Table of Contents
Adding multiple Users at once is a quick and efficient way to create new Contacts with User Access in your Fleetio account.
PERMISSION: Only Account Owners and Administrators can Add Multiple Users. See User Management Overview for more info.
IMPORTANT: Fleetio highly recommends you follow the instructions below to add Contacts with User Access before Importing Contacts. Utilize the Import Contacts feature for adding Contacts without User Access. If the Users being added are already Contacts, the system will create duplicate Contact records, but these duplicate Contacts can be merged.
Add Multiple Users
- Click Contacts in the Sidebar Navigation to go to your Contact Index.
- Click the More Actions Button, then select Add Multiple Contacts.
Step 1: Configure User Access
All Users created using this process must share the same User Type, Role, and Record Set configuration.
Begin by choosing a User Type, either Regular User or Administrator.
TIP: Learn more in User Management Overview.
Regular Users
Choosing Regular User will reveal selections for Role (a) and Record Sets (b).
TIP: Learn more in User Roles & Permissions and Record Sets.
NOTE: If you designate Record Sets using conditions like in this user's group or assigned to this user, then the Users will have unique record access despite sharing a Record Set configuration.
Administrators
Administrators are not assigned to a Role. They can create, edit, and delete all record types and can be granted access to specific Account Settings.
NOTE: An Administrator can only grant another Administrator access to the settings they themselves have permission to access.
The Administration and User Permission & Access permissions may be enabled or disabled by:
- Selecting Full to give the Administrators full access to all of the permissions listed.
- Selecting Some to use the checkboxes to select which of the permissions you want to allow access to.
- Selecting None to restrict access to the permissions.
Step 2: Enter User Data
There are two options for entering User data:
-
Type details manually
- Be sure to follow the formatting guide: {Name}, {Group}, {Email or Username}, {Password}
-
Copy/paste from a spreadsheet
- The columns must follow the same order but do not include any header row when copying from your spreadsheet. Commas are not necessary.
Required / Optional Fields
- {Name} - Fleetio will automatically split the Name column into First Name and Last Name, but only a First Name is required
- {Group} - Group will be required/not required based on your Account Settings. Group hierarchy is supported. Groups with hierarchy should follow the format "Parent 1|Parent 2|Group Name" with the | character functioning as the delimiter. Any Groups (including Parents) that do not exist will be created as new Groups.
- {Email or Username} - Must enter either Email OR Username. Fleetio will automatically detect valid Email addresses.
- {Password} - Password is required when entering a Username but can be left blank when entering an Email. Users with an email address can be sent an account invitation that invites them to set a unique Password.
IMPORTANT: A maximum of 200 Users can be added at one time.
Step 3: Review and Save
When you advance from Step 2 to Step 3, Fleetio will validate your data and report any errors.
Using the row numbers as a guideline, click the Step 2 box at the top of the page to move back to Step 2, fix any errors, and review again.
NOTE: You will not be able to save your new Users until all errors have been fixed
When you're ready, click the Add Users button in the bottom right, and Fleetio will begin creating the set of Users.
Within a few minutes, you will receive an email confirmation with a summary of your results.
NOTE: If the Users being added are already Contacts, the system will create duplicate Contact records, but these duplicate Contacts can be merged.
Invite Users
You can provide the new Users with the login credentials you have established in Step 2 or send an Invitation from within Fleetio.
To send an invitation:
- Click Contacts in the Sidebar Navigation.
- Click the Users tab (a) at the top of the Contact Index.
- Click the User Status filter (b), select Needs Invite (c), then click Apply (d).
- Check the checkbox (a) in the header row to select all Users, or check the user checkboxes individually.
- Click the Actions Drop-down Menu (b) and select Send/Resend Invite.
NOTE: To send an invite to a single User, click the More Actions Button (c) on their row and select Send Account Invite (d).
- You may add an optional message to the invitation before clicking the Send Account Notification button.
The User will receive an Invitation Email that includes a link to log in to Fleetio.
NOTE: In some cases, a strict spam email filter may prevent this invitation from arriving in the User's inbox. Be sure to whitelist notifications@fleetio.com.
Resend Invitations
If an Invitation Email is caught in a spam folder or otherwise fails to arrive in the User's inbox, you can easily Resend it.
- Click Contacts in the Sidebar Navigation.
- Locate the User using Filters or Search.
- Click the More Actions Button at the end of the Users row and select Resend Invite.
You can also use the checkboxes on the left of the Contact Index and select Send/Resend Invite from the Actions Drop-Down Menu to resend to multiple Users at once.
Alternatively, you may click the link below and type the Email Address to Resend:
