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With Hubfleet's roles you can:

• Bundle the training, acknowledgements and notifications that go with a function in your operation
• Assign a person to a role once and have requirements flow through automatically
• Keep your SMS DRY — define a role once, reuse it across training, policies, escalations and more </aside>

A role in Hubfleet is a function in your operation — Heavy Vehicle Operator, Loader, Workshop Supervisor — not a job title. Roles are the single mechanism Hubfleet uses to attach safety requirements to people. Define a role once in General Config → Roles, then reuse it everywhere requirements get assigned: training, policy acknowledgements, escalation responses, and more.

How roles fit into the SMS

Roles are a foundational concept, not a step in the numbered SMS setup. You'll create them alongside the features that consume them. Once defined, the same role:

• Drives training requirements in Setting Up Your Training Register — every training type attached to the role is required of every person who holds it
• Drives policy acknowledgements in Creating and Managing Policies and Procedures — every person who holds the role must acknowledge each policy targeting that role
• Drives incident and hazard response in Setting Up Escalation Rules — Response Roles route alerts and require acknowledgement when severity bands are met

What you'll set up

• A role per function in your operation
• The training types each role requires (optional — can be added later)
• Role assignments for the people who perform that function (drivers, management team)

Prerequisites

• Admin or Safety Manager permissions
• Agreement on the functions in your operation that need formal requirements — start broad (Operator, Loader, Supervisor) and refine later

A. Create a role

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Who does this: Safety Manager or Admin.

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Open General Config in the sidebar, then select the Roles tab and click Add Role. Give the role a clear name and description, attach any training types this role requires, and Save.

Choose the Roles tab

Click Add Role to start a new role