User Management

User Management controls who can access the system, what they can see, and what actions they can perform.
Access is managed using Users, Roles, and Permissions.

Click any of the following links to skip ahead:

• Accessing User Management

• Adding a New User

• Roles

• Permissions

• Role Matrix

• Common Scenarios

Accessing User Management

Navigate to:

TMS → User Management

Tabs available:

• Users – individual accounts

• Roles – permission groupings

• Permissions – individual system actions

Users

The Users tab lists everyone with access to the system.

Fields shown:

• Name

• Email

• Role

• Status

• Verified

• Last Login

• Created Date

Adding a New User

Use Add New User to invite someone to access the system via email.

Steps

1. Go to TMS → User Management → Users

2. Click Add User

3. Select a Role (required)

4. Enter the user’s Email Address

5. Click Send Invitation

Invitation Process

When an invitation is sent:

• The user receives an email with a secure registration link

• The user sets their own password

• The invitation expires after 24 hours

• The assigned role and permissions apply immediately once registration is complete

Role Selection (Important)

• The selected role determines what the user can see and do

• Roles can be changed later if needed

• Users without a role will have no effective access

Users without a role will not have meaningful access until a role is assigned.

Invite User vs Quick Add

• Invite User (recommended): Secure email-based onboarding

• Quick Add: Admin-created account (used sparingly, typically internal)

Best Practices
✅ Always assign the correct role upfront
✅ Use Invite User for customers and external users
❌ Avoid sharing accounts between users
❌ Do not use Admin unless absolutely required

User Status

• Active – User can log in

• INACTIVE– Login blocked (recommended instead of deletion)

Roles

Roles define what a user can do by grouping permissions together.

Role Types

• System Roles

  • Core platform roles (e.g. ICOSAdmin)

  • Limited editing

• Common Roles

  • Customer and operational roles

  • Can be created, edited, and deleted

Creating or Editing a Role

1. Click Add Role or select an existing role

2. Enter:

   • Role Name

   • Description

   • Type (Common / System)

3. Set status

4. Save

Inactive roles cannot be assigned to users.

Permissions

Permissions are individual actions (view, create, edit, delete) tied to system resources.

Each permission includes:

• Name (e.g. vehicles.edit

• Resource (vehicles, customers, apikeys)

• Action

• Category

• Status

• In Use indicator

Creating a Permission

1. Click Add Permission

2. Define:

   • Permission name

   • Resource

   • Action

   • Category

3. Save

Permissions marked In Use are currently assigned to roles and cannot be safely removed without impact.

Role Matrix (Recommended Access Model)

Common Scenarios

Adding a New Staff Member

1. Create user

2. Assign User, Dispatcher, or Operations Manager

3. Confirm login works

Giving a Customer Portal Access

1. Create user

2. Assign Customer role

3. Limit visibility to their own data

Removing Access Quickly

• Set user to Inactive

• Do not delete unless required

Auditors or External Review

• Assign ReadOnly

• No edit or delete permissions

Best Practices
✅ Assign roles, not permissions, to users
✅ Keep System roles tightly controlled
✅ Use Inactive instead of deleting users
✅ Review permissions periodically
❌ Avoid creating “one-off” custom roles unless necessary

Summary
Users = who
Roles = what they’re allowed to do
Permissions = the individual actions
This structure keeps access secure, scalable, and auditable.