Fleet Users

Abstract

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.

Understanding fleet user roles and permissions

Fleet users are non-driving personnel who need access to the Motive Dashboard but do not drive vehicles. Roles and permissions control what each fleet user can access and do within the Motive Dashboard.

Key roles include:

• 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 or financial data.
• Read-only user: A custom role that allows users to view data and reports without making changes.

Create a new fleet user profile

You can add new fleet users one at a time or upload a list using a spreadsheet.
To add a single fleet user:

1. Log in to the Motive Dashboard and click the Admin icon in the bottom-left corner.
2. In the Organization menu, select Fleet Users.
3. Click the + Add User button in the top-right corner.
4. Enter the user’s first name, last name, and email address. The email will be their login username.
5. 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.
6. From the Role dropdown, choose the user’s role.
7. 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.
8. Click Add. The new user will receive an email with a login link.

To bulk import multiple fleet users:

1. On the Fleet Users page (Admin > Organization > Fleet Users), click Import Users.
2. Download the CSV template.
3. Fill out the template with the required user details. Do not change the first row.
4. Upload the completed file and click Import.
5. All valid entries will be added to your fleet. If there are any issues, you can download a file that highlights the errors to fix and reupload.

Edit an existing 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 button 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.

To reset a 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.

The user will no longer be able to log in, but their data will remain in your records. Deactivated accounts cannot be reactivated—if access is needed again, you must create a new profile.

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.

FAQs

Troubleshooting

• User login issues
• Incorrect permissions preventing access
• Password reset problems
• Unable to deactivate a user account