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, minimizing the risk of unauthorized 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.
• Customize to your needs: Create custom roles with granular permissions to match the unique responsibilities of individuals within your organization.

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 customize 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.

Customizing 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. Select Fleet Users from the Organization menu.
3. Click the Roles & Permissions tab.

4. Click the + Create Role button.

   

5. Enter a unique name for the role and an optional description.
6. 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.
7. Click Create to save the new custom role.

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

• Admin: Manage company settings, users, vehicles, assets, and groups.
• Compliance: View and edit driver logs, manage compliance reports, and view CSA Insights.
• 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.
• Motive Card: Manage spend profiles and view transaction details.

Managing roles

Once roles are defined, you can assign them to users.

To assign or update a user's role:

1. Navigate to Admin > Organization > Fleet Users.
2. To assign a role to a new user, click + Add User and select the desired role from the Role dropdown during the creation process.
3. To edit an existing user’s role, find the user in the list, click the Options button, and select Edit Roles & Groups.
4. 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.
5. Click the + icon to assign multiple roles to the same user.
6. Click Update to save the changes.

Editing fleet admin/managers' roles and access

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

   

2. Go to Fleet Users > Roles & Permissions. 
3. Click Options for the admin role profile you want to make changes to.

4. Click Edit from the dropdown menu.

   

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

7. Click Save to confirm changes.

   

Enable Ignore Drive Time Access 

1. Log in to the Fleet Dashboard.

2. Click the Admin icon in the bottom left corner.

3. Click on Fleet Users from the Organization dropdown.

4. Click on Roles & Permissions.

5. Click Options and select Edit.

6. Scroll down to Compliance and click on the Ignore Drive Time checkbox.

7. Click Save.

Note: If the option to Ignore Drive Time is still not available after following these steps, logout and log in or refresh the page.

Creating and enabling permissions for accessing reports

Creating permissions for accessing reports

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

   

2. Go to Fleet Users and open the Roles and Permissions tab. 

3. Click + Create Role.

   

4. Type a name for the new role.

   

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

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

   

Enabling permissions for accessing reports

1. Log in to the Fleet Dashboard and click the Admin icon.
2. Go to Fleet Users and open the Users tab.
3. Select the user(s) to whom you want to permit access to reports and click the three-dot menu.

4. Click Edit roles & groups.

   

5. Select the role you created for Reports permission.

   

6. Select the group(s).

   

7. Click Save.

   

8. Once done, specific Fleet Users with this permission enabled can now access and view the Reports section in the left navigation menu on the Fleet Dashboard.

Allowing fleet users to identify face match profiles

Motive's Face Match feature uses advanced AI to create image-based Driver profiles, automating tasks like identifying Drivers with unsafe behaviors 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. 

Note: Face Match is available for the Enterprise subscription package and requires a dual-facing AI Dashcam (DC-54). This feature is OFF by default.

Driver Privacy: Before enabling Face Match, ensure all required consents from vehicle operators are obtained in compliance with the law. Face Match does not operate within the State of Illinois.

Creating permissions to identify face match profiles

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

   

2. Go to Fleet Users and open the Roles and Permissions tab. 

3. Click + Create Role.

   

4. Type a name for the new role.

   

5. Scroll down to the Admin section and check the box for Manage face match profiles.
6. If you want to disable access, uncheck the box.

7. Click Save.

   

Enabling permissions to identify face match profiles 

1. Log in to the Fleet Dashboard and click the Admin icon.
2. Go to Fleet Users and open the Users tab.
3. Select the user(s) to whom you want to give access to identifying face match profiles and click the three-dot menu.

4. Click Edit roles & groups.

   

5. Select the role you created for managing the face match profiles.

   

6. Select the group(s).

   

7. Click Save.

   

8. The new Fleet User can now view the Face Match tab by clicking Admin > Drivers.

   

Note: A Fleet User can only access the assigned vehicles and Driver groups data under the Face Match tab.

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 unauthorized access. Deactivated accounts cannot be reactivated, but their historical data is retained for your records.
• Use groups for delegation: For larger organizations, 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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