User Roles Details
User Roles Details
A complete list of the roles you can assign to a teammate’s account, what each one lets them do, and who it’s typically for. Roles are assigned by an Admin from the User Roles page on the web dashboard, and a person can hold more than one at a time — combine them to build the exact level of access someone needs.
The names below match exactly what you’ll see when assigning roles in the app — listed in the same order they appear there.
✅ Admin
Available in: Web dashboard, Mobile app
What it does: Full control over your organisation — manage every user account, equipment record, device, transaction, and report; change organisation settings.
Who it’s for: The one or two people at your business who own the Fuellox account end-to-end — typically an owner, general manager, upper management etc. Because this role can change or remove any other user’s access, keep it limited to people you’d trust with the keys to everything.
✅ App Equipment Manager
Available in: Mobile app
What it does: Add, edit, and manage the equipment (vehicles, machinery, tanks) registered to your organisation — including linking equipment to QR codes and updating equipment details.
Who it’s for: Fleet coordinators or workshop staff who are responsible for keeping your equipment list accurate, but don’t need broader admin access.
✅ App Fleet Admin
Available in: Mobile app
What it does: Lets someone manually select equipment when logging a transaction, even on sites where everyone else is required to scan a QR code first.
Who it’s for: Supervisors or senior operators who occasionally need to log a transaction for equipment that can’t be scanned (a damaged tag, a piece of equipment not yet tagged, etc.), without loosening the scan requirement for the rest of the team.
✅ App Qr Manager
Available in: Mobile app
What it does: Create and manage the QR codes used to identify equipment and trigger scans during a transaction.
Who it’s for: Anyone responsible for assigning, replacing, or managing QR codes — often paired with App Equipment Manager.
✅ App User
Available in: Mobile app
What it does: The default role every account starts with. Lets someone log in and dispense fuel, and see their own transaction history.
Who it’s for: Everyone else — drivers and operators who just need to use the dispense terminal day-to-day. Most of your team will only ever need this role.
✅ App Users Manager
Available in: Mobile app
What it does: Can activate/deactivate mobile user accounts and create new users directly from the mobile app.
Who it’s for: A supervisor who manages their team’s accounts on the go, without needing the full web dashboard.
✅ App View Levels
Available in: Mobile app
What it does: View fuel tank level readings and calibration data from the mobile app, plus the connected device list.
Who it’s for: Site staff who need to check tank levels without needing broader equipment or device management access.
✅ App View Transactions
Available in: Mobile app
What it does: View transaction history and dispense records. Read-only — it doesn’t grant the ability to create, edit, or delete anything.
Who it’s for: Bookkeepers, auditors, or managers who need visibility into fuel usage from the mobile app without needing to manage users, equipment, or devices.
✅ CalibrationAdmin
What it does: Administrative oversight of tank calibration across organisations.
Who it’s for: Fuellox/reseller calibration technicians.
✅ Calibration Manager
What it does: Manage calibration work and technicians.
Who it’s for: Fuellox/reseller calibration technicians.
✅ Calibration User
What it does: Perform tank level sensor calibration.
Who it’s for: Fuellox/reseller calibration technicians.
✅ Customer Admin
What it does: The senior administrative role for your organisation. Can create and manage users, assign the Customer Manager role to others, grant password-reset ability, and audit transactions.
Who it’s for: The person who owns user administration for your business day-to-day.
✅ Customer Manage Device
What it does: Manage devices belonging to your organisation.
Who it’s for: Staff responsible for your organisation’s Fuellox hardware.
✅ Customer Manager
What it does: Can create and update user accounts and assign the everyday mobile roles (App User, App Equipment Manager, App Qr Manager, App View Levels, Customer User) to teammates.
Who it’s for: A team lead or office manager who onboards new staff but doesn’t need full administrative control.
✅ Customer User
What it does: A broader operational role than App User — can manage sites, projects, equipment types, and clients, in addition to the standard dispensing access.
Who it’s for: Someone coordinating operations across sites or projects, not just logging transactions.
✅ Manage Device Firmware
What it does: Update and manage firmware on Fuellox hardware devices.
Who it’s for: Technical staff responsible for keeping devices up to date.
✅ Manage Notifications
What it does: Configure notification settings — who gets alerted and for what.
Who it’s for: Whoever owns alerting/notification setup for your organisation.
✅ Reseller Admin
What it does: Administrative access for Fuellox reseller partners supporting their customers.
Who it’s for: Not available for a business to self-assign — used by Fuellox reseller partners.
✅ reset user password
What it does: Grants the ability to send a new password or app-login link to other (lower access-level) users.
Who it’s for: Assigned alongside an admin/manager role for anyone who handles account support for your team.
✅ Tank Calibration
What it does: Create and manage tank level sensor calibration records.
Who it’s for: Technicians performing tank level sensor calibration.
✅ Tank Manager
What it does: Manage tank records and settings.
Who it’s for: Staff responsible for tank configuration.
✅ View Level
Available in: Web dashboard
What it does: The web dashboard equivalent of App View Levels — view tank level readings.
Who it’s for: Office-based staff monitoring tank levels from the web dashboard.
✅ Web QR Display
Available in: Web dashboard
What it does: Create QR codes from the web dashboard.
Who it’s for: Office staff who print or reissue QR tags, as a web-based counterpart to App Qr Manager.
Choosing roles for your team
A few practical patterns:
- A driver/operator → App User only.
- A workshop or fleet coordinator → App User + App Equipment Manager (+ App Qr Manager if they also manage tags).
- A site supervisor → App User + App Fleet Admin, so they can override scanning when needed.
- A bookkeeper or auditor → App View Transactions only — no need for anything else.
If you’re not sure which role a teammate needs, start narrow (App User plus one specific role) and add more later — it’s easier to grant additional access than to work out what to remove from someone who has too much.
Some higher administrative tiers used for platform-wide and reseller administration (FLX Admin, Fuellox staff, Master Admin, Reseller Admin) aren’t available for a business to self-assign. If you need something beyond what’s listed here, contact your Fuellox reseller or support team.