Roles and Permissions

Roles and permissions are essential access control features in the Motive Dashboard that allow you to limit what each fleet user can see and do on the Motive platform. Proper management of roles and permissions ensures that users only have access to the data and features relevant to their job functions.

Overview

Motive’s roles and permissions system provides a flexible framework for defining user responsibilities and controlling access to different sections of the Motive Dashboard. By picking from a list of default roles or creating a custom role yourself, you can empower your team with the tools they need while adhering to the principle of least privilege.

• Enhance security: Precisely control user access to specific features and data, minimising the risk of unauthorised actions or data exposure.
• Delegate with confidence: Assign specific roles to managers and other personnel, granting them the authority to oversee their designated areas without providing full administrative access.
• Customise to your needs: Create custom roles with granular permissions to match the unique responsibilities of individuals within your organisation.

Basics

A role is a collection of permissions that defines a fleet user's level of access and what they can do in the Motive Dashboard. Permissions are specific rights granted to a role, such as viewing reports, managing vehicle profiles, or users. This system helps define responsibilities and ensures users only have access to the necessary tools for their job.

Default and custom roles

Motive provides several standard roles to support common job functions within a fleet.

• Fleet admin: This is the highest-level role with unrestricted access to the entire Motive platform. A fleet admin can manage all users, vehicles, and assets; configure company-wide settings in the Admin dashboard and view all available reports. 
• Manager: This role has more limited access by default. Fleet managers can view the Motive Dashboard and reports to monitor daily operations, but cannot access the Admin panel to change company-wide settings. A fleet admin can customise a fleet manager’s permissions or assign them to specific groups to limit their visibility.
• Installer: This is a highly restricted role designed for technicians responsible for hardware installation. Users with this role can only access the parts of the dashboard necessary to create vehicle and asset profiles and assign devices to them.

Customising roles

Custom roles can be tailored to provide limited access to only specific parts of the product, such as Safety, Compliance, or Maintenance, depending on the role requirements. Fleet admins can create custom roles and tie them to any permissions from Motive's available list. 

To create a custom role:

1. Log in to the Motive Dashboard and click the Admin icon.

   

2. Go to  Fleet Users > Organisation > Roles & Permissions > + Create Role.

   

3. Enter a unique name for the role and an optional description.
4. Go through the list of available permissions and check the box for each one you want to grant. You can expand each category to see more granular options.

5. Click Create to save the new custom role. 

   

 While the full list of permissions is available in the dashboard, they are organised by feature. You can control access to areas such as:

• Admin: Manage company settings, users, vehicles, assets, and groups.
• Safety: View the Safety Hub, review and coach safety events, and manage safety settings.
• Maintenance: View maintenance schedules, manage inspection reports, and add service notes.
• Workforce management: View and edit timecards and manage driver qualification documents.

Managing roles

Once roles are defined, you can assign them to new users or update existing users. 

To update an existing user's role:

1. Log in to the Motive Dashboard and go to Admin > Organisation > Fleet Users.

2. To edit an existing user’s role, find the user in the list, click the three dots > Edit Roles & Groups. 

   

3. In the dialog box, select a role from the Role dropdown. You can also assign the user to one or more specific groups to limit their access.
4. Click the + icon to assign multiple roles to the same user.

5. Click Save to save the changes. 

   

Editing fleet admin/managers roles and access

To manage access to features and editing access to 

1. Log in to the Fleet Dashboard and click the Admin icon.

   

2. Go to Fleet Users > Roles & Permissions > Options > Edit.

   

3. Mark or unmark the checkboxes for the listed features to allow or revoke access. 
4. Click the arrows to access the functionality breakdown of a feature.

5. Click Save to confirm changes.

   

Managing permissions

Editing face match permissions 

Motive's Face Match feature uses advanced AI to create image-based Driver profiles, automating tasks like identifying Drivers with unsafe behaviours and matching them with trips. Fleet Managers can access the Face Match feature on the Fleet Dashboard once the Driver identification settings are enabled and they have the manage Face Match profiles permission. 

Fleet admins may sometimes need to restrict certain admins or managers from accessing the Face Match feature. Ensuring only the right personnel can identify unfamiliar driver profiles. This can be done by enabling/disabling the manage face match role for selected admins by following these steps.

1. Go to Fleet Users > Roles & Permissions. 

2. Click Options > Edit for the admin role profile you want to make changes to.

   

3. Scroll down to the Admin section and check the box for Manage face match profiles.

4. If you want to disable access, uncheck the box and Save.

   

Editing permissions to view and request videos 

1. Log in to the Fleet Dashboard and click the Admin icon.

   

2. Go to Fleet Users > Roles and Permissions > Options > Edit. 

   

3. To enable access to reports, check the boxes for Disable visibility of driver - facing media (images and video), View requested videos, Request videos, View safety videos/images, and Download safety videos.
4. If you want to disable access, uncheck the boxes.

5. Click Save to create the permission to access and download safety videos.

   

Editing permissions for accessing reports

1. Log in to the Fleet Dashboard and click the Admin icon.

   

2. Go to Fleet Users > Roles and Permissions > Options > Edit. 

   

3. To enable access to reports, check the box for View reports.
4. If you want to disable access, uncheck the box.

5. Click Save to create the permission to access reports.

   

Best practices

• Principle of least privilege: To enhance security, grant users only the minimum permissions necessary to perform their job responsibilities. Avoid assigning full admin access unless absolutely required.
• Regularly audit permissions: Periodically review the roles and permissions assigned to your users. This ensures that access levels remain appropriate as employees change roles or responsibilities.
• Promptly deactivate accounts: When an employee leaves the company, deactivate their fleet user account immediately to prevent unauthorised access. Deactivated accounts cannot be reactivated, but their historical data is retained for your records.
• Use groups for delegation: For larger organisations, assign fleet managers to specific groups. This allows you to delegate management tasks while restricting their visibility to only the drivers and vehicles relevant to their duties.

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