Users and roles

Adding people to your fleet organization and choosing what they can do.

Settings, Users lists everyone with access to your fleet organization, their role, their access level, and their account status.

The roles

Two roles exist: Fleet Admin and Fleet Operations. Fleet Admin is the administrative role and reaches organization settings, vehicle models, and user management. Fleet Operations is the day to day collections role.

The exact boundary between the two roles is being confirmed with the Swapinga team and this section will be updated. If a menu item returns “You do not have permission”, your account does not hold the role that screen requires. Ask a Fleet Admin in your organization to check your role.

Give the Fleet Operations role by default. Reserve Fleet Admin for the people who are accountable for the numbers, since that role can change the daily amounts and the reconciliation start date, both of which move every figure on the dashboard.

Adding a user

1. Select Add user

   The button sits at the top right of the user list.

2. Enter their name and work email address

   The email address is what they sign in with.

3. Choose the role

   Fleet Admin or Fleet Operations.

4. Save

   The account is created with the status Pending until the person signs in for the first time.

Managing existing users

Action	What it does
Edit role	Moves a person between Fleet Admin and Fleet Operations
Reset password	Issues a password reset for that account
Deactivate	Removes access while keeping the record of what that person did

Deactivate people who leave on the day they leave. Do not share accounts between staff: the reminder log and the payment record are only useful when they name a real person.