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Groups

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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. 1.png
  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.2.png

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.3.png
  4. Confirm your choice when prompted.4.png

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.9.png
  4. Click Create new groups. 
  5. Click to download the Create Groups template.6.png
  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.png
  7. The Upload History page displays the import status. Fleets are also emailed about the updates made to Groups.8.png

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.9.png
  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.10.png
  8. The Upload History page displays the import status. Fleets are also emailed about the updates made to Groups.11.png

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.last.png
  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.add fleet users.png
  7. Once filled, extract the sheet into CSV format and drop the extracted file into the blank area. 
  8. Click Import.13.png
  9. Once imported, the fleet users are displayed on the Import History page.17.png

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 2.15.png
  4. Once updated, convert the modified sheet into .csv format and drop the .csv file in the blank area. 
  5. Click Import.edit.png
  6. Once imported, the fleet users are displayed on the Import History page.17.png

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.18.png
  4. In the dialog box, select Groups: Add to groups.19.png
  5. Search for and select the group(s).
  6. Click Save.22.png

Bulk removing entities from group(s) using checkboxes

Note: This option is only available for drivers, vehicles, and assets.
  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.18.png
  4. Choose Groups: Add to groups or Groups: Remove from groups.21.png
  5. Select the relevant group(s) and click Save.20.png

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

What is a group in the Motive platform?

A group is a way to organize your drivers, vehicles, and assets in the Motive Dashboard. Groups help you filter reports, apply settings, and manage specific parts of your fleet more easily.

Who can create and manage groups?

Users with the permission ‘Manage groups’ on their role can create and manage Groups. Only default Admins can however, bulk import or edit Groups using a spreadsheet.&

Can entities be in more than one group?

Yes. Entities can belong to more than one group at the same time.

If I assign a driver to a parent group, are they automatically included in its sub-groups?

No. Group assignments are separate. Adding someone to a parent group does not place them in its sub-groups.

How can I view which drivers or vehicles are in a group?

  1. Go to the Drivers or Vehicles page in the Motive Dashboard.
  2. Use the Group filter at the top of the page.
  3. Select the group you want to view. The list will update to show only the entities assigned to that group.

What are the different group structures on the Fleet Dashboard?

To help organize drivers, vehicles, assets, and geofences, Motive allows fleet admins to group these entities into Groups and Subgroups. Groups and Subgroups make it easy to categorize entities based on various attributes, such as:

  • Geographies (Regions, States, Cities)
  • Organizational Divisions (Delivery, Management, Shuttle)
  • Statuses (Active Drivers, Probation Drivers) if not available elsewhere
  • Classes (Light Duty Vehicles, Heavy Duty Vehicles, Cars, Trucks)

Using Groups helps streamline workflows by making it easier to surface the right entities when needed.

What are the most common ways to set up Groups? 

Groups are leveraged to reflect your organization’s functional categorization of entities. It is therefore important that these categorizations are set up in the most accurate way possible, while avoiding unnecessary complexities.

The most common ways to define Groups

  • By Geography: Vehicles assigned to geographical regions that are based on states 
  • By Operational States: Drivers moving between probation/permanent states
  • By Functional Groups: Assets belonging to a particular division, such as mining

What should I not create Groups on?

Employee names: Creating your Fleet Managers as ‘Groups’ in the system to represent reporting hierarchies.

How do Group filters work? 

You can find Group filters in multiple locations on the Motive Dashboard. These filters make it easy for Fleet Managers to access information for specific Group(s).

Example of Group Filter on Fleet View

While creating a group structure, it is important to remember how these filters function and return information.

How it works Example
Filtering on multiple groups shows everything in those groups, not just what overlaps Selecting Atlanta and Delivery Vans doesn’t return just Delivery Vans in Atlanta, it shows all Delivery Vans and all vehicles in Atlanta
Assigning something to a parent group doesn’t automatically assign it to the child groups A Driver assigned to the US group is not automatically assigned to Wisconsin in the Motive system, and doesn’t appear in results if filtered just by US

How are Group assignments shown in exported data?

Every group assigned to a Driver, vehicle, asset, or geofence is treated as a single entry in Motive’s system.

When exporting reports (like a Driver Detail Report), only the specific groups assigned appear without references to parent or child groups.

Example of Exporting a Driver Report

This means that you wouldn’t be able to filter by Company Group and also get a list of all drivers in any child groups unless you have them assigned in Motive separately in the exported version.

Note: If unsure about the best way to set up groups in your Motive Dashboard, consult your onboarding manager or reach out to the Motive Product team for guidance. 

What are nested structures in Groups? 

The Motive Dashboard allows you to create Subgroups within Groups, enabling a nested structure that reflects your organizational setup or workflow requirements. Fleet Admins can create a Group structure that helps you identify and work on the right Drivers, Vehicles, Assets, or Groups whenever needed. 

How Nesting helps on the Motive Dashboard

Setting up the right Group structure simplifies day-to-day operations for Fleet Admins. Here are some examples of how grouping can help:

  • Running a report specifically for Ready-Mix Vehicles in Texas
  • Fetching a list of all Drivers assigned to the Furnishings Division in Arizona
  • Enabling Hard Cornering for all vehicles in Illinois under the Metals Division

In short, the Group structure should support your reporting, configuration, and operational needs within the Motive Web Dashboard.

Important Tips on the Nested Structure

  • There is no limit to how many levels of Subgroups you can create, but it’s best to keep the hierarchy simple.
  • Create separate Group structures when necessary. For example, if you have a Construction and Mining company operating separately, you can set up two Parent Groups to reflect this distinction. Though be mindful that the filters on the Motive Fleet Dashboard may not help you identify common entities between isolated structures.

Note: Avoid creating separate Group structures just to reflect two attributes of the same organization. For example, do not create one structure for Divisions and another for Geographies if they belong to the same organizational framework.

  • Drivers, Vehicles, Assets, and Geofences can be assigned to multiple Groups simultaneously. They are not mutually exclusive. 
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