MediRoutes Roles and Permissions

MediRoutes has updated the way Roles and Permissions are assigned to users. This article will walk through how to create your users and will explain how the new permissions apply to Desktop and Web Access.

User Permissions Overview

Effective 12/9/2024, user permissions will be managed based on assigned roles. Six default roles are available, and users can be assigned to multiple roles as needed. Each role includes 11 distinct permissions defining specific system access. Additionally, each account can create custom roles to tailor permissions, ensuring users have the precise access needed.

Users without an assigned role will have no access to the system. Assigning a role grants the user the permissions associated with that role.

For example, a user with the "Dispatcher" role can view, edit, and schedule trips but cannot access the mobile app. If you assign both "Dispatcher" and "Driver" roles to the user, they retain their dispatch abilities and gain mobile app access, as provided by the "Driver" role.

Default Roles

• Admin: The Admin role grants unrestricted access to all system areas.
• Dispatcher: Allows viewing and editing of trips, schedules, and fleet information, supporting day-to-day dispatching activities. Dispatchers cannot access billing, funding sources, reporting, user creation, or system settings.
• Driver: Grants access to the mobile app, mirroring the desktop application’s driver role. Users with only this role cannot access the desktop application.
• Facility User: Restricted to viewing and editing trips and using the "Where's My Ride" feature. For facility users, it’s recommended to limit access further by specifying permitted funding sources.
• Operations Manager: Provides access to all areas except the "Billing and Payments" section, where you manage your MediRoutes bill. Operations Managers can view, but not edit, users and funding sources.
• Billing Access: Grants limited access to edit account profiles and update billing information only.
  
  

Permissions

Roles are composed of specific permissions, each granting limited access to a particular function. This allows you to create custom roles with precise control over user access.

For example, the "Dispatcher" role includes five key permissions essential for dispatch tasks:

• Dispatch: Grants access to scheduling.
• Fleet: Allows editing of routes and vehicles.
• Timekeeping: Enables viewing and adjusting timecards if used.
• Trip Management: Permits viewing, creating, and editing trips as needed.
• Where’s My Ride (WMR): Allows use of the WMR feature if needed.

Users with "Can Edit" access have full control to modify any part of that section. "View Only" access allows data viewing only, with no editing capabilities.

Permissions Descriptions

• Billing & Payers: Access to billing and funding sources, allowing the addition of new funding sources, configuration of settings, addition of billing items, and rate adjustments.
• Dispatch: Provides access to scheduling and dispatch functions, including route editing, trip scheduling, and vehicle monitoring.
• Driver App: Grants mobile app access and login capability. The user will appear as an available driver in route setup and reporting.
• Fleet: Allows configuration of routes, vehicles, and space types, as well as adjustments to vehicle groups and capacities.
• My Account: Provides access to the billing and payments section of MediRoutes and the ability to edit your company profile.
• Reports: Enables access to reports in both desktop and web applications, excluding Timekeeping reports.
• Settings: Grants access to the "Data => Other => Settings" section of the MediRoutes desktop and adjustment of the branded "Where’s My Ride" link from the web application.
• Timekeeping: Allows access to Timekeeping reports in the MediRoutes web application.
• Trip Management: Access to the Home page, customer search, and locations tabs on the desktop, as well as the passengers and trips pages on the web. Allows user, trip, and location creation/editing.
• Users: Permits creating and editing users on both desktop and web applications. Users with edit access to this section can modify permissions, effectively granting full system access.
• Where’s My Ride: Provides access to WMR on both desktop and web applications.

The chart below indicates the sections of the web application each permission grants access to, and a similar chart is available for the desktop application.

Creating Custom Roles

The default roles cover typical permission levels, but custom roles allow for unique permission sets based on user needs. For example, the "Dispatcher" role includes Dispatch, Fleet, Timekeeping, Trip Management, and WMR access. If you don’t want dispatchers to access Timekeeping reports, create a custom role with the same permissions but omit Timekeeping.

To create a custom role:

1. Go to the Roles page and click New Role.

1. Name the role, and if desired, use the "Copy From" option to replicate permissions from an existing role.
2. Assign a color to the role.
3. Select permissions, choosing "Can Edit" for full access or "Can View" for view-only access.

Assigning Roles to Users

When creating or editing a user, roles are listed below the phone number field. Select one or more roles, then save. If assigning the "Driver" role, you’ll be prompted to enter the driver’s license number, expiration date, and license state.

In addition to roles, three individual settings can be applied to users:

• Allow Desktop Access: Grants desktop application access. Note that if a user only has the Driver App permission and no other permission, they cannot have desktop Access.  In order to be granted Desktop Access, they need at least one other permission.  
• Require Timekeeping: Allows time clock access via web or mobile app.
• Show Charges: Enables viewing trip charges in both desktop and web applications.