Table of Contents
PERMISSIONS:
- Account Owners have full access to manage both Contacts and Users.
- Administrators have full access to manage Contacts and may be given separate permission to Manage Users & Roles.
- Regular Users may be granted access via Role to Create, Edit, View, and/or Archive/Delete Contacts but cannot manage Users.
Contacts are people your organization does business with or employs. Contacts aren't able to log in to Fleetio but can be given that access (enable them as users). This distinction helps keep your information secure because you don't have to give everyone access to your Fleetio data. You also don't have to manage a contact's permissions.
This article covers adding and managing contacts, adding renewal reminders such as certification renewals, and how to access reports to get the most of your contact data.
IMPORTANT: Contacts and Users serve separate functions in Fleetio. Need a refresher? Check out the Contacts vs. Users Explained article. Vendors are also separate in Fleetio. Vendors should be used for companies you wish to associate with Service Entries, Fuel Entries, Work Orders and Parts. Learn more in the Vendor Overview article.
Contact Classifications
There are three contact classifications in Fleetio: Operators, Technicians, and Employees. A contact can be just one or all three; it's up to you.
- Operator - The contact can be assigned to Vehicles and Tools.
- Technician - The contact can be tied to labor entries on Work Orders.
- NOTE: Work Orders and technician classifications are only available for Fleetio Professional, and Premium Plans.
- Employee - The contact is identified as an employee of your organization. This is not required to enable user access, but can help with searching and filtering.
NOTE: In most circumstances, a Contact can only be assigned to a Vehicle if the Contact has Operator contact classification. An exception to this requirement applies to assignments made via an inspection workflow. Since this is an automated process on Fleetio Go, we OVERRIDE the requirement; a contact may be assigned to a vehicle via inspection workflow even if they are not an operator.
Contacts at a Glance
View contact information in the Contact List and Contact Details.
Contacts List
The Contacts list separates users (contacts with user access) and contacts. Here, you can filter and search based on user status (whether they're active, an account invite has been sent, and more), type, role, and more. Contacts are organized in rows, and you can select several or all contacts to apply Bulk Actions. You can also edit a single contact by clicking the More Actions Button menu for any row and selecting Edit.
NOTE: Contacts can be given user access from the Contacts List by selecting the checkboxes for the applicable users, then selecting the Actions drop-down menu and Enable User Access. Contacts must have a valid email address.
Contact Details
The Contact Details Page is the main page that contains Contact information and assignments.
The Overview Tab is where you'll find key information about the Contact.
- The Fields card displays Contact details.
- NOTE: Professional and Premium plan accounts can customize Fields with Field Management.
- On the right, you'll find cards for contact assignments such as Vehicle, Work Order (if applicable), and Issues, as well as quick links to add an assignment.
- NOTE: The assignment cards shown may vary depending on your Fleetio plan.
- Expand the photos, comments, and documents panel to start a conversation with a contact or add photos of contracts and agreements.
Use the Tabs at the top of the page to view any past assignments or records tied to the contact.
Pinned Fields
Fleetio allows you to pin fields you commonly use to the top of the Fields card. Once pinned, these fields will be added to the Pinned Fields subsection.
To pin a new field, hover over the field and click the Pin Icon. To unpin a field, click the Pin Icon again.
NOTE: You can only pin fields in the Fields card. When you pin a field, this will be available for all Contact Details Pages you access. Pinned fields are only pinned for you; the fields you pin in the Details card will not affect other Users' Details Pages in your organization.
TIP: Learn more about Pinned Fields in Field Management.
Manage Contacts
To add a contact, select Contacts from the left sidebar menu, then either:
- Select + Add Contact to add a single contact.
- Select the More Actions menu on the top right of the screen to import contacts from a spreadsheet.
- NOTE: There is an option to add multiple contacts in the More Actions menu; however, contacts added this way will have user access.
Add an Individual Contact
The only required field for a new Contact is a First Name. However, it's best to fill out as much detail as possible.
- Basic Information - Name, Group, Email (for Notifications), and Type (Operator, Technician, and/or Employee). Upload a Photo.
- User Management - Choose if you want the contact to be a user and be able to log in to Fleetio, or have no access.
- Contact Information - Phone number and address information.
- Personal Information - Job Title, Date of Birth, Employee Number (this needs to be unique for each contact), and Start/Leave Dates. This section also includes operator details, such as a license number, and a technician hourly rate.
- Custom Fields - This section only displays if Custom Fields have been defined for the Contact Record type (NOTE: Only up to 50 Custom Fields are allowed per Record Type if you have a Professional Account). Custom fields can be set as required for any Custom Field.
- SAML - Links a contact with a given SAML ID.
Import Contacts
You can import your contacts instead of manually adding them in Fleetio. Check how to format your spreadsheet data with the Data Import Overview and Contacts Import Guide articles.
Export Contacts
If you would like to export a list of contacts, you may so do by clicking the More Actions menu and exporting to CSV.
Archive or Delete Contacts
If you no longer want a contact to appear as active in Fleetio, you can archive them. Archived contacts are still viewable internally and can be restored. Deleting a contact removes their details from your account. You can only delete contacts that do not have any records associated with them, such as a Work Order.
Contact Renewal Reminders and Types
Use Contact Renewal Reminders for important dates related to a contact such as certification expirations, license renewals, and inspection deadlines. Contact Renewal Types can be customized in Account Settings.
Contacts Reports
There are two reports available for contacts: the Contact List report and Contact Renewal Reminders report.
The main difference between these reports and the contacts and renewal reminders lists is after applying filters, you can save a report and have it sent on a schedule to Fleetio users so they don't have to manually keep up with any data.
Click Reports in the Sidebar Navigation, then click Contacts in the Report Types menu. Click the desired Report title and apply any filters to refine your data.
View Mobile Version for Each User on the Contact List
To provide visibility into user device type, OS, and Fleetio Go version, you can view additional columns on the Fleetio Web app by going to the Contact List and selecting the Users tab. Here, you can view the Current Mobile Device Model, Current Mobile Device, Current Mobile Device OS Version, Current Mobile Device Go App Version and list of Mobile Devices for the user. If the user does not have the latest update, this will be indicated in red in the Current Mobile Device Go App Version column.
