Groups and Subgroups

Fleetio allows your organization to segment your fleet into Groups and Subgroups. These can be used to denote different geographic places or simply various departments within your company.

Groups and subgroups can be set up in the Settings area of your Fleetio system:

Note: Only Owners and Administrators can manage Groups and Subgroups. Learn more about user types.

Requiring Groups

You can flip Require Group? to ON in order to make Group a required field for both vehicles and contacts.

Note: If this setting is flipped ON and there are existing vehicles or contacts with no value in the Group field, they will remain null, but a specified Group will be required the next time that record is updated.

Adding a Group

Click +Add Group in order to create a new Group.

Default Group

A single Group can be set as the "default" for all new vehicles. As you are adding a new vehicle, the default will pre-populate in the Group field.


Add a Subgroup under a parent Group in order to provide additional levels of classification for your vehicles.

To add a Subgroup, click the + next to any Group:

Subgroups will appear in an indented hierarchy under the original Group:

Note: You can create up to 10 Subgroups under a parent Group

Using Groups and Subgroups

Subgroups allow you to classify your vehicles and contacts in a hierarchy that can customize the way you use Fleetio.


When configuring the Record Sets for a user on your Fleetio account, you can provide View/Update access to a specific set of vehicles or contacts based Group or Subgroup. 

Select Some and add the Condition: Vehicles/Contacts in these groups OR Vehicles/Contacts in this user's Group to configure a user's record access according to your group hierarchy:

Note: Permissions roll down from the Group to each Subgroup underneath. This means that a user with View/Update access to a parent Group has the same View/Update access to any Subgroup below it.

Filtering and Reporting

Organizing your vehicles into Groups and Subgroups allows you to tailor your views and workspaces in Fleetio to a particular set of vehicles. Use the Group filter on any list page or report to narrow the results by a given set of Groups or Subgroups:

Example Subgroup Configuration

Let’s say your vehicles and contacts are spread across a few geographic regions, but within each location, vehicles are also broken down by operation. You might choose to make the location a vehicle's parent Group and its business purpose the Subgroup:

Deleting a Group

You can delete a group by clicking the trashcan icon on the Groups list:

Note: A Group cannot be deleted if is currently saved as the Group of an existing vehicle or contact.

Updating Vehicle and Contact Groups in Bulk

On the Vehicles and Contacts list pages, update the Group for multiple records at once by using the select buttons by individual rows and then click Update → Group above the list:

Viewing Group History

Each time a vehicle or contact's Group is changed, this event is stored in its history.


Click History next to the Group value on the vehicle's profile page:


Use the Actions dropdown in the top left of the Contact's profile and select History:

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