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Custom Records is available as an Early Access feature for Premium Fleetio accounts. Click here to learn more about the Early Access Program.
Custom Records gives you the flexibility to extend Fleetio to match your business, bringing off-platform workflows into Fleetio in a structured, visible, and actionable way. The result is a more customizable fleet operating system that increases adoption and centralizes operations.
How to Enable Custom Records
Custom Records is currently an Early Access Program feature and is limited to Premium account customers only.
Enable Custom Records in Early Access
- Navigate to your Account Menu and select Early Access
- Enable Custom Records by switching the Custom Records toggle to the On position.
How to Access Custom Records Management
PERMISSIONS: Only Account Owners and Administrators can manage Custom Records.
Once enabled, you can access Custom Records in your Account Settings:
- Navigate to your Account Menu and select Settings.
- In the Account Settings sidebar, scroll to the Data Management section.
- What was previously called ‘Field Management’ has been reorganized into two options: Standard Records and Custom Records.
- Standard Records is where you can manage Fleetio's standard records, their fields, and page layouts for your account, as shown in the Field Management article.
- Custom Records is where you can now manage custom records, their fields, associations, and form layouts for your account.
Create a New Custom Record Type
You can create entirely new record types, including custom icon selection, singular and plural naming, auto-generated identifier keys, record descriptions, enable/disable status management, and role-based permissions.
To create a new Custom Record Type:
- Click the Add Custom Record button
- Complete the form
- Icon - this will display on the left sidebar navigation
- Singular name - (e.g. Accident)
- Plural name - this will display in the main navigation (e.g. Accidents)
- Identifier/Key - this will auto-populate based on your form edits
- Description of the record type (optional)
Custom Records can be enabled once at least one Custom Field has been added.
NOTE: If you enable the custom record, an Administrator will need to configure permissions at the role level before Regular Users can interact with the Custom Record.
Expanded Custom Field Support
Custom Records support all existing custom field functionality plus new data types including Date & Time, Number, and Currency.
Record Associations
Custom Records can be associated with standard records in the system, like Vehicles, Contacts, Vendors, and Tools.
Administrators can rename associations using custom labels and configure primary associations to work with Record Sets to control what visibility the end-user has. This means that users will only see records they already have access to within Fleetio.
Form Builder
Custom Records include a drag-and-drop form builder experience.
Admins can create custom sections, organize fields visually, and configure custom layouts for data capture.
When clicking Save Changes, the user must specify the corresponding permissions.
Custom Record Experience
You will now see the new custom record pages you have created under Custom Records on the sidebar navigation.
Record Index Pages
Custom Records include a familiar Fleetio index experience with filtering, managed columns, pagination, and record actions.
Record Detail Pages
Each Custom Record includes comments, documents, record history, photos, and delete functionality.
Import & Export Support
All Custom Records automatically support CSV import/export, downloadable templates, and field mapping workflows. Customers can use empty templates or pre-filled templates.
Sub-Indexes
By clicking on the Custom Record tab you created, associated records automatically appear in related Fleetio entities. Example: Vehicle Accidents sub-index.
Mobile Support
Mobile support will be available through a web-view based experience during Early Access. Users will be able to browse Custom Records, create records, and access record details from mobile.
