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Fleetio allows you to create a hierarchy of Groups and Subgroups. This can help you organize your Vehicles, Tools, and Contacts and manage Permissions accordingly. Create groups however you want, such as groups for different geographic areas, company departments, or cost centers.
Groups are especially useful if you only want Users to access certain assets or want to add users as watchers to an entire set of Vehicles at once.
IMPORTANT: Fleetio's Essential Plan can add up to 10 Vehicle Groups but does not include access to Subgroups.
Fleetio's Professional Plan can add up to 100 Vehicle Groups and includes up to four levels of Subgroups.
All other Fleetio Plans include unlimited Groups and Subgroups.
PERMISSIONS: Only Account Owners and Administrators with the Manage Groups permission can manage Groups & Subgroups. See User Management Overview for more information.
To manage Groups and Subgroups:
- Go to your Account Menu and select Settings.
- In the Settings sidebar, click Groups & Subgroups in the Organization section.
Add a Group
To create a new Group:
- Click the + Add Group button in the top right.
- Enter a Name for the Group.
- Click the Save button.
Add a Subgroup
Subgroups are groups that are contained within other Groups or Subgroups. For example, if you have multiple warehouses in Texas, instead of each warehouse being independent, you can create a Texas Group, then add your warehouse locations as Subgroups. You can also create Subgroups based on departments, such as a city adding Subgroups for emergency vehicles, administration assets, and more.
There are two ways to add a Subgroup:
- Click the + Add Group button, then select a Parent Group from the drop-down list. This will add the new Group as a Subgroup.
- Hover over a Group and click the More Actions button. Select the + Add Subgroup button, then enter a Name and click the Save button.
Once saved, you can click the arrow next to a Group to view its Subgroups.
Set a Group as the Default
A single Group or Subgroup can be set as the Default for all new assets. When adding a new Group or Subgroup, select the checkbox to set the new Group as the default.
To change the default Group:
Click the More Actions Button at the end of a row and select Edit.
Select the Default group checkbox as shown above, then click the Save Group button.
The current default group will be labeled on the Groups list.
Require Group Option
By default, assigning Vehicles, Tools, or Contacts to a Group is optional.
If you'd like to require Groups for all assets, switch on the Require Group toggle at the top of the Groups and Subgroups page and click the Save Account button.
If you have existing assets that haven't been assigned to a Group, you will not be able to require Groups until you assign all assets, either individually or in bulk.
Edit or Delete a Group
Edit or Delete an existing Group or Subgroup by clicking the More Actions Button at the end of the row.
IMPORTANT: A Group cannot be deleted if there are existing assets assigned to the Group or if the Group is used in Record Sets (permissions). Remove any Vehicles, Tools, or Contacts from the Group first, or remove the Group from any User Record Sets, then delete it.
Use Groups and Subgroups for User Permissions
Set permissions to allow or restrict access to assets and Contacts based on a Group or Subgroup.
- Assign a group to a Contact.
NOTE: A Contact cannot belong to more than one Group.
- Then, configure their Record Sets to your preferred permissions.
Some ways you can configure permissions based on Group:- Manage and/or view assets in a Contact's assigned Group
- Manage and/or view assets with certain statuses in a Contact's assigned Group
- Manage and/or view assets in specific Groups
- Manage and/or view assets in a Contact's assigned Group
NOTE: Permissions roll down from the Group to each Subgroup within. This means that a User with view/manage access to a parent Group has the same view/manage access to any Subgroup within it.
Bulk Update Group Affiliation
On the Vehicles, Tools, and Contacts Index pages:
- Select the checkboxes for the applicable records.
- Click the Actions Drop-down Menu and select Update Vehicles.
- Select Group from the Field drop-down menu.
- In the Value drop-down menu, choose to Replace, Add, or Remove, then choose a Group from the second drop-down.
- Click the Continue to Review button to review your changes and save.
Filter Data by Group
The Dashboard, the Vehicles Index, and Contacts Index, as well as most Reports for these records, include Group as a primary filter option.
Dashboard Group Filter
The Dashboard Group filter updates the data displayed in each widget for the selected group or subgroup.
List Group Filter
If Group is not included as a primary filter, click Filters to open the filters panel.
Report Group Filter
Click Filters on a Report to access the filters panel and select the Groups filter.
View Group History
Each time an asset's Group affiliation is changed, this event is stored in History.
Vehicles
Go to a Vehicle Details Page. In the details section, click the History link next to the Group name.
Tools
In the top right of a Tool Details Page, click the More Actions Button, then select View Record History.
Contacts
In the top right of a Contact Details Page, click the More Actions Button, then select View Record History.
