Security clearances

Security clearances in MyGeotab manage a user's access to features and data. They determine what a user can view and interact with.

Security clearances control what users can see and do in MyGeotab. They are key to managing user access, ensuring data security, and maintaining compliance.

Clearances are assigned to users in the User Edit feature, but managed using the Clearances page. The Standard Security Clearances sheet gives a short description of each clearance for reference.

MyGeotab offers six standard security clearances:

  • Administrator: Provides access to all data and features.

  • Supervisor: Cannot manage groups, clearances, and users, and cannot change global system settings.

  • Default user: Primarily used for asset tracking.

  • Drive App user: For drivers who use the Drive App for HOS (Hours of Service).

  • View Only: Can view all data but cannot make changes.

  • Nothing: Cannot access any features.

To add or update clearances, from the main menu, navigate to People > Clearances.

Assigning clearances to an existing account

Assigning a new clearance to an existing user account overwrites their previous clearance and updates their user access.

  1. Navigate to People > Users & Drivers in the main menu.
  2. Select one or more users to edit.
  3. Under the User tab, use the Security Clearance dropdown menu to select the clearance you want to add to the user's account.
    The Edit User page showing the Security clearance field.
  4. Click Save.
Security clearances are updated immediately.

Custom clearances

Custom clearances allow you to tailor user access to your specific user roles.

If the six default clearance types available in MyGeotab do not meet your needs, you can create custom clearances to match user access settings to your user roles. Custom clearances are created by adding sub-clearances under the existing default clearance types. This is done on the Security Clearance Edit page.

Once added, a custom clearance becomes available in the Security Clearance dropdown on the User Edit page. It can then be applied to users, but it must be assigned before it takes effect.

Creating custom clearances

Create custom clearances to match user access settings to your user roles.

  1. Navigate to People > Clearances in the main menu.
  2. Select a parent clearance from the list.
    Note: Parent clearances do not need to be one of the six default clearances available. You can also create a sub-clearance from an existing sub-clearance.
  3. On the Security Clearance Edit page, click the Add Sub-Clearance button.
    The Security Clearance Edit page showing the option to add a Sub-Clearance.
  4. Enter a Name for the sub-clearance.
  5. Select the features this clearance can access.
    A sample security clearance edit page.
  6. Click Save.
Your new custom clearance will now be available to select when adding or editing users.