Permissions and access
Understand roles, visibility groups, and why a feature or record may be hidden.
What is a permission?
A permission is the smallest unit of access in Trakngo: one specific action, such as viewing vehicles, editing maintenance, exporting reports, or managing billing.
Permissions are not granted to people directly. They are collected into a role, the role is assigned to a user, and visibility groups then narrow which records that user can apply those actions to. Your effective permissions are the combined result.
Two layers control access
What can you do?
Permissions grant actions such as view, create, edit, delete, acknowledge, export, purchase, or manage.
Which records can you see?
Visibility groups limit users to selected vehicles, assets, drivers, geofences, and users.
Why a feature is missing
- The menu item is absent: your roles do not grant access to that feature.
- The page shows Permission denied: you reached a route without its required permission.
- The page opens but a record is absent: compare your visibility groups with the record.
- A button is missing: you may have view permission without the related manage action.
Resolve an access issue
- Note the exact page, missing action, and affected fleet record.
- Ask an organisation admin to open your user and review effective permissions.
- Check your assigned roles for the required action.
- Check your visibility groups for the affected record.
- Refresh the page after access is updated.
Restricted administrative actions
Group-restricted users cannot manage role definitions, manage alert rules, or claim new hardware even when broader operational permissions are present. These tasks require organisation-wide administration.
Do not grant full Admin access solely to expose one button. Create a focused custom role when appropriate, and preserve visibility restrictions.