Understanding the three roles
Fleet by Elevera uses a role-based access system with three distinct roles. Every user belongs to exactly one role within your organization.
| Role | What they can do |
|---|---|
| Owner | Full access to everything — dashboard, incidents, vehicles, analytics, users, settings, billing, audit, and all feature-gated sections. The owner sees every piece of data and can configure the entire platform. |
| Dispatcher | Day-to-day fleet operations — managing shifts, reviewing inspection photos, handling incidents, creating jobs, and viewing vehicles and drivers. Dispatchers cannot access billing, organization settings, audit tokens, or module configuration. |
| Driver | Mobile-only access through the Fleet Go app — starting and ending shifts, taking inspection photos, reporting incidents from the road, and viewing their own shift history. Drivers do not access the web dashboard. |
An organization can have multiple owners and multiple dispatchers. There is no limit on the number of users in any role, though your subscription plan may cap total user seats.
Adding a new user
Click the Add User button in the top-right corner of the Users page. A modal opens with the following fields:
| Field | Required | Description |
|---|---|---|
| Full name | Yes | The user's display name shown throughout the platform — in tables, shift assignments, incident reports, and the sidebar. |
| Yes | Used for login and all system notifications. Must be unique across the organization. | |
| Role | Yes | Choose Dispatcher or Driver from the dropdown. This determines what the user can access (see roles table above). You cannot create another Owner from this form. |
| Phone | No | The user's phone number. Displayed in the user table and profile. For drivers, this is used for Fleet Go app notifications. |
| Set password manually | No | By default, Fleet generates a secure temporary password automatically. Check this box if you prefer to set a specific password for the user. |
- Click Add User and fill in the required fields.
- Choose whether to let Fleet generate a password or set one manually.
- Click Create. A success screen appears with the temporary password.
- Copy the password immediately — it is displayed only once and cannot be retrieved later. Share it securely with the user so they can log in.
- Click Done. The new user appears in the table and can sign in right away.
The temporary password is shown only once after creation. If you close the dialog without copying it, you will need to use the Reset Password action to generate a new one.
Search and filters
The Users page provides a sticky toolbar at the top with search and multiple filter layers to help you find users quickly.
Search bar
Type in the search field to instantly filter by name, email, or phone number. The search is live — results update as you type.
Role filter
A row of pill buttons lets you filter by role. You can select multiple roles at once:
- OWNER — purple badge
- DISPATCHER — orange badge
- DRIVER — green badge
Click a role pill to toggle it on or off. When active, the pill turns orange and only users with that role are shown.
Status filter
Filter users by their account status:
- All — show every user (default)
- Active — only users with active accounts
- Inactive — only deactivated users
Shift filter
Filter drivers by their current shift status:
- All — show every user regardless of shift (default)
- On Shift — only drivers currently on an active shift (shown with a pulsing green dot)
- Off Shift — only drivers not currently on a shift
The shift filter is especially useful during operating hours to see which drivers are currently active and which are available for assignment.
Active filter chips
When any filter is applied, coloured chips appear at the top showing each active filter. Click the X on any chip to remove that specific filter, or click Clear All to reset everything at once.
A results count below the filters always shows "Showing X of Y" so you know how many users match your current view.
User table
The table displays all users matching your current filters. Every column except Phone and Actions is sortable — click any column header to sort ascending, click again for descending.
| Column | What it shows | Sortable |
|---|---|---|
| User | Avatar, full name (bold), and email address (grey) below | Yes — sorts alphabetically by name |
| Role | Colour-coded badge — purple for Owner, orange for Dispatcher, green for Driver | Yes — groups by role name |
| Phone | Clickable phone number (opens your device's phone app), or a dash if not set | No |
| Status | Green dot + "Active" or grey dot + "Inactive" | Yes — active users first or last |
| Shift | For drivers: green pulsing badge "On Shift" or grey badge "Off Shift". For non-drivers: a dash | Yes — on-shift drivers first or last |
| Created | Date the user was added to the organization | Yes — oldest or newest first |
| Actions | Toggle switch and kebab menu (see below) | No |
Row highlighting
Drivers who are currently on an active shift are visually highlighted with a green background tint and a green left border. This makes it easy to spot at a glance who is currently on the road, even without using the shift filter.
Table actions
Each row has two action controls that you can use without opening the user drawer:
Toggle switch — Activate or deactivate the user's account directly from the table. Toggling a user to inactive shows a confirmation dialog first. The switch animates to reflect the status change.
Kebab menu (three dots) — Click to reveal additional actions:
- Reset Password — Generates a new temporary password. A modal displays the password with a copy button. This password is shown only once — copy it before closing.
- Delete User — Permanently removes the user from the organization (with a confirmation dialog). This option is not available for Owner accounts or your own account.
Deactivating a user revokes their access immediately but preserves all their historical data (shifts, incidents, reviews). Deleting a user permanently removes their account. In most cases, deactivation is the safer choice.
User detail drawer
Click any row in the table to open a detail drawer that slides in from the right. The drawer provides a quick overview of the selected user and access to common actions.
Drawer content
The drawer displays:
- Avatar and name — large profile picture (or initials) with the user's full name and email
- Role — colour-coded badge matching the table
- Phone — clickable phone number, or "No phone" if not set
- Status — green or grey dot with Active/Inactive label
- Created — full date the account was created (e.g., "April 15, 2026")
Drawer actions
At the bottom of the drawer, two buttons are available:
- Edit User (orange button) — Opens the full user profile page where you can update all user details including name, contact information, and role. This requires the
advanced_user_admin_enabledmodule. - Deactivate / Activate (outlined button) — Toggle the user's active status. Deactivation shows a confirmation dialog. Activation takes effect immediately.
Click anywhere on the blurred backdrop or the X button to close the drawer.
User profiles and role-specific statistics
Each user's profile page shows information relevant to their role:
- Owner profiles display organization-level activity: last login, settings changes, and module activations.
- Dispatcher profiles show operational statistics: number of shifts reviewed, incidents handled, average review time, and the number of active assignments.
- Driver profiles display driving statistics: total shifts completed, inspection compliance rate, incident count, average shift duration, and their current risk score.
These statistics help you evaluate performance, identify training needs, and make informed staffing decisions.
Editing user details beyond the initial setup — such as changing a user's name, contact information, or role — requires the advanced_user_admin_enabled module. Enable it in Settings → Modules if you do not see the edit option.
Changing a user's role takes effect immediately. If you downgrade a dispatcher to a driver, they will lose web dashboard access the next time their session refreshes.
Removing users
To remove a user from your organization, click the kebab menu (three dots) on their row in the table and select Delete User, or open their profile page and select ... → Remove user. Removing a user:
- Revokes their access immediately
- Permanently removes their account from the organization
- Frees up a user seat on your subscription
You cannot delete yourself (the last remaining owner) or other Owner accounts from the kebab menu. If you need to transfer ownership, add the new owner first, then have them remove your account.
Why role structure matters
- Fleet by Elevera uses three clearly defined roles because fleet operations have distinct responsibility layers. Owners set strategy and control billing; dispatchers execute daily operations; drivers focus on the vehicle and the route.
- Giving the right people the right access prevents costly mistakes. A dispatcher who accidentally changes billing settings or a driver who accesses incident cost data creates confusion and liability.
- The role system also simplifies onboarding: new team members only see what they need, reducing training time.
Recommendations
- Keep at least two active Owner accounts. If the sole owner loses access, no one can manage billing, modules, or user accounts until Elevera support intervenes.
- Deactivate users immediately when they leave the organization. Inactive accounts cannot log in, but their historical data (incidents, shifts, reviews) is preserved for audit purposes.
- Name your users consistently (e.g., always "First Last" format). This makes the users list scannable and incident reports professional.
- Review active users monthly. Stale accounts (users who haven't logged in for 30+ days) may indicate onboarding issues or team members who need a refresher.