Add & Invite Individual Users

This article provides quick instructions for adding Users individually. If you wish to add multiple Users at once, you can save data entry time and effort by Adding Multiple Users.

Add a User

1. Click Contacts in the Sidebar Navigation.
2. Click the + Add Contact button.

3. Fill out the Basic Details and User Access sections (both are required).

Basic Details

1. Fill out the form with the details for the User. First Name, Email, and Group are all required fields for new Users.
2. (optional) Choose Classifications for your User.
   • If you want to assign assets to a User, select the Operator checkbox.
   • If you want to assign the User as a technician on Work Orders, select the Technician checkbox.
   • Use the Employee checkbox to indicate if the User is an employee of your organization.

User Access

1. First, select Enable Access to Fleetio. This will allow the User to log into Fleetio.
2. Login Information can be either an email address or username in combination with a password.
   • If you choose Email, the User will receive an invitation email with instructions to create their password. Check the Delay email invitation checkbox if you would like to send the invitation manually.
   • If you choose Username/Password, Fleetio lets you set an initial, temporary password for the User, which you can enter yourself or automatically generate.

User Type & Permissions

Select the User Type and Permissions for the User. Users can be Regular Users or Administrators. Learn more in User Management Overview.

• A Regular User is assigned a Role and Record Sets to control the actions they can take in Fleetio and which records they can manage.
• An Administrator can create, edit, and delete all record types and can be granted access to specific Account Settings.

Regular User

If you're adding a Regular User:

1. Select Regular User.
2. Choose their User Role from the Role drop-down menu. Their Role controls the actions they can take in Fleetio, such as viewing, creating, editing, or deleting certain records.
3. Determine the User's Record Sets. Record Sets determine the types of records the User can access, such as Vehicles and Inspection Forms.

By default, your account comes with a few Record Sets, such as Full Access or No Access. If you've used a custom Record Set for an existing user, the Record Set will show up in the drop-down menu.

Administrator

If you're adding an Administrator, select Administrator.

Next, choose their Administration and User Permission & Access permissions:

Administration

Select Full (a) to give the Administrator full access to all of the Administrator permissions listed below.

Select Some (b) to use the checkboxes to select which of the Administrator permissions you want to allow access to.

Select None (c) to restrict access to all of the Administrator permissions.

• Manage General Settings - Manage the account's name, address, regional settings, measurement units, and tax settings
• Manage Subscriptions & Billing Information - Manage the account subscription plan and billing details
• Export All Account Data - Export and download all account data to a spreadsheet
• Manage Groups - Create, update, and delete groups
• Manage Webhooks - Create, update, and delete settings and events for webhooks
• Manage Integrations - Create, update, and delete fuel and telematic integrations
• Manage Integration Links - Create, update, and delete links to external websites for Vehicles and Contacts
• Manage SAML Connectors - Create, update, and delete single sign-on settings
• Manage Security Settings - Customize password requirements and timeout settings

User Permission & Access

Select Full (d) to give the Administrator full access to all of the User Permission & Access permissions listed below.

Select Some (e) to use the checkboxes to select which of the User Permission & Access permissions you want to allow access to.

Select None (f) to restrict access to all of the User Permission & Access permissions.

• Manage Users & Roles - Enable or disable user access for Contacts, modify their notification settings, and manage roles

Contact Information, Personal Details, and Custom Fields

Contact Information and Personal Details contain optional fields to add additional user information such as phone number, job title, or employee number.

Custom Fields may be required depending on how they have been configured in your Account Settings. See Custom Fields for more information.

Next Steps

When you've filled out the necessary information, click the Save Contact button.

• You can also click Save & Add Another to save the User and open a blank form.

If you chose Email for their Login Information and did not check the Delay Invite checkbox, the User will automatically receive an email invitation, including a link to create a password.

• If you checked the Delay Invite checkbox, see the instructions below to send an invitation email.

If you chose Username/Password for their Login Information, you can now provide the User with their credentials.

Invite a User

If you need to send an invitation to a User:

1. Click Contacts in the Sidebar Navigation.
2. Locate the User and click their name to view their User Profile.
3. Click the Send Account Invite button.