Record sets determine the primary records (vehicles, contacts and parts) that users can access. Often times, you don't need every user to see everything in your fleet; just records that are applicable to them. Record sets allow you to tailor who sees what in Fleetio.
Access Record Sets by navigating to User Management under Contacts & Users in the Sidebar Menu.
Record sets are applied at the user level, not the role level. This enables users to share the same role despite only having view or update access to a particular subset of vehicles, parts or contacts.
Record sets affect a user's entire Fleetio experience, from dashboards to reports. Users will only be able to see the vehicles they are authorized to access on all pages, reports and dashboards in Fleetio.
This is how Fleetio is designed to work, but just be aware: users on the same account may see different aggregate numbers (total costs, average MPGs, etc) in certain places based on their record sets.
Example: User "Jane" has access to a subset of vehicles - only those in the "Chicago" group - while User "Joe" is an administrator and therefore can access all vehicles. When Jane logs in and views the dashboard, she will see aggregate numbers (e.g. Total Costs for Service Entries) for only the vehicles she can access. Meanwhile, Joe will see aggregate numbers for all vehicles on the account.
Configuring Record Sets
You can configure record sets for vehicles, contacts and parts. For each type of record, choose between "All", "Some" or "None" to determine which records a user can access.
User can access all records for a certain type. This applies to future records and future Part Locations, too.
Use "conditions" to specify which records a user can access. Combine conditions and add in secondary conditions to fine-tune control.
User will not be able to access these records at all.
Tip: Copy Record Sets from another User
Record Sets must be configured for each individual user, but you can Copy from another user if two users should share record access. Using this feature will overwrite any Sets already configured for the user being modified and replace them with the Sets from the selected User.
Note: This is a one-time mirror - the two users' Sets will not remain updated in parallel if one of the user's Sets changes in the future.
- Vehicles in this user’s group
User can only access vehicles in their assigned group (if the user's group value changes, the vehicles they can access will change as well)
- Vehicles assigned to this user
User can only access vehicles currently assigned to them (good for drivers when moving vehicles around often)
- These specific vehicles
Choose specific, individual vehicle(s) a user can access
- Vehicles in these groups
Choose specific groups of vehicles a user can access
- Vehicles with status(es)
User can access vehicles whose current status matches any of the selected values (great for providing guest access to only certain vehicle statuses like "In Shop")
Using Secondary Conditions for Vehicle Sets
While selecting conditions for the "Some" access-level on vehicle sets, you can employ secondary conditions that provide an extra layer of selection logic.
When a secondary condition is used, only vehicles that match both the main condition and the secondary condition will be added to the Set.
Example: John is a Mechanic in your Birmingham repair shop. You want John to only have View & Update access to vehicles that are both located in Birmingham and are now in the shop for work. Select Some for vehicle Sets and configure these vehicle conditions:
- Condition: Vehicles in this user's group (Birmingham)
- Secondary condition: Vehicles with status(es) - In-Shop
- Contacts in this user’s group
User can only access contacts in their assigned group (if the user's group value changes, the contacts they can access will change as well)
- Contacts in these groups
Choose specific groups of contacts a user can access
Parts & Inventory Sets
- Part Locations
Choose specific, individual Part Locations a user can access