User Roles & Permissions

Understanding your access level and capabilities

Rikols uses role-based access to ensure the right people see the right information. Here's exactly what you can do based on your role.

Check your role in Settings Account Information. If you need different access, contact your administrator or Rikols support.

The Three User Roles

Admin - Full System Control

Admins have complete access to the Rikols platform:

• View all departments and vehicles
• System-wide analytics and performance metrics
• Manager performance tracking across all departments
• Executive reporting and compliance dashboards

• Upload vehicle and department files
• Manage bulk data imports and exports
• Data validation and error resolution
• File processing and duplicate management

• View and manage ALL recalls across the entire fleet
• Update recall status for any vehicle
• Access detailed recall information and documents
• Generate reports for any department or vehicle

• View SMS delivery statistics and history
• Monitor notification success rates
• Troubleshoot delivery issues
• Manage SMS settings and configurations

• Create and manage user accounts
• Assign roles and department access
• Department setup and hierarchy management
• Manager assignments and contact information

• Access AI-powered recall prioritization
• View importance scores and safety analysis
• Benefit from intelligent recall sorting
• AI insights and recommendations

Department Manager - Department Focus

Department Managers see only data relevant to their assigned departments:

• Performance metrics for your departments only
• Completion rates and trends for your team
• Department-specific analytics and insights
• Activity feed filtered to your scope

• View recalls only for vehicles in your departments
• Update status for recalls under your management
• Track repair progress and completion
• Generate department-specific reports

• Search within your department's vehicles only
• Filter by your department's recall statuses
• Access to department-relevant documentation
• Performance tracking for your team

• Manage your personal account information
• Update contact details and preferences
• View your department assignments
• Access help and documentation

Uploader - Data Management Specialist

Uploaders focus on getting data into the system efficiently:

• Upload vehicle asset files (Excel/CSV)
• Upload department and user information
• Download sample templates and examples
• Process bulk data imports with validation

• Review upload results and success rates
• Resolve data validation errors
• Handle duplicate vehicle detection
• Ensure data quality and completeness

• Manage personal account settings
• Update contact information
• Access upload history and statistics
• View help documentation for upload processes

Complete Permissions Matrix

Role Change Requests

Need More Access?

Contact your administrator or Rikols support if you need:

• Department Manager Admin access for broader fleet management
• Uploader Department Manager to handle recalls for specific departments
• Additional department assignments for Department Managers

Role Change Process

1. Identify your needs - what additional access would help your work?
2. Contact your admin - internal approval for role changes
3. Submit request - admin can update roles through user management
4. Access updates immediately - new permissions take effect instantly

Choosing the Right Role

Which Role Fits Your Job?

Choose Admin if you:

• Manage the entire fleet or multiple departments
• Need to see system-wide performance and analytics
• Are responsible for compliance and reporting
• Manage user accounts and system configuration

Choose Department Manager if you:

• Manage specific departments or vehicle groups
• Focus on departmental performance and recalls
• Need recall management for your team's vehicles
• Want department-specific analytics and insights

Choose Uploader if you:

• Primarily handle data entry and file uploads
• Maintain vehicle and department information
• Focus on data quality and import processes
• Don't need access to recall management features

Security & Data Access

What This Means for You

• Department Managers cannot see other departments' data - ensuring privacy and focus
• Uploaders cannot access sensitive recall information - maintaining data security
• All roles have secure access controls and audit trails
• Data isolation ensures you only see what's relevant to your responsibilities

Performance Benefits

• Faster loading - you only load data relevant to your role
• Cleaner interface - features you can't use don't clutter your view
• Focused workflow - spend time on tasks you can actually complete
• Better organization - clear boundaries between responsibilities

Role Optimization Tips

Admin: Use the overview dashboard daily to spot trends and prioritize departments Department Manager: Focus on your completion rates and use filters to manage workload Uploader: Master the templates and validation features to ensure clean data imports

Rikols' role system ensures everyone has exactly the access they need to do their job effectively. No more, no less - just right!