Organisation Settings & Permissions

Manage users, control access by role, and maintain audit logs for compliance and accountability.

Key Benefits

Eliminate data security risks with granular role-based access control-each person sees only what they need

Dispatchers see trips and drivers. Finance sees only fuel and expenses. Drivers see only their own assignments. Zero sensitive data leakage. Compliance proven.

Prevent costly data errors and fraud through role-based edit restrictions and approval workflows

Only managers approve leave. Only finance approves expenses. Only admins delete data. Segregation of duties prevents mistakes and fraud.

Pass regulatory audits instantly with complete, unchangeable audit trail of every data change

Trip modified? Expense approved? Leave denied? Every change logged with user ID, timestamp, old/new values, and reason. DVSA inspection? Audit ready immediately.

Scale to 500+ users across 20 locations with consistent governance-no chaos, no exceptions

Define role templates once (dispatcher, manager, technician, finance). Apply to new depots automatically. Policy consistency maintained as you grow.

Cut new hire onboarding from days to hours with pre-built role templates and instant access

New dispatcher hired? Assign "dispatcher" role. Instant access to trips and drivers. No manual permission configuration. Ready to work on day one.

Reduce user management overhead by 80% through bulk import and single sign-on

Bulk-import users from Active Directory or HR system. SSO means no password resets. Users log in with company credentials. Admin overhead eliminated.

Operate independent franchises with complete data separation while maintaining HQ visibility

Each franchise is separate organisation with independent data. HQ sees aggregate metrics and compliance rolls-up. No cross-franchise data contamination. Perfect isolation.

Detect and prevent unauthorised access through login tracking and automatic session timeouts

See who logged in, when, and from which device. Automatic logout after inactivity. Suspicious login patterns flagged. Data exposure prevented before it happens.

How It Works

Create roles and define permissions

Admin defines roles (dispatcher, driver, manager, technician). Assigns permissions per role.

Assign users to roles

New user created. Assigned to role. Automatic permission grant. User logs in immediately.

Monitor activity

Admin reviews audit logs. Sees who changed what. Can trace any data change to user and timestamp.

Update permissions as needed

Role responsibilities change? Update role definition. Automatically applied to all users in that role.

Core Capabilities

Role-based access control (RBAC)

Audit logging

Bulk user import

Single sign-on (SSO)

Session management and timeout

Multi-organisation support

Organisation Settings & Permissions

Control exactly who can see what and do what. Role-based access keeps sensitive data secure while letting teams do their jobs without friction.

Real-World Use Cases

Dispatch centre management

Dispatch team can create and assign trips. Managers can view all trips and make changes. Drivers see only assigned trips. Clear hierarchy.

Financial controls and segregation of duties

Dispatcher creates expense claim. Finance reviews and approves. Driver can't approve own claim. Prevents fraud.

Compliance audit preparation

Regulator requests audit trail of all changes. Export complete audit log. Every change documented. Demonstrates governance.

Third-party integration security

Integrate with customer portal. Create API key scoped to read-only trip status. Customer can't modify data or see other customers.

New depot launch

New depot added to network. Assign depot manager role. Bulk import local staff. Automatic permission grant. New depot operational immediately.

Data access incident investigation

User suspects data was changed without authorization. Review audit log. Identify when change was made and by whom. Reconstruct event.

Improve Operational Control with Smarter Access Management

Data security risks and operational chaos multiply without proper access control. Dispatchers see sensitive driver documents they shouldn't. Finance staff can delete trip records. Multiple people make changes and no one knows who did what. Fraud happens silently. Regulatory audits fail.

FleetYes's organisation settings and permissions lock down access while keeping operations smooth. Role-based access means each person sees exactly what they need. Approval workflows enforce segregation of duties. Every change is logged with a timestamp and user ID. Audits are pass-ready instantly.

The result is immediate: data security proven, compliance audits pass, fraud prevented, and zero "why didn't we see that coming?" moments. Your operation is governed, protected, and audit-ready.

Integration & Compatibility

Multi-tenancy framework

Support for multiple organisations with separate data silos. Used by franchise networks and group operators.

Audit log export

Export audit logs to compliance systems or data warehouses. Support forensics and compliance investigations.

Mobile app access control

Same permissions apply on mobile app. Users see same data and capabilities on mobile and web.

Incident and security response

Audit logs accessible during security incident investigation. Identify unauthorized access or data changes quickly.

Control Access and Keep Your Data Secure

Role-based permissions ensure the right people see the right data. Audit trails prove compliance. Security without friction.

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