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Set up your organization structure & access permissions

Here’s a simple, proven way to set up your organization structure in User Manager, plus a worked example you can copy.

Before you begin

  • Decide your preferred organization structure. We recommend keeping this as simple as possible.
  • Here’s a common hierarchy for fleets that you may wish to use: Company > Region > Customer/Distributor > Site/Outlet.
  • We have found that Fleet Managers typically group User Access by “Customers” and/or “Asset Groups”. These are assigned to each user so they only see the coolers they should manage ​

Log into User Manager to set up your structure

1. Set up role permissions.

  • User Manager ships with the following default roles: Sales, Technical, Evaluation 1, Evaluation 2, User Manager, and Disabled Status.
  • You can edit what each role can do across AoFrio apps.
  • Please ask your AoFrio rep if you require additional role types.

TIP: Keep the “User Manager” role for administrators who create or disable users, and who allocate user roles for “Sales” or “Technical” staff depending on their responsibilities.

2. Confirm your entities (Customers, Sites, Asset Groups)

NOTE: If your customers/distributors or outlets sync from your ERP, they’ll appear automatically in the AoFrio system. If not, AoFrio's Support team can add or adjust these for you on request. You can still restrict user access by Customer or Asset Group directly inside User Manager.

3. Create users and assign access

  • For each user, include: First Name, Last Name, Email, and the Customer (or sub-customer/distributor) they should access.
  • Set their User Category (Admin or Executive/view-only) and match the User Role accordingly.
  • Save this record. Once saved, your new user will receive an activation email to set their password​.

TIP: We recommend starting with a small pilot group (e.g. 5–10 users) to validate permissions and access before you scale to the rest of your user group.

4. Validate your setup with your pilot groupAltiplanos Bottlers_vendingA

  • Ask them to log in as a non-admin user and confirm that:
    • They can only see their assigned Customer/Asset Group.
    • Their role allows the correct actions (view-only vs edit) per your configuration.

 

Once you are happy with the way things are set up, roll out to the remainder of your organization.

Worked Example for 'Company A'

Here’s a worked example that may help clarify the steps outlined above:

Stage 1: Fleet Manager for 'Company A' sets up their Fleet Hierarchy in User Manager

  1. Regions or Asset Groups: eg. North, South, East, West
  2. Customers/Distributors (under each Region or Asset Group). Eg.
    1. Altiplanos Bottlers
    2. Terrestrial Vending
  3. Sites/Outlets (under each Customer/Distributor): eg. Store 121, Store 122, Store 123 etc. These sites can be made viewable for users but are mainly set up for fleet management reporting in Report app.

Stage 2: Fleet Manager for 'Company A' sets up User Roles

  • 2x User Manager: Fleet administrators with full editing control. ​
  • 12x Technical: Service technicians who can action device-related tasks with Field app. ​
  • 20x Sales: Account representatives who gather data with Track app and can read Report app dashboards, including asset placement and sales-related insights.
  • 1-2 Evaluation roles: Temporary access roles for installation contractors or lab testers with permission restrictions and limited or no access to Reporting. ​

Stage 3: Fleet Manager for 'Company A' sets up Access Permissions

  • Limited access: In the Northern Region they set up a ' Northern Service Team' : Technical role + Asset Group “North” so that they only see North-region coolers. They will do the same for the other regions - East, South, and West once they have tested their pilot group.
  • Access all areas: In all regions, they set up two Key Account Sales Managers (KAMs) and two Fleet Administrators.
    • 1x Terrestrial Vending KAM: Sales role + Customer “Terrestrial Vending” across all regions.
    • 1x Altiplanos Bottlers KAM: Sales role + Customer “Altiplanos Bottlers” across all regions.
    • 2x Fleet Admins: User Manager role + all Customers/Asset Groups.

Stage 4: Fleet Manager validates Access with 'Company A' pilot group

  • The Fleet Manager asks the first user group to log into Field app, Report app, and Track app and verify that they can see the information they expect - ie. Northern region assets only for the Northern Region service group, Altiplanos Bottlers information for the Altiplanos KAM etc.

TerrestialVending_chestFreezerA