## Users, fleets, reports, and permissions.

#### How do I create a new user?

We recommend that you first create one or more fleets for the organization.

Here’s how to add a user:

- Go to **Settings** (the gear icon at the bottom left).
- Click on **Users**.
- Select **Add new** at the top right.
- Fill in the user’s details:
  - First and last name
  - Email address (unique – used as the username)
  - Mobile number (for password recovery)
  - RFID serial number (optional)
- Link the user to one or more **fleets**.
- Assign permissions according to role.
- Save.

If the user should receive an automatic monthly report, check **Monthly logbook**.

#### What user roles are available?

Automile supports multiple roles with different access levels.

Common roles:

**Driver**
- Sees and manages their own trips.

**Pool car driver / Technician**
- Can check in to vehicles in a fleet.
- Sees and edits only their own trips.

**Administrator**
- Full control over vehicles, fleets, and users.
- Can change permissions and settings.

**Approver**
- Reviews and approves business trips.
- Manages the approval flow.

#### How does access control work?

Permissions can be managed at several levels:
- Organization
- Fleet
- Vehicle
- User

The system is based on the principle that each user should only have access to the information relevant to their role.

#### Examples of common rights

**View trip** – See all trips on vehicles you have access to.
**Edit trips** – Change category, add notes, merge trips.
**View vehicles** – See vehicles in a fleet.
**Edit vehicles** – Change settings, registration number, trip type.
**Change odometer reading** – Adjust odometer reading without full vehicle administration.
**Create driver** – Add new users.
**Edit driver** – Change account information.
**View driver** – See other users in the same fleet.
**View fleet** – Required to generate certain reports.
**View live map** – Access to the live map.
**Approver** – Enables approval functionality.

Rights can be combined to create customized roles.

#### How do I create a fleet?

Fleets are used to group vehicles and users.

Here's how:
- Go to **Settings**.
- Click on **Fleets**.
- Select **Add new**.
- Enter a name (e.g. department or project).
- Add vehicles.
- Save.

Fleets simplify reporting, filtering, and access control.

#### How do organization and structure work?

Automile can be adapted to the company's structure.

An organization can consist of:
- One or more companies
- Departments
- Geographical areas
- Projects

This makes the system scalable for both small and large businesses.

#### How do reports work in everyday life?

Reports can be generated directly in the web portal or app.

They can:
- Be filtered by vehicle, driver, fleet, or time period
- Be exported as **PDF** or **Excel**

Reports are often used for:
- Finance and accounting
- Payroll basis
- Environmental reporting
- Regulatory requirements

#### What types of reports are available?

**Mileage Report**
Includes:
- All trips during the selected period
- Breakdown private/business
- Start and stop address
- Driven kilometers
- Purpose and comments
- Odometer reading at the beginning and end of the period

Complies with the Swedish Tax Agency's recommendations.

**Environmental Report**
Shows:
- Driven kilometers
- Estimated fuel consumption
- CO₂ emissions

Used for sustainability reporting.

**Vehicle Utilization**
Shows:
- Utilization rate
- Idle time
- Driving patterns

Used to optimize the vehicle fleet.

**Congestion Tax**
Shows:
- Passages through toll stations
- Date and time
- Link to trip and category

Can be used for internal charging or reimbursement.

#### Can reports be sent automatically?

Yes.

Reports can be scheduled for automatic dispatch:
- Weekly
- Monthly
- Quarterly

They are sent by email to one or more recipients.

#### How does the approval flow work?

With the role **Approver** a user can:
- Receive business trips for review
- Approve or reject trips
- View the status of submitted journals

The right **View approval flow** provides an overview of when journals were submitted and approved.

#### How do data quality and traceability work?

All data is collected automatically via Automile Box.
- Changes in trips are logged
- Adjustments are saved with history
- Report data is traceable

This ensures transparency and compliance with regulations.