Groups

On the Motive dashboard, groups are a way for fleet administrators to organize and manage their fleet's assets, drivers, vehicles, and geofences.

Overview

Managing a large fleet is easier when your team and equipment are organized. The groups feature in the Motive Dashboard allows fleet admins to sort drivers, vehicles, assets, and geofences into self-created categories based on region, department, or operational needs. This structure improves reporting, reduces admin time, and gives you more control over who can manage what.

• Streamline management: Group your fleet by location, role, or team to simplify administration.
• Improve reporting: Filter dashboards and reports by group to better understand performance across different parts of your operation.
• Control access: Limit each fleet manager’s view and control to only the groups they manage.
• Save time: Use groups to quickly apply bulk actions like updates, assignments, or settings to multiple profiles at once.

Management and reporting

Groups help organize your fleet by categorizing drivers, vehicles, assets, and geofences, improving reporting, access control, and operational efficiency.

Key benefits of groups include:

• Targeted settings and policies: Apply specific configurations to groups, such as assigning driver walkthroughs or changing safety settings for vehicles. 
• Delegated access permissions: Assign fleet managers to groups, limiting their access to only the drivers, vehicles, assets, and geofences within those groups.
• Streamlined communication: Use groups to create teams for targeted messaging to specific sets of drivers.

Creating a group

You can create groups to organize drivers, vehicles, assets, and geofences based on your fleet's needs.

To create a new group:

1. Log in to the Motive Dashboard and click the Admin icon.
2. In the Organization menu, select Groups.
3. Click the + Create Group button.
4. Enter a Group name and an optional description.
5. Click Create.

Removing or renaming a group

1. Go to Admin > Organization > Groups.
2. Find the group and click the Options button in its row.
3. Select Rename or Remove.
4. Confirm your choice when prompted.

Bulk creating groups 

1. Log in to the Fleet Dashboard and click the Admin icon.
2. Click Groups in the Organization dropdown. 
3. Click the Create group dropdown and select Bulk create and edit.
4. Click Create new groups. 
5. Click to download the Create Groups template.
6. List all the Groups in the provided template and upload the file in a CSV format. Once uploaded, click Upload. Each row of the spreadsheet shows one linear relationship of a parent group and the subgroups within it.
7. The Upload History page displays the import status. Fleets are also emailed about the updates made to Groups.

Bulk editing existing groups

1. Log in to the Fleet Dashboard and click the Admin icon.
2. Click Groups in the Organization dropdown. 
3. Click the Create group dropdown and select bulk create and edit.
4. Click Edit existing groups. 
5. Click to download the Edit Groups template. 
6. Make the updates in the template and upload it in a CSV format.
7. When bulk editing groups, your Group structure will be replaced by the information on the sheet you uploaded. Anything not added on this sheet will be removed; you can't make selective edits.
8. The Upload History page displays the import status. Fleets are also emailed about the updates made to Groups.

Bulk assigning entities to group(s) 

If you prefer managing Group assignments, you can also specify an entity’s Groups by mentioning them while bulk-creating these entities (such as Drivers, Vehicles, Assets, and Fleet Users) on a spreadsheet. Here is how to do that for Fleet Users (as an example):

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 Add fleet users.
6. Click to download the Add Fleet Users template in .xlsx format. Fill in the template with all the required details, including their Group assignments. You can assign them to multiple Groups by listing down these Groups in a comma-separated manner, for example, Group 1, Group 2.
7. Once filled, extract the sheet into CSV format and drop the extracted file into the blank area. 
8. Click Import.
9. Once imported, the fleet users are displayed on the Import History page.

Bulk modifying entity group(s)

1. Follow steps 1 to 3 from the above section. 
2. Click Edit fleet users. 
3. Click to download the Edit Fleet Users Template in .xlsx format. Make the required Group changes on the sheet in the respective rows for each fleet user. You can assign them to multiple Groups by listing down these Groups in a comma-separated manner, for example, Group 1, Group 2.
4. Once updated, convert the modified sheet into .csv format and drop the .csv file in the blank area. 
5. Click Import.
6. Once imported, the fleet users are displayed on the Import History page.

Bulk assigning entities to group(s) using checkboxes

Note: This option is only available for drivers, vehicles, and assets.

1. Navigate to the appropriate page, such as Drivers, Vehicles, or Assets in Admin.
2. Select the checkbox next to each profile you want to assign.
3. Click the Edit button.
4. In the dialog box, select Groups: Add to groups.
5. Search for and select the group(s).
6. Click Save.

Bulk removing entities from group(s) using checkboxes

1. Go to the appropriate page, such as Drivers, Vehicles, or Assets.
2. Select the profiles you want to update using the checkboxes.
3. Click Edit.
4. Choose Groups: Add to groups or Groups: Remove from groups.
5. Select the relevant group(s) and click Save.

Best practices

To optimize your use of groups and ensure smooth fleet operations, follow these best practices:

• Use a logical structure: Organize groups based on your operational structure—such as region, division, or team. Use sub-groups to add clarity.
• Name clearly and consistently: Use descriptive, consistent group names to make it easier for users to find what they need.
• Review regularly: Periodically check your group assignments and update memberships as roles change and assets or vehicles are reassigned.

FAQs

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