Roles & Permissions
Understand role-based access control and how roles affect feature visibility
Roles & Permissions
Yipii Mobility uses role-based access control (RBAC) to determine what each user can see and do within the platform. Each user is assigned one of seven fixed roles that controls their sidebar navigation, feature access, and data permissions.
Available Roles
Admin
Full access to all features, settings, and management tools.
- Can manage users, roles, and invitations
- Can access all fleet management and compliance features
- Can configure automations, AI Admin, and system settings
- Can view and manage billing, subscription plans, and referrals
- Can access all data across the organization
Fleet Manager
Broad operational access for supervisors who manage fleet operations and team members.
- Can manage assets, work orders, and all fleet operations
- Can manage drivers and view team members
- Can access all compliance features (documents, licenses, warranties)
- Can view fleet utilization, diagnostics, and analytics
- Can access reports and procurement features
- Cannot manage system settings or automations
Office Staff
Standard access for administrative team members who handle core fleet tasks.
- Can view and manage assets
- Can create and update work orders and service schedules
- Can manage expenses and fuel logs
- Can conduct and manage inspections
- Can use time tracking
- Cannot access device management, procurement, or compliance features
- Cannot manage users or drivers
Reports Only
Read-only access for users who need to view reports and fleet data without making changes.
- Can view the dashboard and reports
- Can view assets and fleet data in read-only mode
- Cannot create, edit, or delete any records
- Cannot access management or configuration features
Mechanic
Access focused on maintenance-related features for workshop and field technicians.
- Can view and manage work orders
- Can access parts inventory and diagnostics
- Can view service schedules and recalls
- Can use time tracking
- Cannot access procurement, compliance, or user management features
Inspector
Access tailored for users who primarily conduct inspections.
- Can view and complete inspections
- Can use time tracking
- Cannot access other fleet management features
Driver
Simplified access focused on driver-specific tasks.
- Sees a personalized driver dashboard
- Can use time tracking (clock in/out)
- Can view and create fuel log entries
- Can view and complete assigned inspections
- Cannot access asset management, work orders, or other fleet features
Feature Access by Role
The table below shows which features are accessible to each role. "View" indicates read-only access, while "Full" indicates create, read, update, and delete access.
General
| Feature | Admin | Fleet Manager | Office Staff | Reports Only | Mechanic | Inspector | Driver |
|---|---|---|---|---|---|---|---|
| Dashboard (full) | Full | Full | -- | View | -- | -- | -- |
| Dashboard (personal) | -- | -- | View | -- | View | View | View |
| Reports | Full | Full | View | View | -- | -- | -- |
| Assets | Full | Full | Full | View | View | -- | -- |
| Drivers | Full | Full | -- | -- | -- | -- | -- |
| Users | Full | -- | -- | -- | -- | -- | -- |
| Time Tracking | Full | Full | Full | -- | Full | Full | Full |
Fleet Management
| Feature | Admin | Fleet Manager | Office Staff | Reports Only | Mechanic | Inspector | Driver |
|---|---|---|---|---|---|---|---|
| Devices / Models / SIMs | Full | Full | -- | -- | -- | -- | -- |
| Utilization | Full | Full | -- | View | -- | -- | -- |
Maintenance
| Feature | Admin | Fleet Manager | Office Staff | Reports Only | Mechanic | Inspector | Driver |
|---|---|---|---|---|---|---|---|
| Work Orders | Full | Full | Full | -- | Full | -- | -- |
| Service Schedules | Full | Full | Full | -- | View | -- | -- |
| Diagnostics | Full | Full | -- | -- | Full | -- | -- |
| Recalls | Full | Full | -- | -- | View | -- | -- |
| Expenses | Full | Full | Full | -- | -- | -- | -- |
| Fuel Logs | Full | Full | Full | -- | -- | -- | Full |
| Inspections | Full | Full | Full | -- | -- | Full | Full |
Procurement
| Feature | Admin | Fleet Manager | Office Staff | Reports Only | Mechanic | Inspector | Driver |
|---|---|---|---|---|---|---|---|
| Purchase Orders | Full | Full | -- | -- | -- | -- | -- |
| Parts | Full | Full | -- | -- | Full | -- | -- |
| Vendors | Full | Full | -- | -- | -- | -- | -- |
Compliance
| Feature | Admin | Fleet Manager | Office Staff | Reports Only | Mechanic | Inspector | Driver |
|---|---|---|---|---|---|---|---|
| Documents | Full | Full | -- | -- | -- | -- | -- |
| Licenses | Full | Full | -- | -- | -- | -- | -- |
| Warranties | Full | Full | -- | -- | -- | -- | -- |
System
| Feature | Admin | Fleet Manager | Office Staff | Reports Only | Mechanic | Inspector | Driver |
|---|---|---|---|---|---|---|---|
| Automations | Full | -- | -- | -- | -- | -- | -- |
| AI Admin | Full | -- | -- | -- | -- | -- | -- |
| Settings | Full | -- | -- | -- | -- | -- | -- |
Growth
| Feature | Admin | Fleet Manager | Office Staff | Reports Only | Mechanic | Inspector | Driver |
|---|---|---|---|---|---|---|---|
| Referrals | Full | View | -- | -- | -- | -- | -- |
Sidebar Filtering
The sidebar navigation automatically hides items that the current user's role does not have access to. Users only see menu items relevant to their role, keeping the interface clean and focused.
The sidebar is organized into the following groups:
- General -- Dashboard, Reports, Assets, Drivers, Users, Time Tracking
- Fleet Management -- Devices, Utilization, plus Maintenance, Procurement, and Compliance subgroups
- System -- Automations, AI Admin
- Growth -- Referrals
- Yipii Shop -- Accessible to all roles
Dashboard Behavior
The dashboard adapts based on role:
- Admin / Fleet Manager -- Full dashboard with Overview, Analytics, and Reports tabs
- Office Staff / Reports Only -- Dashboard with relevant data views based on permissions
- Mechanic -- Personal dashboard focused on work orders, parts, and diagnostics
- Inspector -- Personal dashboard focused on assigned inspections and time tracking
- Driver -- Personal driver dashboard focused on assignments, fuel logs, and time tracking
Changing a User's Role
Only Admin users can change roles. See User Management for instructions on updating a user's role.
Best Practices
- Follow the principle of least privilege -- assign the minimum role needed for each user's job function
- Use Fleet Manager for supervisors who need broad operational access without system administration
- Use Office Staff for administrative team members handling day-to-day fleet tasks
- Use Reports Only for stakeholders who need visibility into fleet data without edit access
- Use Mechanic for workshop staff who manage maintenance and parts
- Use Inspector for team members whose primary responsibility is conducting inspections
- Use Driver for drivers who need to log fuel, complete inspections, and track time
- Review role assignments periodically when job responsibilities change
- Limit the number of Admin accounts to reduce risk
Related Links
- User Management -- Invite users and assign roles
- Navigation Guide -- Understand how roles affect the sidebar
- Settings -- Admin-only configuration options