Data access

A user’s data access determines what they can and can’t see in MyGeotab. Data access is typically managed by Administrators.

Data access in MyGeotab is governed by groups by default. Users can access data that belongs to their group and any sub-groups within it. This means they can only see users and vehicles that belong to their own group. They won't be able to see users and assets that belong to different groups.

Database administrators can manually configure users’ data access to allow users to access data outside of their assigned groups on the User Edit page.

Modifying users' data access

Learn how to modify a user’s data access to control what they can see and do in MyGeotab.

User data access can only be modified by database Administrators with Everything access.
  1. Navigate to People > Users & Drivers.
  2. Click the user you want to modify in the list.
  3. On the User tab, find the Data access field and click Modify.
    The User Data Access field on the User Edit page.
  4. Use the Advanced groups filter popup window to change the user's data access:
    1. Select the groups that will govern the user's data access.
    2. Use the Operator toggle to set the relationship between the groups you selected.
    3. Click Add new condition to continue to refine the user's access as needed.
      The Advanced groups filter popup that allows you to customize data access for users.
  5. Click Apply filters to close the popup window.
  6. Click Save.
If you try to limit a user's data access to a group that they do not belong to, you will receive a red error message indicating that the user must be added to the group in order to see themselves.

Modifying asset group assignments

Learn how to move assets between groups to control data access.

Users can only see and interact with assets that exist within groups in their data scope. By modifying the groups an asset belongs to, you can control which assets your users can access.
  1. Navigate to the Assets page in the main menu.
  2. Select the asset you want to modify from the list. You can change multiple assets' groups at one time by selecting the checkbox beside each asset's name.
  3. Under the Asset tab, select the group or groups you want to add to the asset under the Groups dropdown list.
    The Asset Information card on the Asset Details page showing the Groups dropdown.
    Note: You can remove assets from a group by clicking the X next to the group name.
  4. Click Save changes.
Your assets' new group assignment will be applied immediately.