Access is a role-based permission setting that controls how and where users can log in to the MileApp system. This feature allows administrators to restrict access to specific platforms for security and operational control based on user roles.
What is Access Control?
Access control determines which platforms users in a specific role can use to log in to their MileApp accounts. Currently, MileApp supports two access modes:
- Full Access (default) - Users can log in from both Web App and Mobile App
- Mobile App Access Only - Users can only log in from MileApp Field (Mobile App)
This setting is configured at the role level, meaning all users assigned to a role with Mobile App Access Only enabled will be restricted to mobile-only login.
Mobile App Access Only
This setting restricts users in a specific role to only log in through the MileApp Field mobile application, preventing web access entirely. When enabled for a role, all users assigned to that role will be limited to mobile-only access.
When to Use Mobile App Access Only
This restriction is particularly useful for roles such as:
- Field workers and drivers who only need mobile app functionality
- Security compliance requiring platform-specific access control
- Role-based restrictions for users who should only access field operations
- Operational control to prevent unauthorized web portal usage
How Mobile App Access Only Works
When this option is enabled for a user:
✓ Allowed:
- Login from MileApp Field (iOS/Android mobile app)
- All mobile app features and functionality
- Task management and completion on mobile
- Location tracking and check-ins
✗ Blocked:
- Login from web portal (web.mile.app)
- Access to web-based features
- Desktop browser access
If a restricted user attempts to log in via web, they will see an error message:
“Your account is only allowed to log in from the Mobile App (MileApp Field). Please contact your admin to request web access.”
To enable Mobile App Access Only for a role:
- Go to Setting > Permission menu
- Select the role you want to configure
- Scroll down to the Advanced section
- Find the Access section
- Check the “Mobile App Access Only” checkbox
- Click Save to apply the changes
Mobile App Access Only configuration in role permissions
Required permission:
- View Permission
- Edit Permission
Use Cases
Use Case 1: Field Workforce Security
Scenario: Logistics company with 50 field drivers who should only use mobile devices for security reasons.
Configuration:
- Create a “Driver” role with Mobile App Access Only enabled
- Assign all 50 drivers to the “Driver” role
- Drivers use only MileApp Field mobile app
- Web access reserved for office staff roles only
Result: Enhanced security by limiting field workers to mobile-only access, reducing risk of unauthorized web access.
Use Case 2: Role-Based Access Control
Scenario: Organization with distinct roles - office planners and field executors.
Configuration:
- Office staff (Planner, Admin): Full access (web + mobile)
- Field staff (Driver, Field User): Mobile App Access Only
- Clear separation of access by role type
Result: Appropriate access levels for each role, preventing field staff from accessing planning features on web.
Use Case 3: Compliance Requirements
Scenario: Company policy requires field workers to only use company-provided mobile devices.
Configuration:
- Create “Field Worker” role with Mobile App Access Only enabled
- Mobile device management (MDM) on company devices
- Web access blocked to enforce device usage policy
Result: Compliance with company policy requiring controlled device usage for field operations.
Use Case 4: Temporary Field Assignments
Scenario: Office employee temporarily assigned to field operations.
Configuration:
- User normally assigned to “Office Staff” role with full access
- Temporarily change user’s role to “Field User” role with Mobile App Access Only
- Change back to “Office Staff” role when returning to office duties
Result: Flexible access control adapting to changing user roles and responsibilities.
Best Practices
When to Enable Mobile App Access Only
✓ Enable for:
- Dedicated field workers and drivers
- Users who only perform mobile-based tasks
- Roles requiring platform-specific restrictions
- Security-sensitive field operations
- Users without need for web features
✗ Avoid for:
- Users who need to create or plan tasks
- Administrators and planners
- Users who manage multiple users
- Roles requiring web-based reporting
- Users who need access to all features
Access Management Guidelines
- Review user roles regularly - Ensure access settings match current responsibilities
- Document access policies - Maintain clear guidelines for when to restrict access
- Communicate changes - Inform users when their access level changes
- Test before deploying - Verify mobile app functionality before restricting users
- Provide clear instructions - Help users understand their access limitations
Combining with Other Settings
Access control works alongside other user settings:
| Setting | Compatibility | Notes |
|---|
| Device Limit | Compatible | Can combine both restrictions for maximum control |
| Multi-Factor Authentication | Compatible | MFA applies to mobile login as well |
| Role Permissions | Compatible | Access restrictions work within assigned role permissions |
| Hub Assignment | Compatible | Access control is independent of hub assignment |
Impact on User Experience
For Users with Mobile App Access Only:
| Activity | Impact |
|---|
| Daily tasks | No impact - full mobile functionality available |
| Web login | Blocked with clear error message |
| Feature access | Limited to mobile app features only |
| Notifications | No impact - push notifications work normally |
| Data sync | No impact - mobile app syncs all data |
| Activity | Consideration |
|---|
| User support | May need to explain access restrictions |
| Access changes | Can modify settings anytime |
| Monitoring | Track which users have restricted access |
| Troubleshooting | Verify access settings if users report login issues |
Frequently Asked Questions
Q: Can I enable Mobile App Access Only for multiple users at once?
A: Yes, you can enable this for multiple users by configuring it at the role level. All users assigned to a role with Mobile App Access Only enabled will automatically have this restriction applied.
Q: What happens if a user with Mobile App Access Only tries to log in via web?
A: They will see an error message stating their account is restricted to mobile app access only, and they should contact their admin for web access.
Q: Can I temporarily disable this restriction?
A: Yes, administrators can either uncheck the “Mobile App Access Only” option for the role, or temporarily move the user to a different role that has full access enabled.
Q: Does this affect API access or integrations?
A: No, this restriction only applies to user authentication through web and mobile apps. API access using access tokens is not affected.
Q: Can users still receive task assignments if they have Mobile App Access Only?
A: Yes, task assignment and all mobile app functionality work normally. The restriction only blocks web portal login.
Q: Will this affect the user’s existing mobile app session?
A: No, enabling this restriction for a role does not affect active mobile app sessions. Users can continue using the mobile app without interruption.
Q: Can I see which users have Mobile App Access Only enabled?
A: You can view which roles have this restriction enabled in Setting > Permission. All users assigned to those roles will have Mobile App Access Only applied.
