Standard Record Management consolidates all your standard and custom fields for any standard record into a single searchable index. Using Standard Record Management, administrators can customize the details page layout for Vehicles, Contacts, and Tools by creating sections and choosing how to organize them.

Plan Availability

Field Management is available for Professional and Premium accounts.

Professional

• Can customize the default layout for Vehicles, Contacts, and Tools, limited to one layout per record type
• Can create a maximum of 50 Custom Fields

Premium

• Can create multiple layouts for Vehicles, including layouts by vehicle type
• Can create unlimited Custom Fields

Managing Fields

To access the settings for Standard Records:

1. Go to your Account Menu and select Settings
   

   

2. In the Settings sidebar, click Standard Records in the Data Management section.
   
3. Select a built-in record type (e.g., Vehicle, Contact, etc.) 
   

The Standard Record Management index lets you manage your fields, categories, and field layout.

Once you have selected a record, you can:

1. Switch between the Fields, Categories, or Layout management tabs
   • Only Vehicle, Tool, and Contact record types will show the Categories and Layout tabs.
2. Search for a field or Filter the fields shown by Data Type, Created By, Category, or Enabled
3. Click + Add Field to add a new Custom Field
4. Click the More Actions button on an existing Field to edit (including enabling or disabling) or delete it

Enable or Disable Fields

Enabling and disabling fields allows you to control which fields are visible on detail pages or when adding specific record types.

You can enable or disable fields on the Standard Records Management page in your Account Settings (shown above).

To enable or disable a field:

1. Click the More Actions button for a non-required field and select Edit.

2. In the Edit Field window, set the Field Enablement toggle to the off position to disable it, then click the Save button.
   • To enable the field, set the toggle to the on position.
     

Add a Custom Field for a Standard Record

To add a new Custom Field to a Standard Record, click the + Add Field button.

You can learn more about Custom Fields in Custom Fields Overview.

Complete the Add Field form. Note that fields marked with an asterisk (*) are required.

Categories

Under the Categories tab, you can quickly view which fields are in which categories and sort your Custom Fields to suit your needs.

1. Click the links in the Fields column to view all fields in a category or only the Standard or Custom fields
2. Click the Sort Fields button to sort Custom Fields within a category

Layouts

In the Layout tab, you can customize how fields appear on a record details page for Vehicles, Contacts, or Tools.

Fields are separated into Sections. Sections allow you to group and arrange fields, but they do not control whether the fields are visibile to users. A field can belong to one section or multiple sections. It’s up to you to determine which fields are shown where.

By default, fields are divided into five sections: Details, Specifications, Financial, Custom Fields, and More Fields (which contains any fields not belonging to a section).

Click the arrow next to a section to preview the fields contained within.

Add or Edit a Section

To add a new section, click + Add Section.

To edit the fields within a Section, click the Edit button.

In both the Add and Edit Section windows, you can:

1. Change the Section Name
2. Search for a specific field
3. Use the checkboxes to select fields to add to this section
4. Click and drag to reorder the selected fields
5. Click the x to remove a selected field

When you're finished, click the Apply Changes button to save.

Reorder Sections

To reorder sections in the Layout tab, simply click and drag the reorder icon:

Save Your Changes

After making changes to a layout, click the Save Changes button in the Layout tab to save them, or click Clear Unsaved Changes to clear your changes.

Restore System Default

If, at any time, you wish to restore a layout to the system default state, click the More Actions Button on a layout and select Restore To System Default.

Add a Layout

To add a new layout:

1. Click + Add Layout
   
2. Complete the New Layout form. 
   1. For Vehicle Type:
      1. Leave this blank if you want the layout to appear for all unassigned vehicle types.
      2. Pick specific vehicle types and select the Active checkbox if you want the layout to appear only for those types. 
   2. Note that each vehicle type can only be assigned to one active layout.
      
3. When you're finished, click the Create and Customize button.

You can then customize the Sections in your new Layout by following the same process detailed above.

View Fields on a Record Page

Fields can be found in the Fields card on the Overview tab of a record's details page.

You'll see your Sections as they were configured in your Standard Record Management settings, as well as a section at the top for any Pinned fields.

You can search for a specific field using the search bar (a) or expand a section to view all the fields contained within (b).

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. 

Please note that:

• You must have View permissions to pin fields.
• Pinned fields are only visibile to you; they are not visible to other users. 
• You can only pin fields in the Fields card. 
• For Fleetio Go: pinned fields are only supported for Vehicles. 

To pin a new field, hover over the field and click the Pin Icon. To unpin a field, click the Pin Icon again.

After you pin a field, you can see the pinned field on the record's page. 

Fleetio Go

On mobile, you can view Pinned Fields section, above Details.