Table of Contents
Users are special Contacts who have been granted access to log in and access your Fleetio account. Fleetio's Role-based permission system allows you to define the access level for each User on your account by creating reusable Roles and applying them to multiple Users or creating a Custom Role for a specific User. An individual user's Record Sets then determine which specific vehicles, contacts, and parts they can access.
Overview Video
User Types
There are four types of Users in Fleetio.
Account Owner
There is only one Account Owner per Fleetio account. This is typically the User who signed up for Fleetio. The account owner has full Fleetio access.
Administrator
An Administrator can create, edit, and delete all record types and can be granted access to specific Account Settings. Permissions can include:
- 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 Automations - Manage account workflow automations
- 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
- Manage Users & Roles - Enable or disable user access for Contacts, modify their notification settings, and manage roles
NOTE: An Administrator can only grant another Administrator access to the settings they themselves have permission to access.
TIP: Learn how to add Administrators in Add & Invite Individual Users.
Regular User
Regular User permissions are the most flexible and can be managed in set groups or tailored to the individual. Owners and administrators can adjust user permissions.
Regular Users typically have the following composition:
- Basic information (name, group, contact details, custom fields and attachments like photos and documents
- Login credentials (email address/username and password)
- A Role that defines permissions
- One or more Record Sets that define which vehicles, contacts and/or parts the user can access
TIP: Learn how to add Regular Users in Add & Invite Individual Users.
Guest User
A Guest user is a special user created by the Fleetio software for certain public forms in Fleetio.
TIP: Learn more in the Guest User article.
User Roles
Roles determine the features and actions a Regular User can take in Fleetio. Roles can be applied to multiple users, like a role for a Fleet Manager. These users all need the same access and, when necessary, can be updated all at once. Custom Roles are specific to a User. There may be one Senior Fleet Manager who needs slightly more access, so a Role can be tailored to match that User's needs.
A Role gives users Full, Some, or None access to Vehicles, Tools, Inspections, Contacts, and more.
TIP: Learn more in the User Roles & Permissions article.
User Record Sets
Record Sets are collections of Vehicles, Contacts, and Parts that a Regular User can access. Record Sets enable users to access a specific subset of Vehicles, Contacts, or Parts while sharing their Role and permissions with other users.
Record Sets are created in your Account Settings and then added to a User in the Contacts section of Fleetio.
TIP: Learn more in the Record Sets article.
