Private vehicles and access control
What this guide covers
How private vehicles work — vehicles whose location and history are hidden from the general fleet, visible only to a named access list — and how to grant a driver one-time use of one.
Public vs private
Every vehicle is either Public or Private.
- Public — visible to all fleet users: information, live location, and trips.
- Private — hidden, including its location, trips and live-map position, from everyone except explicitly authorised users. Used for sensitive vehicles such as an executive car.
The defining rule of a private vehicle: even the fleet manager / administrator does not see its location. Setting up who may access it is a separate thing from being able to track it.
Where to find it
Administrators open Fleet → Private Vehicles to see the private vehicles and manage their access. Note this page shows the vehicle's details and access list only — not its location.
Who sees what
- Accessors — named users granted access to a specific private vehicle. They can see the vehicle, its location and trips, and can take/return its keys.
- Accessors with grant authority — in addition, they can manage the vehicle's access list and issue one-time driver grants.
- Everyone else (including fleet users, dispatch, and administrators not on the list) — the vehicle does not exist for them: it is absent from lists, the map, and the API.
Making a vehicle private
In the vehicle dialog set Visibility = Private (see Managing vehicles). It immediately disappears for anyone not on its access list — so add the intended accessors. If you flip a vehicle to private and forget to add yourself, you will no longer see it.
One-time driver grants
An accessor with grant authority can lend a driver the keys for a single take-and-return:
- The grant has a pickup counter that enforces "once" — after the driver takes and returns the keys, the grant is spent and cannot be reused.
- The borrowing driver can take and return the keys but is not shown the vehicle's location or trip history.
- Issue or revoke grants from the private-vehicle access screen.
This lets, say, an executive's assistant lend the car to a driver for one trip without exposing the vehicle's movements or giving standing access.
Taking keys still follows the normal rules
Even with access or a one-time grant, taking keys still requires a signed usage policy and respects the one-vehicle-at-a-time rule. See Taking and returning vehicle keys.