Who can see what.
And who did what.

Access control

Custom roles, built from 100+ named permissions

Start from the built-in Admin, Dispatcher, Sales, Billing and Accounting roles, or create your own in Settings > Users, and tick exactly which permissions each role gets: more than 100, across 15 areas from orders, quotes and dispatch to accounting, documents and settings. A user can hold more than one role. When someone leaves, disable them. The user is checked again on every request, so their next one is refused even if they are still signed in, and resetting a user's password from the office signs them out of every session.

Sign-in and sessions

Strong passwords, and sessions that end when access changes

Office users sign in to the Company Portal with their email and password. Every password screen in the Portal, from setting up a new account to a reset, requires at least 8 characters with upper- and lowercase letters, a number and a special character (! @ # $ % ^ & or *). Users can tick Keep me signed in, and signing out in one browser tab signs out their other open tabs. Each request checks that the user is still enabled and that their password has not been changed or reset since they signed in. A forgotten password is reset from an emailed link; in the driver app, drivers use a one-time code instead.

Sensitive data

Driver ID details behind a permission, and saved keys masked

In driver lists and driver records, a driver's social security number, date of birth, license number, expiry and image, and home street address and ZIP code are filled in only for users whose role has the 'Drivers settings - view details' permission. For everyone else those fields come back empty, so dispatchers can still assign drivers without seeing their ID. Keys you save for integrations, such as the payment gateway, telematics, maps and routing services, come back masked when the settings are opened, and payment-gateway and telematics keys are stripped from the company data sent to browsers, the Customer Portal and driver phones. If someone changes a routing engine's server address without entering the key again, the saved key is cleared instead of being sent to the new address, and vendor keys carried in request addresses are kept out of server logs and error reports.

• In driver lists and records: SSN, date of birth, license and home street address only with 'Drivers settings - view details'
• Saved integration keys shown masked when the settings are opened
• A routing engine's key is cleared when its server address changes
• Vendor keys kept out of server logs and error reports

Order history

Field-by-field history on every order and quote

Open an order or quote and its Audit log tab lists each change with the date and time, the action, the old and new values, and who made it, whether a team member, a driver or a Customer Portal user. Updates RushHour makes on its own are listed too. Filter the list by type of activity, search it or pick a date, and add notes to activity entries such as a hold being placed. The tab is for your staff only: it carries prices and internal notes, so the Customer Portal cannot reach it.

• Old and new values for fields such as price, stop times and item quantities
• Covers changes by team members, drivers and Customer Portal users, and RushHour's own automatic updates
• Notes on activity entries, for staff only
• The tab is renamed Log Activity and also records BOL, label and invoice PDF downloads, who a BOL was emailed to, and Copy to Driver sendsNewNew in the October 2026 release

Customer Portal access

Switch off a customer's portal access, and reset portal passwordsNewNew in the October 2026 release

Each customer shows its Customer Portal access status: Open with no portal login, Pending while invitations wait to be accepted, and Active once a login can sign in. Users with the Delete Customers permission can disable a customer from its profile, which locks out all of its portal logins until someone selects Enable. Company admins can also reset a portal user's password from the Customers list, a customer's page or the Customer Portal Access window: the user is signed out and emailed a link to set a new one.

Driver data retention

Choose how long driver GPS history and personal details are keptNewNew in the October 2026 release

A Driver data retention section in Settings > Profile sets your company's own policy. A company that already used RushHour before this release keeps what RushHour did before: GPS history older than 90 days is deleted every night, and a driver deleted from the Portal has their name, contact details, ID number, date of birth, license and home address erased after a 30-day waiting period. A company that opens its account later starts with GPS history kept and drivers it deletes archived, so they can be restored. Either way you can switch deleting GPS history on or off and set the number of days, with the latest 30 days always kept, and switch erasing the drivers your staff delete on or off; switching it on applies only to drivers deleted after you do. When drivers delete their own account in the driver app, on Android or iPhone, those details are erased after the same waiting period by default. RushHour asks you to confirm before either deletion is switched on, and changing these settings needs the permissions to view and edit driver data.