Managing who can access what within your EasyTaxiOffice system is essential for maintaining security, streamlining operations, and ensuring the right people have the right tools at their disposal. This guide explains how roles and permissions work in EasyTaxiOffice, how to configure them, and best practices for administration.

 

What Are Roles and Permissions?

Roles define a set of responsibilities or functions assigned to a user within your EasyTaxiOffice system. Each role comes with a predefined or customizable set of permissions, which determine what actions the user can take and what data they can access.

 

Why Use Roles?

  • Control access to sensitive data

  • Assign tasks and features based on job responsibilities

  • Prevent accidental or unauthorized changes to the system

 

Default Roles in EasyTaxiOffice

EasyTaxiOffice includes several default roles, each designed for common business functions:

  • Admin: Full access to all features and settings.

  • Driver: Access to jobs, schedules, and their profile. Cannot edit or view sensitive data.

  • Customer: Can book rides and view personal booking history.

  • Fleet Operator: Used in conjunction with the Fleet account add-on. Designed for companies that want to outsource some of their bookings to external partners. Fleet Operators can manage the bookings assigned to them but have limited access to the system. They cannot view sensitive financial data or modify core system settings.

Each role can be customized to suit specific business needs.

 

Customizing Permissions

 

How to Access Role Settings

  1. Log in to your Admin Panel.

  2. Navigate to Settings > Roles & Permissions.

  3. Click on the role you want to edit.

 

Editing Permissions

Within each role, you can:

  • Enable or disable access to features (e.g., viewing bookings, editing profiles)

  • Set read/write permissions for various modules

  • Restrict access to reports, financials, or settings

Changes take effect immediately once saved.

 

Adding New Roles

  1. Go to Settings > Roles & Permissions.

  2. Click Add New Role.

  3. Name the role and assign permissions manually.

  4. Save your changes.

Use this feature to tailor access for specialized staff like Marketing Analysts or Fleet Managers.

 

Setting Up Admin Sub-Roles

To enhance access control within the Admin group, you can create sub-roles that segment full administrative privileges into more specific responsibilities. This is especially helpful for larger teams where different admins manage distinct aspects of the business.

Example Sub-Roles

  • Manager: Broad access, including driver and booking management, but limited in settings configuration.

  • Dispatcher: Focuses on managing bookings and assigning drivers.

  • Accountant: Access to financial records and reports.

 

How to Set Up Admin Sub-Roles

  1. Go to Settings > Roles & Permissions.

  2. Click Add New Role.

  3. Name the role (e.g., Manager, Dispatcher, Accountant).

  4. Assign permissions that reflect the role's responsibilities:

    • For Manager: Enable access to drivers, bookings, and schedules. Disable access to system-wide settings or billing.

    • For Dispatcher: Enable access to booking assignment and tracking. Disable access to financials, user management, or configurations.

    • For Accountant: Enable access to invoices, transactions, and reports. Disable access to user management, settings, or booking operations.

  5. Save the role.

  6. Assign the role to the appropriate staff under Users > Edit User.

This approach keeps the flexibility of full Admin capabilities while tailoring access to the specific needs of different administrative team members.

 

Best Practices

  • Use Least Privilege Principle: Give users the minimum access necessary to perform their duties.

  • Review Regularly: Periodically audit roles and permissions to align with staff changes or system updates.

  • Train Staff: Ensure each team member understands what their role allows and restricts.

 

Example Scenario

Suppose your company introduces a new call center team responsible solely for handling incoming customer inquiries and creating bookings over the phone. These staff members should not access financial data, driver management, or system settings. To ensure appropriate access:

  • Create a new role called Call Center Agent

  • Enable access to:

    • Booking creation and modification tools

    • Customer contact information

    • Booking history for follow-up purposes

  • Disable access to:

    • Driver and vehicle management

    • Financial records and reports

    • Role and permission settings

This setup allows call center agents to efficiently support customers while maintaining strict access control over sensitive administrative and financial areas.

 

Troubleshooting Access Issues

If a user reports missing features or denied access:

  1. Verify their assigned role.

  2. Review that role’s permissions.

  3. Update the permissions or assign a different role if needed.

 

Conclusion

Using the Roles & Permissions feature effectively can significantly improve your company’s operational security and efficiency. Tailor roles to fit your business model and revisit permissions regularly to keep your system secure and functional.