Admin
Maintains operating organizations, authenticated team membership and scoped access configuration.
Can
- Manage Organizations, team members, Users
- View Loads, transport partners, Vehicles, Drivers, operation receipts
- Fleet Management System
- Roles and access
Who can do what in Fleet Management System
Separate load preparation, fleet reference work and independent release decisions within the operating organization.
How permissions work
Operating ownership
The Dispatcher plans and follows the load, including its stops, assignments and actual movement. Organizational access determines which loads and supporting records each person may use.
Readiness information
The Fleet Coordinator maintains vehicles, driver eligibility references and partner details. The Maintenance Coordinator prepares service and repair evidence for review.
Independent decisions
The Transport Supervisor reviews submitted maintenance release and authorized corrections. The person preparing the request should not substitute their own decision for the independent review.
Evidence access
Operations Analysts inspect scoped performance and action history. Internal and Shared attachment visibility remains subject to the permitted audience for the parent load.
Administrative setup
Admin maintains authenticated team membership and organizational access. Business decision authority is assigned explicitly as part of the operating setup.
Who can do what
| Role | Load planning | Driver and vehicle readiness | Dispatch and delivery | Maintenance release | Exceptions and corrections | Operations evidence |
|---|---|---|---|---|---|---|
| Admin | Edit | View | View | Edit | View | Edit |
| Dispatcher | Edit | Edit | Edit | Edit | Edit | Edit |
| Transport Supervisor | Approve | View | Approve | Approve | Approve | Edit |
| Maintenance Coordinator | Edit | Edit | Edit | Edit | Edit | Edit |
| Fleet Coordinator | Edit | Edit | Edit | Edit | View | View |
| Operations Analyst | View | View | View | View | View | View |
Each role in detail
Dispatcher
Plans loads, checks assignment feasibility and submits maintenance release work before dispatching the intended scope.
Can
- Manage Loads, load stops, load assignments, maintenance plans, record attachments
- View Drivers, Vehicles, vehicle defects, transport partners, review decisions, operation receipts
Starts on: Load Stops by Sequence
Transport Supervisor
Independently reviews maintenance release and authorized corrections while overseeing unresolved operating outcomes.
Can
- Manage review decisions
- View Loads, load stops, maintenance plans, load assignments, Vehicles, Drivers, vehicle defects, transport partners, record attachments, operation receipts
Reviews and approves
- Approve maintenance plans, Loads
Starts on: Load Stops by Sequence
Maintenance Coordinator
Prepares maintenance and repair evidence for the Dispatcher's release submission and the supervisor's decision.
Can
- Manage maintenance plans, vehicle defects, record attachments
- View Vehicles, Loads, load assignments, review decisions, operation receipts
Starts on: Maintenance release review
Fleet Coordinator
Maintains vehicle readiness, driver eligibility references and transport partner information for dispatch review.
Can
- Manage Vehicles, Drivers, transport partners
- View load assignments, Loads, vehicle defects, maintenance plans, record attachments, operation receipts
Starts on: Load Assignments Default List
Operations Analyst
Reviews scoped load performance, decisions and retained action evidence without changing operating outcomes.
Can
- View Loads, load stops, load assignments, Drivers, Vehicles, transport partners, maintenance plans, vehicle defects, review decisions, operation receipts, record attachments
Starts on: Load Stops by Sequence
Set up Fleet Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.