Admin & Settings

The Admin section in the Motive Dashboard allows authorized 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. In Admin, click + Add User.
    

   

2. Enter the required info.

3. Click Add to complete the setup.

   

Edit an existing fleet user profile

1. In Admin, navigate to Fleet Users.
2. Find the user in the list and click the 3-dot menu next to their name.

3. Select Edit Account.
    

   

4. Make your changes and click Save.

Deactivate a fleet user

1. In Admin, navigate to Fleet Users.
2. In the appropriate user list, click the 3-dot menu next to the user’s name.

3. Select Deactivate.
    

   

Modify fleet user's assigned Roles and Groups

1. In Admin, navigate to Fleet Users.
2. In the appropriate user list, click the 3-dot menu next to the user’s name.

3. Select 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 behavior 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

The Admin section also helps you manage data access, reporting tools, and account security for your fleet.

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.

Verifying if Directory Sync is enabled 

Motive’s Directory Sync feature allows Fleets to manage Motive users via Identity Providers such as Okta and Azure. Directory Sync automatically updates Motive with any new or changed users (both Drivers and Fleet users). In this article, you will learn how to verify if Directory Sync is enabled for your Motive account.

Note: To set up Directory Sync for your fleet with any of the listed identity providers, reach out to us at ssosupport@gomotive.com or contact your designated Customer Success Manager.

1.  Log in to the Motive Fleet Dashboard, and go to Admin > Platform > Security and Data > Fleet User and Driver Login.
2. Under Directory Sync, verify if it shows Enabled. 

3.  You can also verify the last timestamp at which a Directory Sync with the Identity provider occurred.

   

Note: Only authorised Fleet Managers under Motive Roles & Permissions will have access to view the account status on Directory Sync under Settings and will also be able to receive Notifications for each time new information is synced from the Identity Provider.

Alerts

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

Integrations and API Management (For developers)

Motive allows integration with other business systems (like TMS or maintenance software). The platform settings area is where you would configure and manage these integrations and generate API keys or Webhooks.

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.

2. Click Account Settings.

   

3. From the Account & Security section, click Edit.

   

4. Edit your account name, phone number, and email address.

5. Once done, click Save.

   

Changing account password 

1. Log in to the Motive Fleet dashboard and click the profile icon.

2. Click Account Settings.

   

3. Click Change Password. 

   

4. Enter your old account password and enter your new password. 

5. Click Save.

   

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. Click the dropdown for Language and select an option.

5. Once done, click Save.

   

Changing account Time Zone 

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. Click the dropdown for Time Zone and select an option.

5. Once done, click Save.

   

Changing the speed Unit System for your account 

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. Click the dropdown for Unit System and select an option.

5. Once done, click Save.

   

FAQs

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