Portal users, store details and locations

For dealership staff and managers.

Portal users

Access to your Overfuel dealer portal is granted per person, with a role that decides what they can see and do. Roles cover ownership, administration, billing, editing content, view-only access, and access to form submissions and leads.

Lead and form-submission visibility is generally governed by the admin role — so if someone needs to see leads or credit applications, that's usually what they're missing.

To add, remove or change a user, email us with the person's full name and email address, which rooftop(s) they need, and what they need to do (view only, edit the website, see leads, everything). When someone leaves, tell us promptly so we can remove their access.

⚠️ "One person can't see leads that everyone else can see"

This one is worth trying yourself first, because it's usually not a permissions problem and a permissions change won't fix it.

If one user sees stale or missing data in a list that everybody else sees correctly — same screen, same rooftop, just missing the newest entries — it's almost always their browser holding a cached copy of the page.

1. Have them open the portal in a private/incognito window, or on a different device.
2. The recent data appears? It's their usual browser. Clearing the site's stored data for the portal fixes it permanently.
3. Still missing? Now it's worth a ticket — tell us you already tried a different browser, which saves us a round trip.

A second thing worth ruling out: if their computer's clock or time zone is wrong, date-sorted lists can hide the newest entries until the clock catches up.

Also check they aren't logging into a second, older account — a duplicate login with fewer permissions looks exactly like a permissions bug.

Store details — hours, address, phone

Your opening hours, address, phone numbers and contact email appear across your site: the header, the footer, contact and directions pages, and the structured data search engines read. They're held per location, so a change usually needs to name which rooftop it applies to.

? On dealer groups, store details live on the individual rooftop, not the parent account. This is the usual explanation for an address or phone number printing blank somewhere unexpected — a page or printout is reading from a record where those details were never filled in. If you spot a blank address on a printout or page, that's the likely cause, and it's quick for us to fix.

When you send a change, include:

• Which rooftop
• The exact new values, written out as they should appear
• Whether it's permanent or temporary — holiday hours are fine to schedule, just say the dates
• Whether your Google Business Profile needs the same change (it's a separate system — we can do both, but only if you ask)

Departments with different hours or numbers

Sales, service and parts commonly have different hours and phone numbers. That's supported. Send us the full set at once rather than one department at a time — it's the same job for us and avoids three rounds of edits.

Adding or closing a location

A new rooftop is more than a name and address — it needs its own inventory feed, lead routing, store details and often its own marketplace listings. Tell us as early as you can, and include the opening date if you have one.

Closing a location, likewise: tell us the date, and what should happen to the traffic — most dealers redirect it to another store rather than leaving dead pages.

What to send Overfuel Support

• Users: full name, email, rooftop(s), and what they need to be able to do
• Store details: which rooftop, and the exact values as they should read
• One user seeing stale data: confirm you already tried incognito or another device

Email support@overfuel.com.