Fleet Users

Fleet users are non-driving personnel, like administrators, managers, and dispatchers, who use the Motive Dashboard to manage fleet operations. Managing these user accounts properly helps keep your data secure, ensures users only access what they need, and supports the smooth day-to-day running of your fleet.

Overview

Managing fleet user accounts is key to keeping your operations secure and efficient. By creating unique user profiles with specific roles and permissions, you can give each team member the right level of access to do their job without compromising sensitive information. The Motive Dashboard makes it easy to create, edit, and deactivate user accounts as your team changes.

• Enhance security: Assign roles and permissions so users only access the features and data they need.
• Delegate responsibilities: Give fleet managers and dispatchers the tools they need to manage their assigned drivers and vehicles.
• Streamline administration: Add or update user accounts quickly—one at a time or in bulk—to keep your records accurate.
• Maintain accountability: Use platform activity logs to track user actions and support compliance.

Roles and permissions

Roles and permissions control what each fleet user can access and do within the Motive Dashboard.

• Fleet admin: Full access to the Motive Dashboard, including the Admin panel. Fleet admins can manage all users, vehicles, and assets, and update company-wide settings.
• Fleet manager: Limited access by default, with no changes allowed in the Admin panel. Fleet admins can customize a fleet manager’s permissions to grant access to specific features or groups.
• Dispatcher: A custom role typically given permissions to view live vehicle locations, manage dispatches, and message drivers, but without access to sensitive administrative data.
• Custom Role: Motive also allows fleet admins to create custom roles based on any set of available permissions to allow for access as per required need. 

Creating a fleet user profile

1. On the Fleet Dashboard, go to Admin > Fleet Users.
2. Click on Add User.
   
3. Enter the user’s first name, last name, and email address. The email will be their login username.
4. In the Password section, either enter one manually or click Generate Password. Passwords must be at least 8 characters long and include at least one letter and one number.
5. From the Role dropdown, choose the user’s role.
6. If you're using groups, select one or more groups from the Groups dropdown to give the user access to specific segments of your fleet.
7. Click Add. The new user will receive an email with a login link.
   

Creating fleet user profiles in bulk using a spreadsheet

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

   

2. Click Fleet Users. 
3. Click the dropdown next to Add users.

4. Click Import users.

   

5. Click Create new fleet users.

6. Click to download the Add Fleet Users template in .xlsx format. Fill in the template with all the required details. The template should help fleets pick the right values using dropdowns in each cell (where applicable).

   

7. Once filled, extract the ‘Enter your data here’ sheet into .csv format and drop the extracted file into the blank area. 

8. Click Upload.

   

9. Once imported, the fleet users are displayed on the Import History page.

Editing a fleet user profile

You can update a fleet user’s information, role, or status at any time.

To edit user details or permissions:

1. Go to Admin > Organization > Fleet Users.
2. Find the user you want to edit and click the Options menu in their row.
3. Select Edit Account to update their name or contact information.

4. Select Edit Roles & Groups to adjust their permissions or group assignments.
5. Make the changes and click Save or Update.

Reset a fleet user's password:

1. Select Edit Account from the Options menu.
2. Scroll to the Password section.
3. Enter a new password and click Save.

To deactivate a user:

1. Click the Options button next to the user’s name.
2. Select Deactivate.
   
3. Confirm the action in the prompt that appears.
4. The user will no longer be able to log in, but their data will remain in your records.  

Upgrade a Fleet Manager to an Admin:

If you are an existing Fleet Admin, you can upgrade other team members to Admin status to help manage company-wide settings and users.

1. On the Fleet Dashboard, go to Admin > Fleet Users.

2. Find the Fleet Manager you want to upgrade.

3. Click the Options menu (three dots) next to their name and select Edit Roles & Groups.

4. Click the Role dropdown menu and select Admin.

5. Click Update to save the changes.

Note: Only users with the Default Admin role can grant Admin status to others. If you need to limit what a new Admin can see, refer to the Customizing Admin roles and access section below.

Editing Fleet Users in bulk using a spreadsheet 

1. Follow steps 1 to 3 from the above section. 
2. Click Edit existing fleet users. 
3. Click to download the Edit Fleet Users Template in .xlsx format. 
   
4. In the popup section that follows, click to select fleet user profiles that you’d like to modify or the pull out all fleet users on the entire role(s) and click on ‘Download’ to download the spreadsheet.
   
5. Make the required changes on the ‘Enter your data here’ sheet in the respective rows for each fleet user, such as modifying their email addresses. 
6. Once updated, convert the modified sheet titled ‘Enter your data here’ into .csv format and drop the .csv file in the blank area. 
7. Click Upload.
   
8. Once imported, the fleet users are displayed on the Import History page.

Best practices

• Least privilege: Review user roles regularly. Only give users the access they need to do their jobs—nothing more.
• Group-based delegation: For larger fleets, assign fleet managers to specific groups of drivers or vehicles. This limits their visibility and helps divide responsibilities more effectively.

Creating custom user roles and assigning permissions 

Create Custom User Roles

1. Log in to the Motive Fleet Dashboard and click the Admin icon.
2. Go to Fleet Users > Users. It displays a page with the names of all registered users and their roles in your fleet.

3. Click + Add user to create a custom user role.

   

4. Fill in the required Name and Email fields.

   

5. Enter the password in the Password field manually, or you can click Generate Password to get an automated password for the user account.

   

6. From the Roles and Groups section, select the role and groups that you want to assign to the fleet user from the drop-down. 
7. You can choose the groups you want to assign the role to by checking or unchecking the boxes. You can also click + to add more roles for the same user.

8. Click the Add button to save the custom role.

   

Assign permissions

1. Log in to the Motive Fleet Dashboard and click the Admin icon.
2. Go to Fleet Users > Roles & Permissions. 

3. Click + Create Role.

   

4. Type the role you want to create in the Name of Role dialog box. 
5. Choose the permissions you want to assign to the role you’ve created by checking the boxes. Leave the boxes unchecked for the permissions you do not want to assign to the role. 

6. Click Create to save changes.

   

Note: You can always make changes to the permissions/level of access the new roles have to your fleet data by checking or unchecking the boxes in the future.

Customizing Admin roles and access

A Fleet Admin can add multiple Admins to take care of different departments in the fleet. These Admins might not need access to everything in the main Dashboard. Fleet Dashboard allows the Default Admin Role to customize roles for various Admins to provide a tailored and relevant experience.

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.

   

Deactivating a Fleet User account

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

   

2. Click Fleet Users. 
3. Open the Three-dot menu for the fleet user profile you want to deactivate.

4. Click Deactivate user from the dropdown menu.

   

Note: Once the Fleet User profile is deactivated, it cannot be reactivated. Instead, a new Fleet User profile has to be created.

Editing a fleet manager account

Fleet Admins can edit a Fleet User’s profile anytime they want. If you have created a profile for your Fleet Manager on the Fleet Dashboard and want to edit it, you can do it in a few steps.

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

   

2. Click Fleet Users. 
3. Open the Three-dot menu of the fleet manager profile you want to edit.

4. Select Edit Account.

   

5. From the Edit User screen, you can make changes to the selected fleet manager account.

6. Once done, click Save to confirm changes.

   

Setting up a unique fleet ID

The Motive Fleet Dashboard supports the feature of having unique Fleet User IDs. Fleet User IDs can help better identify Fleet Users and can also be used as a reference for looking up Fleet Users from another system.

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

   

2. Click Fleet Users. 
3. Open the Three-dot menu of the fleet user profile you want to edit.

4. Select Edit Account.

   

5. From the User ID field, enter the unique fleet user ID for the selected fleet user.

6. Click Save.

   

Note: The Fleet User ID needs to be unique for a fleet.

Editing a fleet user ID

1. Log in to the Fleet Dashboard and click the Admin icon.
2. Click Fleet Users. 
3. Open the Three-dot menu of the fleet user profile you want to edit.

4. Select Edit Account.

   

5. From the Edit User screen, you can edit the fleet user ID from the User ID field.

6. Once done, click Save to confirm changes.

   

FAQs

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