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    X4Fleet Help Center

    User Roles & Access Control

    Explanation of the available user roles in X4fleet. Typically, the basic roles Admin, Dispatcher and Driver are assigned and supplemented with additional roles.

    Role Definitions

    Roles are implemented additively, so users can hold multiple roles simultaneously.

    RoleCategoryDescription
    SuperadminXplanis InternalFull system access; only for Xplanis staff
    AdminAdminFull access; no access to superadmin functions
    DispatcherOperationalTour planning, dispatch, shipment management
    Read-onlyRead-onlyRead access to all standard pages
    Read-only with messagesRead-onlyRead-only + can use messages
    Read-only without vehiclesRead-onlyRead access, vehicle master data hidden
    ClerkMaster dataCan create/edit master data, limited operational actions
    Clerk without vehiclesMaster dataClerk access, vehicle master data hidden
    Measurement dispatcherSpecializedManagement of IoT measurement data service
    PickingSpecializedPicking workflow
    Helper (Resource planning)SpecializedPlannable unit in resource planning, analogous to driver, no other system access
    Import GatewaySpecializedInterface user, allows authentication via Gateway (REST API)
    Depot userSpecializedDepot user workflow
    WebOrder UserWebOrderAccess to the web ordering portal
    WebOrder AdminWebOrderWeb ordering portal with configuration management
    OrderApp UserOrderAppOrder app user (legacy)
    OrderApp BuyerOrderAppOrder app buyer (legacy)
    OrderApp GlobalOrderAppOrder app admin (legacy)
    DriverDriverDriver app access, no access to web application
    Driver globalDriverDriver access, with access rights for all tours

    General Access — All Web App Users

    The following applies to all roles that access the web application (i.e. all roles except Driver, Driver global and the OrderApp roles):

    • Login & Authentication — incl. 2FA, if configured
    • Password change at first login, if required
    • Profile / account settings — own account data

    Page & Function Access

    Pages not listed in a role's access are hidden from navigation by default and not accessible (HTTP 403 or redirect).

    Page / FunctionSuperadminAdminDispatcherRead-only*Clerk*Measurement dispatcherPickingWebOrdering*
    Monitoring✓✓✓✓✓———
    Messages✓✓✓Read-only with messages only————
    Shipment review (Monitoring)¹✓✓✓status only²status only²———
    Deployments✓✓✓✓✓———
    Orders✓✓✓✓✓———
    Dispatch✓✓✓✓✓———
    Reports✓✓✓✓✓✓—✓
    Order search✓✓✓—————
    User management✓✓✓———✓WebOrder Admin only
    Settings✓✓——————
    Superadmin area✓———————

    Read-only* = Read-only, Read-only with messages, Read-only without vehicles
    Clerk* = Clerk, Clerk without vehicles
    WebOrdering* = WebOrder User, WebOrder Admin
    ¹ Only available if the Shipment review module is activated for the group.
    ² Review status is displayed only, without the review action. Applies to Read-only, Read-only with messages and Clerk; for Read-only without vehicles and Clerk without vehicles the shipment review is hidden.

    If a user has several roles, the most extensive access applies. Exceptions:

    • Shipment review: If a user also has a read-only role or a role "without vehicles", the shipment review is restricted, even if another role would allow more.
    • Messages: A user who only has the Read-only with messages role sees only the current group in the messages.

    Module-Dependent Pages

    These pages only appear if the corresponding module is activated for the group.

    PageRequired moduleAllowed roles
    QuotesQuotesAdmin, Dispatcher
    TradeTradeAdmin, Dispatcher
    WebOrdersWebOrdersAdmin, Dispatcher, WebOrder User, WebOrder Admin
    InvoicesInvoicingAdmin, Dispatcher (not for subcontractor groups)
    PickingPickingAdmin, Dispatcher, Picking
    MeasurementsIoT Measurement ServiceAdmin, Dispatcher, Measurement Dispatcher
    Trip overviewTrip OverviewAdmin, Dispatcher
    ADR (Dangerous goods)ADRAdmin, Dispatcher
    Price catalogsPrice CatalogsAdmin, Dispatcher
    Position rulesPosition RulesAdmin, Dispatcher
    GC rateGC RateAdmin, Dispatcher

    Master Data Sidebar

    The sidebar in master data displays different areas depending on the user role.

    AreaSuperadminAdminDispatcherRead-only*Clerk*Measurement dispatcherPickingWebOrdering*
    Master data (general)✓✓✓✓✓✓—✓
    Customers / Contacts / Locations✓✓✓—✓✓—✓
    Location management✓✓✓✓————
    Data below locations (inventory history, PIDX mapping)✓✓✓——✓—✓
    Items✓✓✓✓✓———
    Users———————WebOrder Admin only

    Specialized & API-exclusive Roles

    Driver / Driver global

    • Web interface: No access
    • Access via: Driver app

    OrderApp roles (OrderApp User, OrderApp Buyer, OrderApp Global)

    • Web interface: No access to standard web application
    • Access via: Order app web interface (legacy, functionality largely discontinued)

    Measurement Dispatcher

    • Access to the Measurements page
    • Access to Reports
    • No access to Tours, Shipments, Dispatch, Settings

    Picking

    • Picking-only users: Redirected; see only the picking page
    • Picking + WebOrdering users: Same restriction, see only picking page or WebOrder page — no access to standard pages
    • Picking combined with Admin/Dispatcher: Normal access + picking page

    Import Gateway

    • Gateway authentication to execute interface interactions such as import/export
    • No access to web application

    Helper (Resource planning)

    • Defined in the system; supplements resource planning with the "helper" entity
    • No access to web application

    Depot user

    • Access via driver app, no access to web application
    • Restricts the driver view to the depot workflow