How to manage user permissions?

How to change a user's access? 

How to change a user's role?

1. Go to the Users tab in the side menu.

2. Click the first name or surname of the selected person.

3. Click the Edit button (on the right) in the User details section.

Alternatively: double-click the field you want to edit.

1. Scroll down to the App access section and select a role from the list.

How does permission management work?

In Navifleet Manager, a user's permissions result from a combination of their role and assigned groups. The role defines the range of actions available to the user account in the system, e.g. managing users or adding vehicles. Groups, in turn, define the range of objects on which the user can perform actions, e.g. vehicles, users or operational data. This means that the role determines the available actions, and the group indicates which objects these permissions apply to. The exception is a user with the administrator role, who is not assigned to groups.

Sharing groups with users

For a user to start working, you must:

• give them a role,

• share the right vehicle groups with them.

You can do this:

• individually (from a specific user),

• in bulk (from the group settings).

Individually

To share groups with a single user:

1. Go to the Users tab in the side menu.

2. Open the details of the selected user.

3. In the user details (App access section), edit the Shared groups field.

In bulk

If you want to give many people access to a specific group at once, use the settings view:

1. Go to the Settings tab, then click Groups in the side menu.

2. Select the Group you want to edit.

3. Go to the last tab: Visible to and click Edit. 

4. Manage access by moving users between the columns:

• Left side: Users without access to this group.

• Right side: Users who have access to the group.

1. Confirm the changes with the Save button.

In the same window, in the first two tabs, you can check the list of vehicles and users permanently assigned to this group.

Practical examples

Example 1: Regional manager

You want to create an account for a regional manager so that they can issue and collect cars from frequently rotating sales representatives. Each regional manager should have basic access to vehicles and users, but only from their own region. They should also be able to add new users so that they can enter a new salesperson into the system themselves. And most importantly - they should be able to draw up handover reports. Nothing more beyond that. In this case, the best choice is the Moderator role.

Example 2: Fleet investor

You run a car rental company and rent out vehicles belonging to other investors. You want them to always be able to check how many cars they have with you and what condition those cars are in. They do not need extensive permissions; in fact, viewing their vehicles is enough. The best solution in this case is to assign the Observer role.

Example 3: Shared car

If you want an employee from the "Kraków branch" to be able to use only the vehicles assigned to their branch, create a "Kraków" group, assign those vehicles to it and share the group with that person. If, however, you want them to be able to use all shared cars, regardless of which branch they belong to, share with them all the groups to which those vehicles are assigned.

Revoking access to the app

If you want to revoke a user's access:

1. Go to the Users tab in the side menu.

2. Type the user's name in the search box or find them on the list.

3. Open the user's details.

4. In User details, click the Revoke access button.

1. If the user has not logged in yet (no button), change their role to Profile without access. Even if they create an account from the link in the e-mail, they will not see any of your organisation's data.