Geotab Flexible User Security and Access Control

Flexible User Security and Access Control allows administrators to determine which MyGeotab features, vehicles, drivers, and fleet data each user can access. Permissions can be configured according to an employee’s responsibilities and level of authority.

User access control helps protect sensitive fleet information, reduce unauthorized system changes, and give employees access only to the tools and data needed for their work. It can also make MyGeotab easier to navigate for users with specialized roles.

A security clearance is a collection of permissions that determines which features and functions a user can view or use in MyGeotab. It can control activities such as viewing reports, managing users, editing vehicles, or changing database settings.

MyGeotab includes six standard security clearances: Administrator, Supervisor, Default User, Drive App User, View Only, and Nothing. Each clearance provides a different level of access to platform features and data.

Yes. Administrators can create custom security clearances when the standard options do not match their organization’s roles or workflows. Custom clearances can provide selected permissions without giving the user full administrative access.

Security clearance determines what a user can do in MyGeotab, while data access determines which vehicles, drivers, groups, and records that user can see. Using both controls together provides more precise access management.

Yes. Each user can be assigned a security clearance suited to their responsibilities. For example, an administrator may manage the entire database, while a dispatcher, maintenance employee, or driver may receive more limited access.

Yes. Vehicles and other assets can be organized into groups, and a user’s data access can be limited to selected groups. This allows the user to see only the vehicles relevant to their department, location, region, or responsibilities.

Users generally have access to data belonging to their assigned group and its subgroups. Administrators can organize vehicles, drivers, and other database objects into groups to establish an access structure that reflects the organization.

Yes. A business can create regional groups and configure each manager’s data access accordingly. A regional manager can then monitor the permitted vehicles and drivers without automatically seeing information from other regions.

Yes. MyGeotab supports group structures that can accommodate users with responsibilities across multiple teams, locations, or operational categories. Administrators can configure data access using selected groups and advanced group conditions.

The standard Administrator clearance provides access to all database data and features. Because this role carries extensive authority, it should generally be assigned only to trusted users who need full administrative control.

The standard View Only clearance allows a user to view available data without making changes. The information the user can see may still depend on the groups and data-access permissions assigned to the account.

Yes. A driver can be assigned the Drive App User clearance and appropriate group-based data access. This can provide access to required driving functions without exposing unrelated vehicles, drivers, or administrative features.

Yes. Security clearances can restrict access to administrative and configuration functions. Users who do not have the required permissions cannot perform the corresponding actions, helping reduce unauthorized or accidental changes.

Yes. A dispatcher can be given access to relevant maps, vehicles, and operational tools, while a maintenance employee can receive permissions related to inspections, diagnostics, or maintenance information. Exact permissions depend on how the database administrator configures each clearance.

Yes. Authorized administrators can update a user’s security clearance, group membership, and data access when the person’s role or responsibilities change. Security-clearance updates take effect immediately after they are saved.

Yes. Authorized administrators can archive a user account to prevent further access while retaining associated historical information in the database. Organizations should include this action in their employee offboarding procedures.

No. MyGeotab access controls can support an organization’s security, privacy, and compliance practices, but they do not guarantee compliance by themselves. Each business remains responsible for configuring the platform and maintaining policies appropriate to its legal and operational requirements.

Yes. As a Geotab reseller, GPS Tracking America can help businesses plan groups, assign user roles, configure security clearances, and organize data access according to their fleet structure. Contact us to discuss a MyGeotab access-control setup that fits your organization.