Fleet · Reference

Access and permissions

Which permission each Fleet screen needs, who may see and change what, and the rules that keep people from approving their own work.

On this page (32)

Permissions by screen Roles Vehicles list / Dashboard Vehicles Vehicle 360 Dashboard TCO Costs Reports Drivers Documents Fuel Card Statements GPS / Telematics Trips Fuel Odometer Fines Accidents Work orders Compliance Settings / Configuration Assistant Work order record Reservations Assignments Fleet expenses Driver app Vehicle form All screens Features Fields Audit

Permissions by screen

Screen	Menu	Permission needed
Fleet dashboard and vehicle board	Fleet > Fleet > Dashboard	fleet.view (page); fleet.create (New Vehicle)
Vehicles list	Fleet > Fleet > Vehicles	fleet.view; fleet.create (new)
Vehicle 360	Fleet > Fleet > Vehicles > open a vehicle	fleet.view; buttons follow fleet.edit, fleet.assign, fleet.fuel.create, fleet.workorder.create, fleet.trip.create; tabs need fleet.trip.view / fleet.fuel.view / fleet.maintenance.view / fleet.accident.view / fleet.fine.view / fleet.cost.view / fleet.telematics.view
Drivers	Fleet > Fleet > Drivers	fleet.view (list; licence and medical details only with fleet.driver.view); save needs fleet.driver.view + fleet.create / fleet.edit
Assignments	Fleet > Fleet > Assignments	fleet.view (list); fleet.assign (create and actions)
Reservations	Fleet > Fleet > Reservations	fleet.view to see own bookings; fleet.assign sees all and decides; route needs fleet.log to book; feature switch Reservations
Fleet calendar	Fleet > Fleet > Calendar	fleet.view
Driver app	Fleet > Fleet > My Vehicle (Driver App)	fleet.view (page); sync needs fleet.log; the user must be linked to a driver profile
Trips	Fleet > Operations > Trips	fleet.trip.view (list); fleet.trip.create (create / start / end); feature switch Trips and daily logs
Odometer readings	Fleet > Operations > Odometer	fleet.view (list); fleet.log (record); fleet.edit (review)
Fuel fills	Fleet > Operations > Fuel	fleet.fuel.view (list); fleet.fuel.create (log); fleet.fuel.view + fleet.edit (review); feature switch Fuel
Fuel card statements	Fleet > Operations > Fuel Card Statements	fleet.fuel.view (list); fleet.fuel.create (import, actions)
GPS / Telematics	Fleet > Operations > GPS / Telematics	fleet.telematics.view; fleet.configure for connections, devices, geofences; feature switch GPS and telematics
Vehicle checklists (inspections)	Fleet > Operations > Vehicle Checklists	fleet.view (list); fleet.log (submit)
Daily logs	Fleet > Operations > Daily Logs	fleet.view (list); fleet.log (create); feature switch Trips and daily logs
Service requests	Fleet > Maintenance > Service Requests	fleet.maintenance.view (list, decide); fleet.log (new request); fleet.workorder.create (Create work order)
Work orders	Fleet > Maintenance > Work Orders	fleet.maintenance.view; fleet.workorder.create (create, edit, submit)
Work order record	Fleet > Maintenance > Work Orders > open a work order	fleet.maintenance.view; fleet.workorder.create (save, submit, purchase); approver per rule (default fleet.workorder.approve from AED 5,000)
Preventive maintenance (due board)	Fleet > Maintenance > Preventive Maintenance	fleet.maintenance.view
Breakdowns	Fleet > Maintenance > Breakdowns	fleet.maintenance.view (list, actions); fleet.log (report); fleet.workorder.create (work order)
Tyres	Fleet > Maintenance > Tyres	fleet.maintenance.view; fleet.edit (save, actions); feature switch Tyres and batteries
Batteries	Fleet > Maintenance > Batteries	fleet.maintenance.view; fleet.edit; feature switch Tyres and batteries
Parts used	Fleet > Maintenance > Parts	fleet.maintenance.view
Workshops	Fleet > Maintenance > Workshop	fleet.maintenance.view (list); fleet.configure (change)
Registration documents	Fleet > Compliance > Registration	fleet.view (list); fleet.edit (save, renew)
Insurance policies	Fleet > Compliance > Insurance	fleet.view; fleet.edit
Permits	Fleet > Compliance > Permits	fleet.view; fleet.edit
Inspection certificates	Fleet > Compliance > Inspections	fleet.view; fleet.edit
Fines	Fleet > Compliance > Fines	fleet.fine.view; fleet.edit (save, pay, dispute); fleet.fine.approve (approve deduction, mark deducted); feature switch Fines, accidents and claims
Accidents	Fleet > Compliance > Accidents	fleet.accident.view (list, edit, actions); fleet.log (report); feature switch Fines, accidents and claims
Insurance claims	Fleet > Compliance > Claims	fleet.accident.view; fleet.edit (actions)
All documents	Fleet > Compliance > Documents	fleet.view; fleet.edit
Fleet expenses	Fleet > Costs > Fleet Expenses	fleet.cost.view to see; fleet.edit (and fleet.cost.view) to save; approver needs the permission named on the Expense approval rule (default fleet.workorder.approve)
Fuel costs ledger	Fleet > Costs > Fuel Costs	fleet.cost.view
Maintenance costs ledger	Fleet > Costs > Maintenance Costs	fleet.cost.view
Lease and rental contracts	Fleet > Costs > Lease Costs	fleet.cost.view to see; fleet.edit to save or end; menu item can be switched off by the Leases feature switch
Total cost of ownership	Fleet > Costs > TCO	fleet.tco.view (needs fleet.cost.view)
Cost allocation	Fleet > Costs > Cost Allocation	fleet.cost.view
Replacement planning	Fleet > Costs > Replacement Planning	fleet.tco.view
Report pages	Fleet > Reports > Fleet Summary / Vehicle Utilization / Cost / KM / Fuel Efficiency / Maintenance / Downtime / Driver / Expiry / Accidents / Fines / TCO	Per report as listed; the menu entry shows only to people who hold it. Accidents and Fines entries go when the Fines, accidents and claims switch is off
All reports catalogue	Fleet > Reports > All Reports	fleet.view; each tile needs its own report permission
Pivot	Fleet > Reports > Pivot	fleet.view; Measure = Cost needs fleet.cost.view
Graphs	Fleet > Reports > Graphs	fleet.view; the two cost-by-month charts and Cost / KM need fleet.cost.view
Vehicle categories	Fleet > Configuration > Vehicle Categories	fleet.view to see; fleet.configure to change
Makes and models	Fleet > Configuration > Makes / Models	fleet.view; fleet.configure
Fuel types	Fleet > Configuration > Fuel Types	fleet.view; fleet.configure
Vehicle statuses	Fleet > Configuration > Vehicle Statuses	fleet.view
Service types	Fleet > Configuration > Service Types	fleet.view; fleet.configure
Maintenance plans	Fleet > Configuration > Maintenance Plans	fleet.view; fleet.configure
Document types	Fleet > Configuration > Document Types	fleet.view; fleet.configure
Permit types	Fleet > Configuration > Permit Types	fleet.view; fleet.configure
Inspection templates	Fleet > Configuration > Inspection Templates	fleet.view; fleet.configure
Telematics providers	Fleet > Configuration > Telematics Providers	fleet.configure (menu entry); the GPS screen needs fleet.telematics.view
Fuel cards	Fleet > Configuration > Fuel Cards	fleet.fuel.view to see; fleet.configure to change
Cost categories	Fleet > Configuration > Cost Categories	fleet.view; fleet.configure
Alert rules	Fleet > Configuration > Alert Rules	fleet.view; fleet.configure
Approval rules	Fleet > Configuration > Approval Rules	fleet.view; fleet.configure
Country profiles	Fleet > Configuration > Country Profiles	fleet.view; fleet.configure
Toll and parking accounts	Fleet > Configuration > Toll & Parking	fleet.view; fleet.configure
Other lists	Fleet > Configuration > Other Lists	fleet.view; fleet.configure
Fleet settings	Fleet > Configuration > Fleet Settings	fleet.view to open; fleet.configure to save
Feature switches and field rules	Applications > Fleet > Features (company administrator)	Company administrator (platform configuration screen)

Roles

Rule	What the system does
The four seeded fleet roles hold the intended permissions	Manager holds all 22 fleet codes. Coordinator has no fleet.workorder.approve, fleet.fine.approve, fleet.tco.view, fleet.configure. Workshop: view, edit, log, maintenance.view, workorder.create, inventory.view. Driver: view, log, trip.create, fuel.create only. Dependencies hold (e.g. granting fleet.tco.view also needs fleet.cost.view)

Vehicles list / Dashboard

Rule	What the system does
A user with fleet.view only is read-only	Pages open; no New Vehicle, Edit, Assign Driver, Log Fuel or Schedule Service buttons; Trips, Fuel, Fines, Accidents, Maintenance, Costs menus are absent or refuse with a permission message

Vehicles

Rule	What the system does
Registering a vehicle needs fleet.create; editing needs fleet.edit	VIEW refused on both; SHOP can edit but POST is refused (403 permission error, nothing saved)

Vehicle 360

Rule	What the system does
Change status and Sell / scrap / return need fleet.edit	Refused for both; no status change, no disposal request
Cost Summary and Costs tab need fleet.cost.view	Cost Summary card empty / hidden; tab call refused 'You cannot see costs.'
Live position needs fleet.telematics.view	VIEW: map blank and Telematics tab refuses 'You cannot see telematics.'; COORD sees the position
A vehicle disposal needs a second person	Requester refused; manager approves and the vehicle becomes Sold. With the rule switched off the sale completes at once

Dashboard

Rule	What the system does
Cost and fuel tiles follow permissions	'Fuel Cost This Month' appears only with fleet.fuel.view or fleet.cost.view; 'Fuel and Maintenance Cost Trend' only with fleet.cost.view; VIEW sees neither

TCO

Rule	What the system does
Total cost of ownership and replacement analysis need fleet.tco.view	COORD refused; MGR sees TCO figures

Costs

Rule	What the system does
Cost ledger, allocation, leases and expenses need fleet.cost.view	All refused with a permission message

Reports

Rule	What the system does
Each report is gated by its own permission	Fleet Summary, Vehicle Register, Utilization, Document Expiry, Insurance, Odometer run; cost reports need cost.view, fuel need fuel.view, maintenance need maintenance.view, accidents / claims accident.view, fines fine.view, trips trip.view, TCO / Replacement tco.view, Driver Assignment / Driver driver.view; the others are refused. The report catalogue lists only what the user may run

Drivers

Rule	What the system does
Licence, medical and permit details hidden without fleet.driver.view	VIEW sees name, status, vehicle and licence expiry days only; licence number, country, categories, issue date, medical and permit dates are not returned; COORD sees them
Saving a driver needs fleet.driver.view plus create / edit	Both refused with a permission message; SHOP cannot edit driver data it cannot see

Documents

Rule	What the system does
Driver documents (licence scans) hidden from users without fleet.driver.view	Driver documents are not listed; creating one fails 'You cannot see driver documents.'

Fuel Card Statements

Rule	What the system does
Fuel card numbers are always masked	Only the last four digits show ('•••• 4321') everywhere; the full number is never in the list, a tooltip or the API response

GPS / Telematics

Rule	What the system does
Connections, devices and geofences need fleet.configure; secrets are never shown	COORD refused (view only); MGR sees 'has secret' but never the secret, password or token; webhook address is shown once as a path
Public telematics webhook rejects a wrong signature and a wrong key	'The signature does not match.'; 'Telematics connection not found.'; not found for an inactive connection; no events stored

Trips

Rule	What the system does
Trips list needs fleet.trip.view; start / end need fleet.trip.create	VIEW refused on both; DRV cannot open the Trips list but can start and end a trip in the driver app

Fuel

Rule	What the system does
Fuel list needs fleet.fuel.view; logging needs fleet.fuel.create	VIEW refused; DRV can log a fill (also from the app) but the Fuel list is refused
A fill posted to the ledger cannot be deleted	Posted fill: 'This fill is posted to the ledger and cannot be deleted.'; unposted fill is removed, its card statement line goes back to Unmatched
A fuel fill is reviewed by someone other than who entered it	A refused 'Somebody other than the person who entered it reviews it.'; B clears it

Odometer

Rule	What the system does
Logging a reading needs fleet.log; accepting / rejecting needs fleet.edit	VIEW refused (needs fleet.log); DRV can record but the review is refused (needs fleet.edit)

Fines

Rule	What the system does
Fines need fleet.fine.view to see and fleet.edit to change	Without fine.view the list and Vehicle 360 Fines tab ('You cannot see fines.') are refused; fine.view alone cannot create, pay or dispute
A fine's salary deduction needs a different approver	K refused 'Somebody other than the person who asked has to approve it.'; M approves; state Queued
A fine already queued or deducted from salary is locked	'A fine already recovered from salary cannot be changed.'

Accidents

Rule	What the system does
Accidents need fleet.accident.view to see and fleet.log to report	VIEW refused; DRV can report (driver app and screen) but cannot open the Accidents register without accident.view

Work orders

Rule	What the system does
Maintenance data needs fleet.maintenance.view; creating / saving work orders needs fleet.workorder.create	VIEW refused; maintenance.view alone cannot create, save, submit or raise a purchase order

Compliance

Rule	What the system does
Documents, insurance, claims and tyres need fleet.edit to change	All refused; lists still open for fleet.view (documents, insurance) or their view code

Settings / Configuration

Rule	What the system does
Fleet Settings, lookups, workshops and approval rules need fleet.configure	COORD refused (reads still work); MGR saves; changes are in the audit trail

Assistant

Rule	What the system does
Fleet assistant answers cost questions only with fleet.cost.view	VIEW refused; MGR gets the explanation. Questions on next service need only fleet.view

Work order record

Rule	What the system does
A requester cannot approve their own work order	W refused 'Somebody other than the person who asked has to approve it.'; a user without the permission gets 'You cannot approve this.'; M approves and 'Approved by' is M
The approver permission follows the approval rule, not a hard-coded code	6,200 now needs no approval (straight to Approved); 12,000 can be approved only by a holder of the rule's permission
Two people editing one work order, and closed work orders	Second save 'Somebody else changed this work order. Reload it.'; completed / cancelled 'A closed work order cannot be changed.'
Parts already issued from stock cannot be altered or cancelled away	Line locked; cancel refused 'Parts have been issued - return them to stock in Inventory before cancelling.'

Reservations

Rule	What the system does
A requester cannot approve their own pool reservation	X refused 'Somebody other than the person who asked has to approve it.'; Y approves
Cancel is for the requester or a coordinator; a normal user sees only their own bookings	E refused 'Only the person who asked, or a fleet coordinator, can cancel it.' and sees only own bookings; coordinator sees and cancels all

Assignments

Rule	What the system does
A requester cannot approve their own assignment	A refused; B approves and the assignment becomes active

Fleet expenses

Rule	What the system does
A fleet expense above the rule needs a second person	Creator refused; approver approves and the cost is booked once; reject books nothing

Driver app

Rule	What the system does
A driver can only act on their own vehicle and trip	D1: item results not ok 'VHC-... is not assigned to you.' and 'This is not your trip.'; fleet.edit holders may act for any driver

Vehicle form

Rule	What the system does
Two people editing one vehicle	Second save refused 'Somebody else changed this vehicle. Reload it.'; nothing lost from the first save

All screens

Rule	What the system does
Company isolation of fleet records	Every call answers not found (404); lists of B never show A's vehicles, drivers, fines or costs; numbering (VHC-, WO-, FIN-) runs per company
Fleet rows need the app installed and the user to be a member of the company	Refused (not a member / permission) and, for the webhook, 'Fleet is not installed for this company.'

Features

Rule	What the system does
Turning a feature switch off refuses changes and hides menus but keeps records readable	Changes refused with capability_disabled; the Fuel and Fuel Costs menus disappear; existing fills remain readable (reads pass); everything works again after turning on
Each switch owns its routes: Reservations, Trips and daily logs, Fuel, GPS and telematics, Tyres and batteries, Fines accidents and claims, Leases	Only the switched area is refused (e.g. Fines off: new fine, accident and claim refused, Reports > Accidents and Fines menus go); Vehicles, Documents and the rest still work
Vehicles / drivers / assignments and Registration / insurance / permits cannot be switched off	They are listed as always on (no toggle) and the API refuses to disable them

Fields

Rule	What the system does
Field setting 'Police report number' = Required / Hidden	Required: 'Police report number is required by this company.'; Hidden: field not shown and a sent value is refused; Optional restores normal behaviour
Field settings for VIN, Chassis number, Engine number and Vehicle department	Required refuses the save; Hidden removes the field from the form and refuses a sent value; edits (PUT) obey the same rules

Audit

Rule	What the system does
Fleet decisions are audited with who and what	One entry per action (fleet.workorder.approve, fleet.fine.approve_deduction, fleet.fuel.clear, fleet.vehicle.dispose.approve, ...) with user, time and record id; no secret values in the entries

Updated 3 October 2026