Give Depot Staff Their Own Login: Routes, Not Billing

The problem with sharing one login

If you run a depot, you know the drill. The fleet login gets passed around like a set of keys. The dispatcher uses it to sort the morning runs. A supervisor logs in to check a route. Someone in the office approves a new phone. Before long, five people have the same password, and you have no idea who did what.

That's a problem. Not just for security, but for your sanity. When a route gets changed and a driver is sent to the wrong address, you can't tell who made the change. When a billing question comes up, you're the only one who can answer it because no one else has access to that tab.

This article shows you a better way: give each person their own login, and choose exactly what they can open. Routes? Yes. Billing? No. It's simple, and it takes just a few minutes to set up.

How it works

StopSorted lets you add users to your fleet account. Each user gets their own email and password. You decide which parts of the app they can see.

The access options are:

• Overview
• Routes
• Planning
• Lists
• Devices
• Fix
• Analytics
• Billing
• Settings
• Users

You tick the boxes for what they need. For example, a dispatcher might get Routes, Planning, and Lists. An office admin might get Overview, Routes, and Lists. Only you, the account owner, keep full access to everything, including Billing and Settings.

When you remove a user, their login stops working immediately. No more shared passwords floating around.

Setting up a new user

Here's how to add someone to your fleet account:

1. Log in to your Fleet Login and go to Settings → Users.
2. Click + Add user.
3. Enter their name, email, and a temporary password.
4. Choose their access. Tick the boxes for the sections they need. For most depot staff, you'll want to tick Routes and Lists. Lists lets them add leave-list and concern addresses without giving them full Settings access.
5. Click Create user.
6. Send them the email and temporary password securely. They can sign in at /fleet.

That's it. They can now sort runs, view routes, and add addresses, without touching billing or account settings.

What the driver sees vs what the office sees

Drivers use the StopSorted mobile app. They see their sorted stop order, turn-by-turn directions, and proof-of-delivery screens. They don't need a fleet login at all.

Office staff use the fleet login on a computer. What they see depends on their access:

• A dispatcher with Routes and Planning access can sort the morning runs, adjust stop order, and assign drivers.
• An admin with Lists access can add new addresses to the leave-list or flag concerns, without seeing billing details.
• A manager with Analytics access can view performance reports but can't change user permissions.

You keep full control. Only you can see Billing, Settings, and Users.

A worked example: Monday morning at the depot

Before: Everyone shared one login. The dispatcher, the supervisor, and the office admin all used the same email and password. When a route was changed and a driver went to the wrong suburb, no one knew who made the change. The account owner spent an hour on the phone trying to trace it.

After: Each person has their own login. The dispatcher has Routes and Planning. The supervisor has Overview and Analytics. The office admin has Lists. When a route change is made, it's logged under the dispatcher's name. If a driver questions a stop, the dispatcher can check the history and see exactly what happened. The account owner no longer fields calls about billing because no one else can access that tab.

FAQ

Can I limit someone to just sorting routes? Yes. When you add a user, tick only the sections they need. For a route-only user, tick Routes and Lists. They won't see Billing, Settings, or Users.

What happens when someone leaves the company? Go to Settings → Users, find their name, and click Remove. Their login stops working immediately. You can also edit their access if they change roles.

Can I see who changed what? Yes. Go to Settings → Users and click History. It shows recent changes by office logins: phones approved, logins changed, runs sorted, billing updates. Newest first.

Do I need to give drivers a login? No. Drivers use the mobile app. They don't need a fleet login. Only office staff who need to manage routes or settings need a login.

Keep your depot running smoothly

Giving each staff member their own login is a small change that makes a big difference. It keeps your account secure, your billing private, and your team accountable.

Ready to set up your team? Head to your Fleet Login and follow the steps above. For more details, see our guide on office users.

If you're still deciding on a plan, check our fleet pricing to see how many phones you need. Each extra driver phone is $20/month after the first two, and you only pay for phones that actually run routes. Unused approved phones can be removed with no seat charge.

StopSorted is live in Australia today, with more countries coming. If you're elsewhere, request coverage and we'll let you know when we're in your area.