What each role can do
Each portal role comes with a fixed set of permissions. The tables below show, feature by feature, what each of the nine roles can view, create, edit and delete.
Overview#
A portal user has at most one role, and the role decides which features they can use. There are nine roles: the Platform Operator, four tenant roles and four merchant roles. No new roles are added when a role is missing a permission. The fixed set of permissions is corrected instead. Drivers have no portal role and use the Driver App instead. See Roles and permission groups. The role decides which features a user can use. Which records they then see is covered in Which records each user can see.
Permissions#
How to read the tables: V view, C create, E edit, D delete, ✓ may perform the action, — no access. Column headings: Operator = Platform Operator; T- = Tenant and M- = Merchant Owner, Admin, Supervisor (Sup) and Accountant (Acct). Bold names are menu entries. Every cell comes from the permission set of the role. The tables cover the main features, not every menu entry. The Operator column describes a platform team account: a user who holds only the Platform Operator role is refused plan-gated pages and sees most lists empty.
Users and organisations#
| Feature | Operator | T-Owner | T-Admin | T-Sup | T-Acct | M-Owner | M-Admin | M-Sup | M-Acct |
|---|---|---|---|---|---|---|---|---|---|
| Users | VCE | VCE | VCE | V | — | VCED | VCE | — | — |
| Tenants (the tenant's own profile) | VCE | VE | VE | — | V | — | — | — | — |
| Tenant Departments | V | VCED | VCED | — | — | — | — | — | — |
| Merchants (the merchant's own profile) | VE | — | — | — | — | VCED | VCE | — | — |
| Merchant Departments | V | — | — | — | — | VCED | VCED | V | — |
| Customers (tenants the merchant trades with) | — | — | — | — | — | V | V | V | — |
| Audit history of records | V | V | V | V | V | V | V | V | V |
Every role can read the audit history of its own organisation. The API request log is for the Platform Operator only.
Fleet#
| Feature | Operator | T-Owner | T-Admin | T-Sup | T-Acct | M-Owner | M-Admin | M-Sup | M-Acct |
|---|---|---|---|---|---|---|---|---|---|
| Vehicles, Drivers | V | VCED | VCED | V | V | — | — | — | — |
| Cards | V | VE | VE | V | V | — | — | — | — |
| Vehicle models, vehicle tags, fuel types | V | VCED | VCED | — | — | — | — | — | — |
| Petrolimex QR on a vehicle, Petrolimex ID Credential | VCED | VCED | VCED | — | — | — | — | — | — |
| GPS Logs, Fleet Map | V | V | V | V | — | — | — | — | — |
| GPS Provider | V | VCED | VCED | — | — | — | — | — | — |
| Odometer Review | — | ✓ | ✓ | ✓ | — | — | — | — | — |
| Documents | V | VCED | VCED | V | — | — | — | — | — |
| Review Queue (documents, OCR corrections, pump discrepancies) | — | — | ✓ | ✓ | — | — | — | — | — |
| Fleet Maintenance | — | VCED | VCED | VE | — | — | — | — | — |
| Vehicle Types (maintenance schedules) | VE | V | V | V | — | — | — | — | — |
| Adjust a maintenance interval for the tenant's fleet | — | ✓ | ✓ | ✓ | — | — | — | — | — |
| Working Shifts | V | VCED | VCED | V | — | — | — | — | — |
| Assign drivers to shifts | V | VCED | VCED | VCE | — | — | — | — | — |
| Holidays (the tenant's own) | V | VCED | VCED | — | — | — | — | — | — |
| Public Holidays | V | V | V | V | — | — | — | — | — |
GPS provider setup belongs to the Owner and Admin, and review work to the Supervisor and Admin.
Orders#
| Feature | Operator | T-Owner | T-Admin | T-Sup | T-Acct | M-Owner | M-Admin | M-Sup | M-Acct |
|---|---|---|---|---|---|---|---|---|---|
| Purchase Orders, Refuel Orders, Work Orders | V | VCED | VCED | VCE | V | VE | VE | VE | V |
| Approve or reject orders waiting for tenant confirmation | ✓ | ✓ | ✓ | ✓ | — | — | — | — | — |
| Refuel Unblock Queue | — | ✓ | ✓ | ✓ | — | — | — | — | — |
| Notes on records | V | VCED | VCED | VC | — | VCED | VCED | — | — |
A Tenant Supervisor who tries to delete an order is refused. Which order action fits which status is described in Purchase and work order statuses.
Stores and catalog#
| Feature | Operator | T-Owner | T-Admin | T-Sup | T-Acct | M-Owner | M-Admin | M-Sup | M-Acct |
|---|---|---|---|---|---|---|---|---|---|
| Stores, Stores Map | V | V | V | V | V | VCED | VCED | V | V |
| Store Devices | — | — | — | — | — | VCED | VCE | V | — |
| Services, SKUs, Price Lists | V | V | V | V | V | VCED | VCED | V | V |
Tenant roles and the Merchant Accountant can only read the catalog. No tenant role can create, edit or delete a service, SKU or price. A tenant's catalog read is for the API and the AI assistant. The portal's Services, SKUs and Price Lists pages are hidden from tenant users and refuse them. Tenants see a store's prices on the store's own page. That page offers Edit prices, Review & Confirm Prices, Add prices and Configure now only to roles that may perform them. Which partner stores and catalogs a tenant sees: Which stores tenants and drivers can see.
E-vouchers#
| Feature | Operator | T-Owner | T-Admin | T-Sup | T-Acct | M-Owner | M-Admin | M-Sup | M-Acct |
|---|---|---|---|---|---|---|---|---|---|
| Issuance limits | VE | V | V | V | V | VCE | VCE | — | — |
| Campaigns, Unused vouchers | V | VCED | VCED | V | V | — | — | — | — |
| Redemptions | V | — | — | — | — | V | V | — | — |
Tenant Supervisors and Accountants can view campaigns but cannot change them. No tenant role sees redemptions. Merchant users cannot open Documents or Campaigns; Merchant Owners and Admins attach documents to their orders instead. More in Who can do what with e-vouchers.
Finance#
| Feature | Operator | T-Owner | T-Admin | T-Sup | T-Acct | M-Owner | M-Admin | M-Sup | M-Acct |
|---|---|---|---|---|---|---|---|---|---|
| Wallets | VE | V | V | — | V | V | V | — | V |
| Transactions, Ledger Entries, Money Movements | V | V | V | — | V | V | V | — | V |
| Re-issue a failed money movement | ✓ | ✓ | ✓ | — | ✓ | — | — | — | — |
| Receiving Account | V | — | — | — | — | VCED | VCED | — | — |
| B2B Credit Accounts | VE | V | V | V | V | VCE | VCE | — | V |
| Record a B2B credit payment | ✓ | — | — | — | — | ✓ | ✓ | — | ✓ |
| Platform credit lines (tenant menu entry Credit Summary) | V | V | V | — | V | — | — | — | — |
| Grant a credit line, record a repayment | ✓ | — | — | — | — | — | — | — | — |
| Proforma Invoices | VCE | V | V | — | V | VCE | VCE | — | VCE |
| Send and finalise a proforma invoice | ✓ | — | — | — | — | ✓ | ✓ | — | ✓ |
| Accept or dispute a proforma invoice | — | ✓ | ✓ | — | ✓ | — | — | — | — |
| VAT Invoices | V | V | V | — | V | — | — | — | — |
| Unmatched Invoices | ✓ | — | — | — | — | — | — | — | — |
| Funds held on a wallet | V | — | — | — | V | — | — | — | — |
| The organisation's subscription | VCED | V | V | — | V | V | V | — | — |
| Subscription plans and billing periods | VCED | — | — | — | V | — | — | — | — |
The finance reports follow these rows. Spend Summary and the other spend reports need transactions and are for tenant users. Balance & Runway needs wallets, Wallet Statement needs ledger entries and Credit Exposure needs B2B credit accounts. Revenue by Tenant and Sales by SKU need transactions and are for merchant users.
Reports and data#
| Feature | Operator | T-Owner | T-Admin | T-Sup | T-Acct | M-Owner | M-Admin | M-Sup | M-Acct |
|---|---|---|---|---|---|---|---|---|---|
| Vehicle Performance (view and export) | ✓ | ✓ | ✓ | ✓ | ✓ | — | — | — | — |
| Override or recalculate vehicle performance | — | ✓ | ✓ | ✓ | — | — | — | — | — |
| Import History | — | V | V | — | — | V | V | — | — |
The Data Exchange menu appears for roles that can add vehicles, drivers, stores or users. Bulk import is meant for Owners and Admins. See Bulk import from spreadsheets. An Excel export always contains the rows of the list it was taken from. See Export to Excel on list pages.
Rules#
- The permission sets are fixed. They cannot be edited in the portal, and the user form shows role names only, never single permissions.
- The sidebar shows only the features the user's role can open.
- Opening a page or action the role does not allow shows an access-denied (403) page; a few pages, such as Import History, instead return to the dashboard with a message. The user stays signed in.
- Some features also need the organisation's subscription plan to include them: for example Refuel Orders, Work Orders, Documents, GPS Logs, Fleet Maintenance, Vehicle Performance and Campaigns. Without the feature, the page is refused even when the role allows it. See Subscription plans and features.
- Several platform-wide screens, such as the tenant and merchant lists, Reconciliation Reports and Invoice Issuance, appear only for a platform staff account, not for every user with the Platform Operator role.