Rail Intel is launching in April 2027

Rail Intel / Features / Administration

Included as standard

Configure Rail Intel to match how your operation runs

Administration is where Rail Intel becomes yours. System and company administrators define who can see and do what, set the competency standards assessors work to, configure traction and routes once for the whole company, activate optional modules and govern sign-in policy, without a vendor change request.

The Administration menu

Open Administration from the main navigation and the full control surface appears in one fly-out menu. Day-to-day assessing and record-keeping happen on employee records and in the field; Administration is where you set the rules those workflows follow.

The menu groups everything an administrator needs: team and module management at the top, document storage, then Company configuration — custom job roles, grading scale, email templates, Cycle Builder, company standards, traction and routes, organisation structure, the Investigations connector, role permissions and your company logo.

The Administration fly-out menu — team management, module settings, storage and company configuration.

Team Management

Administrator seats, users and access.

Module shortcuts

QA Verifications, Trainee and Leave & Absence when those add-ons are active.

Storage

Document storage administration.

Company configuration

Roles, grading, templates, cycles, standards, traction, routes, org structure, integrations, permissions and branding.

Organisation structure, roles and permissions

Your organisation structure, custom job roles and role permissions determine who sees and does what across Rail Intel. Permissions are granular, an assessor, a line manager and a company administrator each get exactly the access their role requires, and you can tailor roles to match how your depots and teams actually work.

The same permission model gates every core capability: the employee directory, monitoring, assessing, medicals, incidents, reporting and optional modules. Nothing is all-or-nothing unless you configure it that way.

Employees can be limited to their own record when that is all they need, while line managers see only their reportees rather than the whole company. That keeps sensitive competence and medical detail in the right hands without slowing day-to-day assessing.

Custom job roles

for assessors, managers, instructors and administrators.

Granular permissions

across records, assessing, monitoring, reporting and configuration.

Own-record access

for employees who should see only their own record.

Line-manager scope

so managers see their reportees without the whole company.

cms.railintel.co.uk/settings/organisation

Organisation & permissions

Organisation structure · seniority tiers and job roles.

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Organisation Structure

Visually map your management and reporting flow. Drag job roles from the palette into seniority tiers — the top tier is the most senior.

1 Executive / Director Most senior
Drop roles here or use the + menu in the palette.
2 Senior Management Tier 2
Drop roles here or use the + menu in the palette.
3 Management Tier 3
Drop roles here or use the + menu in the palette.
4 Supervisors / Team Leaders Most junior
Drop roles here or use the + menu in the palette.
+ Add seniority tier

Interactive preview — switch views of how roles and permissions are configured.

Competency standards and frameworks

Cycles are only as good as the standard behind them. Frameworks, grading scales, company standards and timing rules are configured once in Administration and applied across every cycle you run, so assessors in every depot work to the same bar.

When your standard changes, you update the configuration and the live record reflects it on the next assessment or verification, not after someone re-keys a spreadsheet.

Grading scales sit with assessors in the field, company standards set the outcomes you expect, and timing rules, including trainee daylight and darkness minimums, keep session requirements consistent across every role that references them.

Competency frameworks

applied across cycles and roles.

Grading scales

that assessors use in the field.

Company standards

for assessment and competence outcomes.

Timing standards

including trainee daylight and darkness minimums.

cms.railintel.co.uk/settings/standards

Company standards

Framework · cycles available to assign.

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Framework (competency cycles)

Manage cycles used as the company framework. Applied cycles become available when assigning to employees.

Next step — add at least one cycle from Cycle Builder to finish setup.

Applied cycles

  • ML Driver v3

Your company cycles

  • ML Driver v3
  • Test Cycle

Interactive preview — toggle grades, save actions flash confirmation.

Traction, routes and depots

Traction types, routes and depots are configured once and then used across route competence, complementary certificates and assessment records. The vocabulary is consistent everywhere it appears, on the record, in the cab and in a verification report.

Adding a new route or traction type is an administrator task, not a data-entry job repeated on every employee record.

cms.railintel.co.uk/settings/traction-routes

Traction, routes & depots

Company lookups · traction types, routes and depots.

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Traction, Routes & Depots

Define company lookup values used in traction, route, and depot lookup forms.

Values configured here are available for users to select the traction you operate, the routes you cover, and the depots you use.
Traction types
Added traction typesActions
Class 810
0 employees assigned
Routes
Added routesActions
London to Newcastle
0 employees assigned
Depots

Employees can only be assigned to depots defined here.

Added depotsActions
London
2 employees assigned

Interactive preview — company lookups feed the traction and route entries on each record.

Modules, licences and integrations

Optional modules are activated from the Add-ons library inside Rail Intel CMS. Each module can be taken on an annual subscription or trialled for 14 days, and your system administrator enables it for the company directly.

Every company includes two administrator seats; additional Company Admin licences are purchased by quantity and managed in Team Management. Where Rail Intel Investigations is in use, the API connector in Administration binds one Investigations company to one CMS tenant with dual-approval.

There is no separate procurement workflow for add-ons: trial what you need, subscribe when you are ready, and keep workforce context available on a live Investigations case through the connector your administrators control.

Add-on activation

from the in-app library, no separate procurement workflow.

14-day trials

before you commit to an annual subscription.

Company Admin licences

managed in Team Management.

Investigations connector

for workforce context on a live case.

cms.railintel.co.uk/settings/addons

Modules & integrations

Add-ons page · activated modules and admin seats.

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Addons

Bolt-on modules for your company. Storage capacity upgrades are managed from the Dashboard.

QA Verifications Module

Periodic verification runs against the live competence record.

Stripe is not fully configured yet; ask your system administrator to complete QA Verifications Module settings.

Task assignment

Assign and track operational tasks against employee records.

Stripe is not fully configured yet; ask your system administrator to complete Task assignment settings.

Safety Briefs

Issue and acknowledge safety briefs across the workforce.

Stripe is not fully configured yet; ask your system administrator to complete Safety Briefs settings.

Trainee Driver Module

Pathway, schedules and portfolio for trainee drivers.

Stripe is not fully configured yet; ask your system administrator to complete Trainee Driver Module settings.

Driver Reports

Structured driver reports from the cab and back office.

Stripe is not fully configured yet; ask your system administrator to complete Driver Reports settings.

Leave & Absence

Entitlements, requests and absence reporting.

Stripe is not fully configured yet; ask your system administrator to complete Leave & Absence settings.

Medication Checks

Medication fitness checks tied to fitness for duty.

Stripe is not fully configured yet; ask your system administrator to complete Medication Checks settings.

Company Admin Licences

Each company includes 2 company administrator seats. Purchase additional seats when you need more administrators in Team Management.

1 of 2 administrator seats in use.

Interactive preview — activate modules, trial add-ons, and pair Investigations.

Frequently asked questions

Can we configure standards without custom development?

Yes. Frameworks, grading scales, company standards, timing rules, traction, routes and permissions are all configured in Administration by your administrators.

How are optional modules activated?

From the in-app Add-ons library. Each module can be trialled for 14 days or subscribed annually without a separate procurement workflow.

Can we tailor permissions to how our depots and teams work?

Yes. Custom job roles and granular permissions let you match access to each role, including own-record access for employees and line-manager scope so managers see only their reportees.

Where are traction, routes and depots configured?

Once in Administration under Company configuration. Those values are then reused across route competence, complementary certificates and assessment records, so the vocabulary stays consistent everywhere.

How does the Investigations connector work?

Where Rail Intel Investigations is in use, the API connector in Administration binds one Investigations company to one CMS tenant with dual-approval, so workforce context can sit on a live case.