You will find a role in your company's list, create a new role with just the permissions it needs, invite a new dispatcher, change their role or add an extra one, deactivate them when they leave and read each change in the audit log.
Go to Admin > Roles & Permissions. Each line shows the Role, the areas it covers (Permissions) and how many people hold it (Users: those given the role directly and those whose job role it is). Use Search roles to find a role by name, and the filter to show All roles, Custom roles or only the built-in System roles (they carry a System badge). Twenty roles show per page.
Click New Role. Type a Role Name (for example Night Dispatcher 2) and a Description. Under Permissions tick what the role may do. The permissions are grouped by area (Bookings, Drivers, Vehicles, Dispatch, Fleet, Compliance, Reports, Settings, Contracts, Zones, Shifts, Users, Maintenance); the counter at the top shows how many you picked, and each group box ticks the whole group.
Click Create Role. The message Role created appears and the new role is at the top of the list.
Click the pencil on your role. Change the name, the description or the ticks (for example add View dispatch) and click Save Changes. The message Role updated confirms it.
Click the pencil on a System role such as Dispatcher. The banner tells you the name and permissions of a system role are fixed, but you can still edit the description. Type a description and click Save Changes; use the role as it is, or create your own role with the permissions you want.
Click the three dots on the role and choose Delete role. One confirmation asks Delete role "..."? Users assigned to this role will lose it. Click Confirm and the message Role deleted appears.
Go to Admin > Settings and open the Users tab. It lists the staff who can sign in to the console with their Role, Status, 2FA and Last sign-in. Drivers and passengers are managed on their own screens.
Click Invite user. Enter the First name, Last name and Email, choose the Role (Dispatcher, Dispatch Manager, Fleet Manager, Compliance Officer or Account Manager) and, if you want, an Extra role from your own custom roles. Click Send invite. The invite is meant to give them a link to choose their own password.
The new person appears in the list as Active, with Last sign-in: Never until they first sign in. If the email could not be sent, the message says so; use Send password link on their row to try again.
Click Change role on their row and pick the new Role. To give them one of your own custom roles on top, open Extra roles (optional), tick it (for example Night Dispatcher 2) and click Save: the message Role changed appears and the role shows as a chip next to their main role. To take it away again, open Change role, untick it and click Save. The new role applies the next time they sign in or their session refreshes.
Click the three dots on their row and choose Deactivate, then confirm. They are signed out everywhere and cannot sign in until you click Activate on their row.
On the roles list the Users column counts everyone who holds the role, whether it was assigned to them or comes with their job role (for example Dispatch Manager shows 2 users). Click the eye icon on a role: Users in: lists the Name, Email and System Role of each person. A role nobody holds says No users assigned to this role.
Go to Admin > Audit Log. Each entry shows the date, the User, the Action (CREATE, UPDATE, PERMISSION CHANGE or DELETE), the Resource, the resource and a short Details line such as "Invited ... as dispatcher". Each staff action is written once, so one invite or role change is one clear line. Use Filter by action, Filter by resource or the search box to narrow it, and Export CSV to keep a copy.
Click an entry such as "Changed role ...: added dispatch:read". The Audit entry window shows the permissions Before and After, so you can see exactly what was added or removed.
If someone lost their link, click the envelope on their row. A confirmation asks Send a password link to ... ? Click Send link to send it, or Cancel and nothing is sent. The audit log records Sent a password link to the email address.
| Mistake | What you see | Fix |
|---|---|---|
| Role without a name | Create Role stays disabled | Type a Role Name |
| Trying to change the permissions of a built-in role | The boxes are locked | Create your own role instead |
| Deleting a role that people still hold | The confirmation warns that they lose it | Change their role first, or accept that they lose it |
| The invite email did not arrive | The message says it could not be sent | Use Send password link on the person's row (it asks you to confirm first) |
| Item | Meaning / rule |
|---|---|
| System role | Built in, name and permissions fixed, description editable |
| Custom role | Created by you, permissions editable and deletable |
| Extra role | A custom role added to a person on top of their main role, chosen when you invite them or later with Change role |
| Deactivate | Signs the person out everywhere until you activate them again |
| Audit entry | Who, what and when, with the permissions before and after |
Can I give a role to a new dispatcher from the console? Yes. Open Settings > Users, click Invite user and choose their role. Later, use Change role to give them another role or add one of your own custom roles on top.
Is every change recorded? Creating, changing and deleting a role, inviting, changing, deactivating a user and sending a password link are written to the Audit Log with who did it and when; role changes also show the permissions before and after.
GridX FMS runs this whole workflow. See what GridX FMS does and what it costs, or browse all step-by-step guides.