Manage Roles and Groups
Set groups first, put roles in them, tick what each role can see, then copy, reassign, or deactivate without leaving anyone with no access.
Where to find it: Permissions › Roles & Groups.
You only see this menu if your role can manage roles. If it is missing, ask someone who can. Menus you cannot use are hidden, not greyed out.
The structure others copy
A group is a layer on the left. A role is a job inside that layer. People get the role, not the group.
| Group (left) | Roles on this sample | What the screen shows |
|---|---|---|
| Top Level | System Admin | Badge System. 27 users on this sample. |
| Senior Management | Auditor, Operations Manager | Group names belong to the company. These are the sample names. |
| Middle Management | Finance Staff, Regional Manager | |
| Team Lead | Dispatcher | |
| Staff | several roles, including copies of admin |
Gerent was not on the System Admin list in the first picture. A later picture of the Manager menu does show a group named Gerent. The named groups above are this sample's. Another company uses its own names. Ungrouped is the holding area inside Manage Groups, and it is one of the Group choices on Create Role. It is not a group name every fleet has to copy.
The open role was System Admin. Its note reads: “System role. This grid shows the permissions stored for this role. For effective access, see the Permission Matrix.” Visible permission names include Edit Company Profile, Manage API Settings, View Warehouses, Create Warehouse, Edit Warehouse, View Roles & Groups, Create Role, Edit Role, Enable / Disable Role, and Reassign Role.
Step 1: Set groups first
Open Permissions › Roles & Groups, then click the groups control in the left header. It reads Manage Groups. The dialog title is Manage Groups.
What this dialog showed:
- A search box, Search groups or roles, and a + in that toolbar. The + was not clicked, so a new group was not added.
- The sample groups, each with its roles and a user count. Ungrouped is the column on the right. Its hint is Drag roles from here into a group. On this sample it read All roles assigned. Nothing was dragged.
- Cancel and Confirm Update. Confirm Update was not clicked.
The earlier note said Ungrouped cannot be renamed and that deleting a group moves its roles there. The dialog was opened and closed with Cancel. Those rename and delete rules were not rechecked.
Step 2: Review the role's permissions
Click a role on the left. The header shows Active (or Inactive), a pencil (Edit Role), and Permissions / Users.
Filters under the counts: All, Company, Permissions, Workforce, Delivery, Notifications, Insight. Click one to see only that area. A chip can show a count, for example Delivery 22. This sample did not show whether that number is every permission in the area or only the ones already granted.
Above the list, click the magnifier to open Search permissions... – the list narrows as you type. Beside it, Filter & Legend has a Status filter: All, Assigned or Unassigned. Pick Assigned to see only the permissions this role already has.
What each area unlocks
Use the on-screen names. Turn on the view first; add create / edit / delete only if that job must change data.
Company (opens company settings, not the day)
| Permission | What they can do |
|---|---|
| Edit Company Profile | Company properties |
| Manage API Settings | API settings – keep on admin / Manager only |
| View Warehouses | Warehouse list |
| Create Warehouse / Edit Warehouse / Edit Warehouse Route / Preview Warehouse Route | Add and change sites and routes |
| Enable / Disable Warehouse | Turn a warehouse off or on |
Without View Warehouses, the Warehouse menu is hidden.
Permissions (who can change access – keep tight)
| Permission | What they can do |
|---|---|
| View Roles & Groups | Open this page |
| Create Role / Edit Role / Delete Role | Wizard, pencil, Delete Role |
| Enable / Disable Role | The Active switch |
| Reassign Role | Move people when you deactivate or delete |
| Create Group / Edit Group / Delete Group / Reorder Groups | Manage Groups |
| View Users / Add Users / Edit Users / Enable / Disable Users | People on a role, and the Users list |
A dispatcher does not need this area. Permissions stays hidden only while the role has no permission anywhere in it – no role permission, no group permission and no user permission. A role with only Create Group still sees Permissions.
View Roles & Groups, Create Role, Edit Role, Delete Role and Enable / Disable Role are the five administrator permissions. Any one of them opens Roster, Delivery, Insight and Permissions, whatever else you clear. Their buttons all show too, so this is a full administrator, not a wider dispatcher.
Workforce (Roster, leave, fleets, drivers, vehicles)
Click Workforce.
| Permission | What they can do |
|---|---|
| View shift list | Roster menu |
| Create shift / Edit shift / Edit assignment rules / Delete shift / Enable / Disable shift | Build and change shifts |
| View leave list / Create leave request / Revoke leave / Delete leave | Driver Leave |
| View Fleets / Create Fleet / Edit Fleet | Fleets list |
| Register Driver / View Drivers / Create Driver / Track Driver / Enable / Disable Driver / Delete Driver Account | Add a driver, track one, turn an account off or delete it |
| View Vehicles / Create Vehicle / Edit Vehicle | Vehicles |
Roster appears with any Roster or Driver Leave permission, not only a view. Fleets is separate – it needs View Fleets.
Delivery (the day)
Click Delivery to see only this area. Grey text is not granted on this role.
| Permission | What they can do |
|---|---|
| View Run Sheets | Delivery › Run Sheets (list and detail) |
| View Orders | Delivery › Orders |
| Cancel Order / Reschedule Order / Complete Order Manually | Row actions on an order |
| View Order Management | Order Management board |
| Add Pending Order | Add on a pending card |
| Simulate Route / View Simulation Result | Simulate in Results |
| Assign Route | Assign in Results |
| Remove Order / Replace Order | Take off or move an order |
| Reorder Run Sheet Stops | Reorder Stops |
| Shift change / Reschedule run sheet / Cancel run sheet | Sheet actions – Shift change is the permission behind Change shift |
| Abnormal records / View Route Change History | History on the sheet |
Delivery in the left menu appears if they have View Run Sheets or View Orders. Order Management needs View Order Management. Simulate and Assign need those two permissions – without them the buttons are hidden.
Notifications – the bell is always there. Extra permissions only change admin of notifications.
Insight – Insight in the menu, the driver-performance view. Revenue, Driver KPI and Daily Report are separate screens that your fleet may not have switched on, so turning a permission on here does not by itself put one in the menu.
Step 3: Choose permissions for each job
Copy Manager, then change only what this table says to remove. Look at the left panel first – it lists every role your fleet has, grouped:
| Job | Group | Start from | Remove (untick) | Keep |
|---|---|---|---|---|
| Company admin | admin | System role admin | Nothing. Do not edit System. | Everything |
| General manager | Senior Management on this sample | An existing role such as Operations Manager. Copying a role was not run on this pass. | Nothing required. Optional: leave Manage API Settings only if they set APIs | Delivery, Workforce, Company warehouses, Insight |
| Dispatcher | Your ops group | Copy Manager | The whole Permissions area, and Manage API Settings | View Orders, View Order Management, Add Pending Order, Simulate Route, Assign Route, View Run Sheets, Reorder Run Sheet Stops, View shift list, View Warehouses, View Drivers |
| Warehouse only | Your ops group | Copy Manager | Assign Route, and the whole Permissions area | View Warehouses, Edit Warehouse, Edit Warehouse Route |
| Roster only | Your ops group | Copy Manager | Delivery write, and the whole Permissions area | View shift list, Create shift, Edit shift, View leave list |
You'll know a dispatcher is right when they see Delivery and Order Management, and they do not see Permissions.
Step 4: Who has this role
Click Users (next to Permissions). Filter by fleet. A person can have more than one role. This screen lists the people on the role you opened. It does not show how two roles combine.
When the role already has people, the pencil tip reads Edit. Select names, then Save. Discard leaves the list as it was. When the role has no people, that control is a plus, tip Add Users.
Removing someone from this role was not run on this sample. The page does not show what remains from their other roles.
Step 5: The person's own account
A role is a set of permissions; a person is an account. A name appears in Step 4 only after that person has an account. Accounts live on Permissions › Users. Five controls on this page match the five items below:
- Search type picker – the list to the left of the search box switches the search key between Name, Email and Status; pick Status and the box becomes a pick-list.
- Search box – filter as you type by name or email; click Name, Email or Status in the header to sort.
- Create button – top-right, opens Create User (needs Add Users).
- Status column – reads Active or Inactive; an inactive person cannot log in.
- ⋮ Action menu – on each row in the Action column, opens Edit, Deactivate, or Activate (needs Edit Users or Enable / Disable Users). Your own row has no ⋮ menu, so you cannot deactivate your own account from here.
Create an account
Click Create in the top right to open Create User, then in the dialog:
- Fill in Mobile, First name, Last name, Email, Title, Gender and Fleet. Middle name and Birthday are optional.
- Click OK. The person joins the list with no role yet.
- Select their name on a role next, as in Step 4. Until you do, they have an account and no access.
Edit or deactivate an account
Click the ⋮ menu at the end of a person's row:
- Edit opens Edit User – name, contact details, fleet, and a new Password with Confirm Password.
- Deactivate asks you to confirm, then Status reads Inactive. The same menu item becomes Activate, so the account comes back.
Roles in Edit User is a read-only list, and the screen points you at the role instead. Change what a person can do on the role, not on the person. Clicking a role name there opens that role.
Step 6: Compare every role
Click the grid icon at the top of the group list. It reads Permission Matrix.
The page title is Permission Matrix. Back returns to the list. This sample shows 14 roles, 5 groups, 6 modules, and 91 permissions. Columns are roles. System Admin reads 91/91 permissions. Operations Manager reads 31/91 permissions. A blue tick is granted. A cross is not granted. No tick was changed. Module View is the icon at the right of this grid. Opening it shows one row per module. No count was changed.
The matrix compares roles. To change one role's ticks, open that role. This pass did not change a tick from the matrix.
Step 7: Copy a role
Two ways, same idea: start from a role that is already right.
- Duplicate Role – three-dot menu on the role. Same permissions, new name.
- Copy Existing Role – on Create Role. The page was opened and not finished. Step 1 is Start. The two choices are Start from Scratch and Copy Existing Role. Group on this sample lists Ungrouped, Top Level, Senior Management, Middle Management, Team Lead, and Staff. Next was not clicked, so a role was not created. Field-by-field: Create a role.
Copy Manager for a general-manager variant. Copy admin only when the new job needs every view.
Edit Role (pencil) is for name, group, and permissions on a custom Active role. System roles have no pencil.
Step 8: Deactivate and reassign
The Active switch turns the role off (Deactivate Role). New people cannot get it. Current people keep it until you move them.
Open a custom role (System roles cannot be deactivated) and click the Active switch to open the Deactivate Role dialog. Inside, three moves:
- Read the Users count at the top of the dialog. It names them, so you can see who you are about to affect.
- Pick a role under Reassign to to move them somewhere first, for example Manager.
- Confirm Deactivate Role only when the move is right. Cancel if you opened this by mistake.
The label tells you whether the move is required. If everyone on the role also holds another one, it reads Reassign to (optional) and the banner says they keep their other access. If someone has only this role, it becomes a required Reassign to, because deactivating would otherwise leave them with nothing.
Below the picker the dialog lists every permission being removed – Removed, then each module with its count. Expect a long list on a broad role.
If the role has no people, that whole block is absent: no user count, no Reassign to, just the permissions and the confirm.
System roles cannot be deactivated. Activate Role turns a custom role back on.
Step 9: Delete
Delete Role on the ⋮ menu is permanent (the same menu carries Duplicate Role from Step 7). On this picture the dialog is titled Delete Role. It shows Users 3 and Reassign to (optional). The confirm button still reads Delete Role. The Type "DELETE" field is empty. It was not submitted.
Do not delete admin. Prefer Deactivate Role when you might need the job again.
Good to know
- Hidden menu = this login cannot use that view. Turn the permission on for the role, then refresh.
- Changing permissions on Manager changes every Manager at once.
- View opens the menu. Create / Edit / Delete / Assign Route are extra – without them the buttons are hidden.
- A report your fleet has not switched on stays out of the menu however you set it. A missing report is not a broken role.
On this sample the left list shows Top Level, Senior Management, Middle Management, Team Lead, and Staff. People in a role can open only the menus that role allows. A dispatcher check was not run on this pass.
Next steps
- Create a role – Start from Scratch or Copy Existing Role
- What you can see
- A delivery day at a glance