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Organisations – managing vehicles as a team

Available in: 📱 App

With an organisation, you manage vehicles together as a team — for example in a club, in a company, or for a small fleet. Vehicles then belong to the organisation, and you define per member which vehicles they see and what they're allowed to do with them.

Creating an organisation​

  1. Open your Profile and tap Organisations (manage organisation vehicles & members)
  2. Tap New organisation
  3. Enter the organisation name and tap Create

That automatically makes you the owner of the organisation. The overview shows your organisations under My organisations; organisations in which you're only a member appear under Organisations shared with me.

Inviting members​

  1. Open the organisation and tap Invite member
  2. Enter the Email address and choose the role
  3. Tap Invite

The invitation is sent by email. If the person doesn't have a RideBase account yet, they register first in the app or in the browser — after that, they only need to accept the invitation. Invitees receive the invitation in their organisations overview and decide with Accept or Decline.

Roles​

RoleWhat they can do
OwnerEverything — created the organisation
AdminSee & manage all org vehicles, invite members
MemberSee only assigned vehicles, record trips
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Members only see the vehicles that have been explicitly assigned to them. Owners and admins have full access to all of the organisation's vehicles.

The organisation's vehicles​

In the organisation's Vehicles tab you can:

  • use Create to create a new vehicle directly in the organisation
  • use Manage assignments to define which members can access a vehicle

Assigning a vehicle​

  1. Open Manage assignments on the vehicle and tap Assign
  2. Choose the member and the permission:
PermissionMeaning
DriverRecord their own trips, fill-ups & odometer readings. No service entries, no insight into other people's trips.
ManagerView all trips & entries. Edit service events, purchases & components.
Read onlyFull insight into all of the vehicle's data. No changes possible.

Via Change permission you can adjust an assignment later; via Remove you revoke access to the vehicle.

Removing a member​

In the Members tab, open the member's menu and choose Remove from organisation. You can also delete open invitations there via Withdraw invitation.

API keys (for advanced users)​

As an owner or admin, you can create access keys for external systems in the organisation via API Keys — with a label, selectable permissions, and an optional expiry date.

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The key is only shown once, right after it's created — copy it immediately. Via Revoke you can deactivate a key at any time; all systems that use it then lose access.