Managing team access

Use roles to choose what each person on your team can do in Traknova.

A role is a group of responsibilities. For example, a Dispatcher role might let someone manage bookings and customers, while a Fleet Manager role might also let them manage vehicles and tracking devices.

Permissions are the actions that users are able to do. You choose the permissions for a role, then give that role to the appropriate team members.

You will only see options that are available to your company.

Create a role

1. Open Team from the main menu.
2. Select Roles.
3. Select Add Role.
4. Give the role a clear name, such as Dispatcher or Fleet Manager.
5. Add a short description so other people know who the role is for.
6. Select Save.
7. Turn on the actions that people with this role should be able to perform.

Choose only the access that the person needs for their work. Changes take effect as soon as you save them.

Change a role

1. Go to Team > Roles.
2. Select the role you want to change.
3. Update its name or description if needed.
4. Turn access on or off using the switches.

Anyone who already has the role receives the updated access.

Give someone a role

1. Go to Team.
2. Select the team member.
3. Find Roles on their profile.
4. Turn on the role or roles they need.

A person can have more than one role. For example, someone can be both a Dispatcher and a Fleet Manager.

Remove someone's access

Open the team member's profile and turn off the role they no longer need. Their other roles are not affected.

If you only need to remove one responsibility from several people, update the role instead. Everyone with that role will receive the same change.

Delete a role

1. Go to Team > Roles.
2. Select the role.
3. Select Delete and confirm.

Deleting a role removes that role from everyone who has it. Check who uses the role before deleting it.

Some roles are set up and protected by Traknova. These are marked System and cannot be deleted. Contact Traknova Support if a system role needs to change.

Choosing the right access

The names shown in Traknova describe what each option allows. Available options can include:

Access	What it allows
Bookings	Create, change and cancel bookings
Booking reminders	Manage reminders sent for bookings
Customers	View and manage customer records
Live tracking	View live locations and journey history
Tracking devices	Manage trackers, SIM cards and beacons
Dash cameras	View and manage dash camera information
Geofences	Create and manage geofence areas
Notifications	Manage alerts, contacts and notification history
Vehicle controls	Use supported controls such as lock, unlock, horn and lights
Immobiliser controls	Immobilise or mobilise supported vehicles
Team	Invite people and manage roles
API keys	Create and manage API keys

Immobiliser controls can stop a vehicle from being driven. Only give this access to trusted people who are trained to use it safely.

Suggested roles

These examples are starting points. Adjust them to match how your team works.

Fleet Manager

For someone responsible for most day-to-day fleet work. This may include bookings, customers, vehicles, tracking, geofences and notifications.

Dispatcher

For someone who manages bookings and customers but does not manage team members, devices or sensitive vehicle controls.

Field team

For someone who installs or manages vehicles and tracking devices. Add vehicle controls only when their job requires them.

If something does not look right

A team member cannot see something they need

1. Open their profile and check that they have the correct role.
2. Open the role and check that the required access is turned on.
3. Ask the team member to refresh Traknova.
4. Contact Traknova Support if the option is still missing.

An access option is not listed

Only options available to your company are shown. Contact Traknova Support if you believe something is missing.

You cannot open Roles

You do not currently have access to manage the team. Ask another person who manages your Traknova account or contact Traknova Support.

You cannot delete a role

Check whether the role is marked System. System roles cannot be deleted. Contact Traknova Support if you need help changing one.