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. Log in to the Motive Fleet Dashboard and click the Admin icon in the bottom-left corner.

2. Select Fleet Users from the Organization section in the left-hand menu.

3. Click Add user.

4. In the Personal Information section, enter the following details:

   • First name and Last name.

   • Employee ID (optional).

   • Mobile phone number (used for receiving login codes or alerts).

   • Secondary phone number (optional).

   • Email address (this serves as the user's login method).

   • Notes (any internal comments regarding the user).

5. If the user only requires short-term access, check the box for Make this a temporary account and select an expiration date.

6. Scroll to the Role and Groups Access section to define the user's permissions:

7. Select a Role from the dropdown menu (e.g., Admin, Fleet Manager, etc.).

8. Assign Groups access by clicking Select... to choose which specific fleet groups the user can manage.

9. To give the user multiple roles or different group permissions, click Add another.

10. Manage the user's coaching responsibilities in the Coaching Assignment section:

    • Click Select... to choose the groups this user will be responsible for coaching.

    • Review the selected Assigned groups listed in the field.

    • Use the Clear button if you need to remove all assigned coaching groups and start over.

11. Click Save in the top-right corner to finalize the account creation and dispatch an invitation email.

12. After clicking Save, a green confirmation banner appears at the top of the screen. If the user cannot find the email, you can click the Resend button within the yellow notification box or the Resend invite link next to their email address in the Personal Information section.
13. In the Fleet Users list, the new user will initially show a status of Invited.
14. The user receives an email with the subject line "[Admin Name] invited you to join [Company Name] on Motive". To activate their account, the user must click Complete account setup in the email before the specified link expiration date.

15. Once the user follows the email instructions and sets their password, their status in the Fleet Users dashboard will automatically update to Active.

Creating fleet user profiles in bulk using a spreadsheet

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

2. Select Fleet Users from the Organization section in the left-hand menu.

3. Click the arrow next to the Add User button and select Bulk add and edit from the dropdown menu.

4. On the Bulk Add or Edit Fleet Users screen, ensure the Add new fleet users tab is selected.

5. Click the "Add Fleet Users.xlsx" template button to download the formatted spreadsheet.

6. Open the file and enter the information for your new users, ensuring you follow the required format for names, emails, and roles.

7. Save the completed file, then drag and drop it into the upload area (or click to browse and select the file).

8. Once the file is listed, click the Upload button in the top-right corner. Once imported, the fleet users are displayed on the Import History page.

Note: Once the spreadsheet is successfully uploaded and processed, the system automatically dispatches an invitation to every new email address listed in the file. Each recipient must then access the email titled with their invitation to join the fleet and select the Complete account setup button to define their password and activate their profile. Until this action is taken, these users will appear in the directory with an Invited status.

Editing fleet user profiles in bulk

1. From the Fleet Users screen, click the arrow next to the Add User button and select Bulk add and edit.

2. Select the Edit existing fleet users tab.

3. Click the "Edit Fleet Users.xlsx" template button. This will download a spreadsheet containing your current list of active fleet users.

4. Open the spreadsheet and modify the fields you wish to update, such as phone numbers, roles, or group assignments.

5. Save the updated file.

6. Return to the dashboard and upload the file by dragging it into the Upload fleet users box.

7. Click Upload to apply the changes to all specified profiles simultaneously.

Editing profile information, roles and groups

Fleet Admins can modify personal details, change roles, or update group assignments for existing users through a modular editing process.

1. Log in to the Motive Fleet Dashboard and click the Admin icon in the bottom-left corner.

2. Select Fleet Users from the Organization section in the left-hand menu. 

3. Locate the user you wish to modify in the list.

4. Click the three dots (...) icon on the right side of the user's row and select View user.

5. In the user profile view, identify the specific module you need to update (e.g., Personal Information, Roles and Groups Access, or Coaching Assignment).

6. Click the Edit button located at the top-right corner of that specific module.

7. Make the necessary changes within the fields of that module:

   • Personal Information: Update names, phone numbers, or email addresses.

   • Roles and Groups Access: Adjust the user's permissions or assigned fleet groups.

   • Coaching Assignment: Manage the user's involvement in driver coaching workflows.

8. Once your changes are complete for that section, click Save at the top-right of that specific module.

9. A green confirmation banner will appear confirming the specific module has been updated successfully.

Deactivating a fleet user

1. Log in to the Motive Fleet Dashboard and click the Admin icon in the bottom-left corner.

2. Select Fleet Users from the Organization section in the left-hand menu. 

3. Locate the user you wish to deactivate.

4. Click the three dots (...) icon on the right side of the user's row and select Deactivate user.
   

5. Confirm the action in the prompt that appears.
6. The user will no longer be able to log in, but their data will remain in your records. 

Reactivating a deactivated fleet user

If a user account was previously deactivated, Fleet Admins can restore their access to the Motive Fleet Dashboard through the following steps:

1. Log in to the Motive Fleet Dashboard and click the Admin icon in the bottom-left corner.

2. Select Fleet Users from the Organization section in the left-hand menu.

3. Click the Status filter (which usually defaults to "Active") and select Deactivated from the dropdown menu to view inactive accounts.

4. Locate the user you wish to restore and click the three dots (...) icon on the far right of their row.

5. Select Reactivate from the menu options.

6. The Reactivate modal will appear. Review or update the following:

   • Email: Verify the user's email address.

   • Temporary Account Toggle: If the user only needs short-term access, check Make this a temporary account to set a new expiration date.

7. Click Reactivate.

8. A green confirmation banner will appear at the top of the screen stating: "Account has been reactivated and invite sent."

Note: Reactivating an account automatically triggers a new invitation email to the user. The user must follow the link in that email to set up their password and regain access to the dashboard.

Reset a fleet user’s password as a fleet admin

Fleet Admins can trigger a password reset for any user directly from the Admin panel to help them regain account access.

1. Log in to the Motive Fleet Dashboard and click the Admin icon.
2. Select Fleet Users from the left-hand menu.
3. Locate the user in the list, click the three dots (...) icon, and select View user.
4. Go to Personal information. Click Send password reset.
5. A green confirmation banner will appear: "Password reset sent." 

Reset a password via fleet manager initiation

If a user is having trouble logging in, a Fleet Manager can initiate a reset, which sends a secure link to the user's registered email.

1. Attempt to log in with the user's credentials on the Motive login page.
2. If the login fails or the password is unknown, a reset email is dispatched to the user.
3. The user opens the email with the subject "Reset your Motive password" and clicks the Reset Password button.
4. On the Reset password screen, the user enters a New password and Confirm password. Ensure the password meets the criteria: at least 8 characters, one letter, and one number.
5. Click Reset password to finalize.

Reset a password via user self-initiation

Users can independently reset their own passwords from the login screen if they have forgotten their credentials.

1. Navigate to the Motive login page and click Forgot password?
2. Enter the Email address associated with the account and click Submit.
3. A confirmation screen appears that the email has been sent with instructions on resetting the password.
4. Open the reset email from Motive and click Reset password.
5. Enter the New password and Confirm password on the secure page.
6. Observe the green checkmarks appearing next to the password requirements as you type.
7. Click Reset password to update the credentials and return to the login screen.

Upgrading 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 three dots (...) icon next to their name and select Edit roles & groups.

4. Click the Role dropdown menu and select Admin.

5. Click Save 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.

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.

Assign permissions to fleet users

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.

   

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