👥 Primary Audience: Admins , Partner Admins, Operation Manager, Billers, Payroll Managers, Safety, Fleet Managers
The Report Permissions category governs the access levels for the reporting ecosystem within Alvys TMS. This section contains nine (9) distinct permissions that determine which users can analyze fuel transactions, toll records, financial summaries, settlement statements, safety data, and cumulative driver earnings. These settings dictate the visibility of specific modules in the navigation menu. If a user lacks the requisite permission, the corresponding report page remains inaccessible.
⚠️ Warning: Report permissions only control access to the dedicated report pages. They do not control whether financial data appears elsewhere in the system. For example, a user without the View Summary Financial Report permission can still see customer and carrier rates on individual loads if they have the appropriate rate permissions.
Where to Manage Report Permissions
⚠️ To modify these permissions, the logged-in user, preferably an administrator, must possess the “Set Permission” permission located within the Management category. Without “Set Permission”, a user can view the user profile or form but cannot adjust any permissions. For additional information regarding the “Set Permission”, please refer to the Management & Privacy Permissions article.
Report permissions are configured at the individual user level within the User Management interface. To adjust these settings:
Select your username located in the bottom left corner.
Navigate to the Company Profile and select the Users tab.
Choose an existing user to Edit or select the Add User button to create a new profile.
Scroll to the Permissions section and locate the Report category.
Identify the eight (8) individual checkboxes corresponding to the specific permissions detailed in this article:
Fuel Report,Toll Report,View Summary Financial Report,View Detailed Financial Report,View Statement List Report,View Statement Items Report,View Asset Safety Report,View Driver YTDandView Insights.
Report Permissions Breakdown
Fuel Report
Fuel constitutes one of the largest variable costs for a trucking company, often ranking second only to driver wages. The Fuel Report provides essential visibility into fuel expenditures by driver, vehicle, location, and time period. The Fuel Report permission governs access to the Fuel Report page which is located within the Asset Reports section of the Reports module. This report displays fuel transaction data for both drivers and vehicles, allowing users to audit fuel card purchases, analyze gallon consumption, manage driver fuel deductions, and upload external transaction files among other related functions. In the absence of this permission, the page remains hidden from the navigation menu of the user.
By default, this permission is assigned to the Support, Partner Admin, Admin, Operation Manager, Biller, and Safety roles. It is vital for safety managers, accounting personnel, billers, and fleet managers who monitor and manage fuel expenses.
✅ Best Practice: Grant the Fuel Report permission to all staff who manage fuel expenses or who need to audit driver fuel card usage. Consider also giving it to fuel card administrators who need to reconcile transactions. You do not need to restrict this permission as tightly as financial or HR reports.
Toll Report
The Toll Report permission governs access to the Toll Report page situated within the Asset Reports section of the Reports module. This report provides a comprehensive display of toll transaction data, enabling users to analyze toll charges according to specific drivers, vehicles, routes, and time periods. In the absence of this permission, users are unable to navigate to the Toll Report page as it remains excluded from the navigation menu.
By default, this permission is assigned to the Support, Partner Admin, Admin, Operation Manager, Biller, and Safety roles. This widespread allocation reflects the collaborative requirement for toll visibility between financial and safety departments.
✅ Best Practice: Grant the Toll Report permission alongside the Fuel Report permission, as users who manage fuel expenses typically also need toll expense visibility.
View Summary Financial Report
The View Summary Financial Report permission governs access to the Summary level financial report within Alvys, which is located in the Financial Reports section of the Reports module. This report provides a high level overview of revenue and expenses associated with assets such as trucks, drivers, and dispatchers. By aggregating data over a specified period, the report enables users to evaluate the financial performance of their assets efficiently. Without this authorization, the user is unable to navigate to the report page, as the summary offers a critical perspective on key financial metrics.
By default, this permission is restricted to the Support, Partner Admin, Admin, Operation Manager, and Biller roles. Among operational categories, only the Biller role receives this access by default due to the sensitive nature of the financial data presented
✅ Best Practice: Grant this permission only to roles with a legitimate need for financial summary data.
View Detailed Financial Report
The View Detailed Financial Report permission governs access to the Detailed Financial Report page located within the Reports module. This report serves as a comprehensive financial analysis tool designed to provide users with extensive insights into revenue and expenses associated specifically with trucking assets. It offers a granular perspective on financial data by presenting individual line item details for every transaction related to trucks. Without this authorization, the page remains inaccessible to the user within the navigation menu.
By default, this authorization is assigned to the Support, Partner Admin, Admin, Operation Manager, and Biller roles.
✅ Best Practice: Grant this permission only to accounting and billing staff who need transaction-level financial data. Avoid granting it to operational roles. If management needs periodic financial reviews, consider granting the Summary Financial Report permission instead.
View Statement List Report
The View Statement List Report permission governs access to the Statement List Report page located within the Financial Reports section of the Reports module. This report provides a comprehensive audit trail of all driver statements for both owner operators and company drivers, which are summarized at the statement level. It enables billing and settlement personnel to observe all statements for a specific driver, including the date period and their respective totals for mileage, gross revenue, deductions, credits, and net earnings without the requirement to open each statement individually. Access to this information should be limited to billing and accounting personnel who manage carrier payments.
By default, this authorization is granted to the Support, Partner Admin, Admin, Operation Manager, and Biller roles.
✅ Best Practice: Grant the View Statement List Report to Billers, Accounting Staff, and Finance Managers who manage driver settlements and payment reconciliation.
View Statement Items Report
The View Statement Items Report permission controls access to the Statement Items Report page within the Reports module. While the Statement List Report provides an overview of all driver statements, the Statement Items Report displays the individual line items within those statements, such as specific loads, charges, and deductions.
These statement items represent the granular financial detail behind each driver payment, including individual load charges, accessorial fees, deductions, and adjustments. This level of detail is necessary for billing staff who need to verify the accuracy of driver statements to ensure that all charges are accounted for. Restricting access prevents unauthorized users from viewing detailed driver payment breakdowns.
This permission is assigned by default to Support, Partner Admin, Admin, Operation Manager, and Biller roles. It is restricted to prevent unauthorized users from viewing sensitive payment breakdowns. It is essential for Billers, Accounting Staff, and Finance Managers who need to review the individual line items within driver payment statements.
✅ Best Practice: Grant this permission together with View Statement List Report. The two reports are complementary, the list provides the overview, and the items provide the detail.
View Asset Safety Report
The View Asset Safety Report permission governs access to the Asset Safety Report page situated within the Reports module. Safety personnel bear the primary responsibility for ensuring that documentation for all assets remains current and that the fleet can legally operate within regulatory frameworks. This report provides a centralized view for safety users to monitor essential certifications that have expired or are approaching expiration.
For drivers, the report highlights critical data points including license expiration, medical certification expiration, the most recent motor vehicle record date, and Clearinghouse status dates. Regarding equipment, the report tracks assigned drivers, license plate expiration, and inspection expiration dates for both trucks and trailers. Additionally, it provides visibility into lease commencement and termination dates to ensure lease compliance across the fleet. By centralizing these diverse metrics, the Asset Safety Report enables proactive management of asset documentation to prevent operational disruptions and maintain full compliance.
By default, this authorization is assigned to the Support, Partner Admin, Admin, Operation Manager, Dispatcher, Office Admin, and Safety roles.
✅ Best Practice: Grant this permission as part of the full Safety View permissions set.
View Driver YTD
The View Driver Year to Date permission governs access to the Driver Year to Date report page situated within the Reports module. This report serves as a centralized resource for monitoring cumulative earnings and financial data for drivers throughout the current calendar year. It provides comprehensive visibility into driver compensation totals, detailed pay period breakdowns, and cumulative year to date accumulations. Because this data discloses sensitive individual earnings and financial performance over time, this authorization acts as a critical security measure to ensure that only authorized personnel can evaluate these specific compensation metrics.
By default, this permission is assigned to the Partner Admin, Admin, Operation Manager, and Biller roles. Among the various operational categories, only the Biller role receives this access by default, which reflects the highly confidential nature of driver compensation structures.
✅ Best Practice: Grant the View Driver YTD permission only to accounting and billing staff who need year-to-date driver earnings data such as Billers, Accounting Staff, Payroll Managers, and Finance Directors.
View Insights
The View Insights permission controls entry to the Alvys Insights feature, the AI-powered chat interface where users ask plain-English questions about their operational and financial data such as loads, drivers, financials, carriers, and other TMS data. The Insights chat interface can be accessed from the left navigation panel, Insights menu item.
⚠️ Accessing the Insights page requires the feature to be enabled for your tenant, along with the View Insights permission being assigned to the specific user profile. If the feature is not enabled for your tenant, the "Insights" navigation item will remain entirely hidden even if the user has the required permission. Please contact Alvys Support to have this feature enabled for your tenant if needed.
By default, the Admin and Partner Admin roles are granted this permission. This approach ensures that access to AI analytics is deliberately assigned rather than available to all users by default. Because Insights queries can surface sensitive financial, operational, and identity data, restricting access to these trusted roles prevents unintended exposure.
Your data visibility within Insights is structured into two (2) distinct tiers of security to ensure that sensitive information remains protected based on your specific Alvys role.
Tier 1: Standard Domain Permissions
The first tier of access is determined by your standard Alvys role-based permissions. While the View Insights permission allows you to enter the chat interface, your existing domain permissions control which specific data categories you can see in your query results. For example, to view financial amounts in your chat results, you must have an associated permission such as Billing, View Customer Rate, or View Driver Rates. Similarly, viewing details for equipment or personnel requires permissions like View Trucks, View Trailers, View Drivers, or View Maintenance. If you do not have the required permission for a specific category, that information will be hidden or masked in your results, ensuring that the same security rules applied throughout Alvys are strictly enforced within the Insights tool.
Tier 2: View PII Privacy Permission
The second tier of access involves the View PII permission, which is the most directly related permission governing the level of detail you see within Insights responses. It acts as a critical secondary layer of security that works alongside your Tier 1 domain permissions to protect sensitive information.
To view highly sensitive information, such as names, email addresses, phone numbers, driver's license numbers, and insurance details, the user must hold the View PII permission in addition to the relevant Tier 1 domain permissions. Without this specific permission, these fields will be replaced with masked placeholders, ensuring that personally identifiable information remains protected even when you are analyzing general data categories.
💡 If your permissions are changed while you are actively using the platform, the new access level may not apply immediately. You must log out and log back in for a new session to be created and for updated permissions to take effect.
Frequently Asked Questions (FAQs)
Q: Which Alvys reports require specific permissions to access? A: There are eight restricted reports: Fuel, Toll, Summary Financial, Detailed Financial, Statement List, Statement Items, Asset Safety, and Driver YTD. Other reports, such as Lane, Assignment, and Factoring reports, are accessible to any user with entry to the Reports module.
Q: Can I grant access to high-level financial data without showing granular details? A: Yes, each permission is independent. You can grant the View Summary Financial Report permission to allow oversight of key metrics while withholding the View Detailed Financial Report to keep individual transaction details private.
Q: Why does the Biller role lack access to the Asset Safety Report by default? A: The Biller role focuses on financial operations and settlements rather than fleet compliance. The Asset Safety Report is part of a specific safety-oriented permission set intended for those managing driver credentials and equipment inspections.
Q: Why are the Safety role's permissions limited to Fuel and Toll reports? A: Safety managers use fuel and toll data to monitor driver behavior and route compliance. Financial and compensation reports are excluded because they contain sensitive revenue and payroll data that falls outside the scope of safety management.
Q: Do these permissions filter the specific data I see within a report?
A: No, these permissions act as "binary" gatekeepers that either allow or deny access to the entire page. Once a user has access to a report, they generally see all data presented on that page without further filtering.
Q: Is it recommended to grant Statement List and Statement Items permissions together?
A: Generally, yes, as these reports are complementary. The Statement List provides a high-level audit trail of totals, while the Statement Items report offers the granular line-item details necessary for verifying accuracy.
Q: Is there a "Master Permission" that unlocks all reporting pages at once?
A: There is no single master permission; each of the eight gated reports must be enabled individually. While administrative roles receive all eight by default, other users must have each checkbox selected manually.
Q: Do I need Billing permissions to view these reports?
A: No, Report permissions are entirely independent of Billing permissions. A user can be authorized to analyze financial performance reports without having the ability to process or manage actual invoices.
Q: Why can’t I see the Insights menu item in my navigation panel?
A: The Insights menu item is only visible if the feature has been enabled for your specific tenant by Alvys support and you have been granted the View Insights permission. If the feature is not active for your tenant, the page remains entirely hidden.
Q: Who is authorized to use the Insights feature by default?
A: Access is deliberately restricted to the Admin and Partner Admin roles by default to prevent unintended exposure of sensitive data. For any other user to access the interface, an administrator must manually assign them the View Insights permission.
Q: Why are some fields in my results appearing as masked placeholders?
A: This occurs when you do not have the Tier 2 View PII permission. Highly sensitive details like names and phone numbers require this specific permission in addition to your standard domain access to be shown unmasked.
Q: I was just granted new permissions but my Insights results have not changed. What should I do?
A: Permissions are tied to your active session and do not update immediately. You must log out and log back in to refresh your account and allow the new access levels to take effect within the Insights tool.
Next Steps
⏭️ Proceed to the Dispatch Permissions article to learn how each permission controls key dispatch actions such as assigning loads, updating stop statuses, and releasing loads for billing. This will help ensure the right users have the appropriate level of access to manage operations effectively.