Users  > Users.
3. Select the desired user and click the three dots > Deactivate.
    

Deactivated users cannot log in, but their historical data remains available for reporting.

Modify fleet user's assigned roles and groups

1. Login to the Motive Fleet Dashboard and click Admin. 
2. Go to Organization > Fleet Users  > Users.
3. Select the desired users and click Edit roles and groups. 

4. Select an appropriate role depending on the actions you need this individual to be able to take.
5. Select appropriate groups depending on the data that this individual needs to be able to see.
6. Click Save. 

Company information

Admins can manage a company’s core information in the Admin section of the Motive Fleet Dashboard.

1. Log in to the Fleet Dashboard, and click the Admin icon.
   
2. Go to Company and click Edit.
   
3. Update your Company name, Address, or other details as needed.
4. Click Save to confirm changes.

Product settings

The Admin section allows fleet managers to configure each Motive product to match their operational needs.

• Fleet View: Set map preferences and tracking visibility.
• Safety: Adjust Safety Score behaviour weights and thresholds.
• Compliance: Configure HOS rules, DOT numbers, and duty statuses.
• Fuel: Track fuel usage, detect inefficiencies, and set auto-decline rules.
• Motive Cards: Create Spend Profiles and set usage controls.
• Maintenance: Build inspection forms, set service schedules, and enable reminders.
• Messaging: Choose alert types and notification recipients.
• Workforce Management: Enable features like Qualification Docs, Timecards, and Walkthroughs.

Platform settings

Security and Data

Configure data retention policies for different data types, like HOS logs and dashcam footage. Manage advanced security settings, including user authentication methods and privacy controls.
 

Fleet Admins can edit their platform settings by reaching out to Motive Support.

Data Retention Management

Fleet Admins can edit their data retention settings by reaching out to Motive Support. 

• How to Access: Log in to the Fleet Dashboard and go to Admin > Platform > Security and Data.
• Customisable Categories: You can set specific retention periods for:
  • Safety: Dashcam videos (critical events and recall) and associated metadata, speeding events and history, safety scores, and coaching history
  • Location: Driver/Vehicle/Asset location history, Vehicle trip history, Dispatch history, Idling events
  • Messaging: Message history and conversation history
    • Messages within a conversation are deleted on a rolling basis as they reach the data retention period. Entire conversations are deleted when the most recent message exceeds the data retention period.
  • Maintenance: DVIRs

Available Retention Periods:

The following table outlines the available retention windows for each category:

 

Note: Once data is deleted based on your chosen policy, it is no longer accessible in the Fleet Dashboard. If you cannot see these settings, contact Motive Support to enable Self-service Data Retention for your account.

Manage Data Retention Policies on Fleet Dashboard

Only Fleet Admins can manage data retention policies once enabled by Motive Support. If not enabled, Fleet Admins can only view existing policies.

1. Log in to the Motive Fleet Dashboard and click the Admin icon on the left-hand side menu.
2. Select Security and Data from the left-hand menu.
3. Scroll down to the Data Retention section and click Edit.
4. Use the dropdown menus for Safety, Compliance, Location, Messaging, and Maintenance to select your preferred retention duration.
5. Click Save.

Notes: Once a retention policy is saved and data is deleted, it is permanently removed and cannot be recovered. If you do not see specific data categories, contact Motive Support to enable the "Self-serve Data Retention" feature for your fleet.

Alerts

Create alerts against a wide variety of triggers based on unsafe behaviour, telematics and other actions.

Driver App

Manage Driver Hub templates, Driver Walkthroughs, and general preferences for the Motive Driver app experience.

Allowing drivers to connect to vehicles only within their Group(s)

1. Log in to the Motive Fleet Dashboard and go to Admin > Platform > Driver App > Settings. > General > Edit.
2. Enable Allow drivers to connect to vehicles only within their group(s) option by marking the checkbox. 
3. Click Save. 

Audit Log

Access a complete trail of all admin changes performed by fleet users on a Motive account for auditing reasons.

Account settings

Fleet admins can access and update account settings such as account name, email, password, language, time zone, and speed unit system from the Fleet Dashboard.

Editing general account settings 

1. Log in to the Motive Fleet dashboard and click the Profile icon > Account Settings.
   
2. Go to Account & Security > Edit.

3. Edit your account name, phone number, and email address.
4. Once done, click Save.

Changing account password 

1. Log in to the Motive Fleet dashboard and click the Profile icon > Account Settings.

2. Click Change Password. 

3. Enter your old account password and enter your new password. 
4. Click Save.

Changing Preferences

Changing account language 

1. Log in to the Motive Fleet dashboard and click the profile icon.
2. Click Account Settings.
   
3. From the Preferences section, click Edit.

4. To change the language, click the dropdown for Language and select an option.
5. Once done, click Save.

Changing account time zone 

1. Click the dropdown for Time Zone and select an option.
2. Once done, click Save.

Changing the unit system preference for your account 

1. Click the dropdown for Unit System and select an option.
2. Once done, click Save.
   

Note: Existing fleets can now update their units to British Imperial Units while new fleets onboarded in UK unit system will be British Imperial Units by default. The selected unit system is applied consistently across Motive Fleet web, Fleet App, Driver App defaults, reports, and alerts, reducing mismatches between surfaces.

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