Users, fleets, reports, and permissions.

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.

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.

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.

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.

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.

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.

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

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.

Yes.

Reports can be scheduled for automatic dispatch:

• Weekly

• Monthly

• Quarterly

They are sent by email to one or more recipients.

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.

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.