Welcome to Fleetio

Welcome to Fleetio!

We've designed this guide to provide you with easy and essential information that you'll need to get started. We'll cover the basics of navigating Fleetio, adding Users and Vehicles, managing your Notifications, watching Vehicles, and the Fleetio Go mobile app. Along the way, we'll also provide you with links to other articles in the Fleetio Help Center for more guidance after your basic setup is complete.

Let's get started!

General Navigation

Below are some of the Main Navigation elements in Fleetio.

• Sidebar Navigation (a): Used to navigate to the pages you have access to in Fleetio
• Search (b): Quickly search the Fleetio web app for any record
• Top bar (c): Access the Notification Center, Help Menu, Quick Add Menu, and the Profile Menu

Submenus

Click a menu option in the Sidebar Navigation to show available Submenu options.

Collapsing the Sidebar Navigation

Click the Collapse Icon to collapse and expand the Sidebar Navigation.

Get Started

To help you with the setup of your new Fleetio account, you'll have access to the Get Started page for 60 days (after your free trial). This page gives you quick access to recommended onboarding steps, such as adding vehicles, inviting your teammates, connecting telematics integrations, and assigning your vehicles.

Hide Get Started

If you'd like to hide the Get Started page for your account:

1. Click the Hide onboarding tasks button below the Need Help? section.

2. You'll be asked to provide some feedback, then click the Hide button.

If you are still within the 60-day timeframe, you can turn Get Started back on in your Account Settings:

1. Go to your Account Menu and select Settings.
2. Under General Settings, uncheck the Hide onboarding tasks checkbox.

Add Vehicles

Vehicles are the heart of Fleetio. A "vehicle" represents any asset or unit of equipment—moving or otherwise—managed in Fleetio.

You can add Vehicles individually, Add Multiple Vehicles at once, or Import Vehicles using a CSV template.

To add an individual Vehicle:

1. Click Vehicles in the Sidebar Navigation and select Vehicle List.
2. Click the + Add Vehicle button in the top right.

3. In the Identification section (a), enter the Vehicle Details, such as Name, type, year, make, and model.

4. You can also add information for Maintenance, Lifecycle, Financial information, Specifications, and Vehicle Settings by selecting them in the column on the left (c).
5. When you're finished, click the Save Vehicle button (d).

Add Users

Users are special Contacts that have been granted access to log in and access your Fleetio account. You'll be asked to provide basic details for any new Users you add before defining their access level using Roles and Record Sets.

To add a new User:

1. Click Contacts in the Sidebar Navigation.
2. Click the + Add Contact button in the top right.
3. Fill out the Basic Details and User Access sections (both are required).

Step 1: Basic Details

4. Fill out the form with the details for the User. First Name, Email, and Group are all required fields for new Users.
5. (optional) Choose Classifications for your User.

Step 2: User Access

6. Select Enable Access to Fleetio. This will allow the User to log into Fleetio.
7. Login Information can be either an email address or username in combination with a password.
   • If you choose Email, the User will receive an invitation email with instructions to create their password. Check the Delay email invitation checkbox if you would like to send the invitation manually.
   • If you choose Username/Password, Fleetio lets you set an initial, temporary password for the User, which you can enter yourself or automatically generate.

Step 3: User Type & Permissions

Select the User Type and Permissions for the User. Users can be Regular Users or Administrators. Learn more in User Management Overview.

• A Regular User is assigned a Role and Record Sets to control the actions they can take in Fleetio and which records they can manage.
• An Administrator can access Account Settings and can view, edit, and delete all records.

Regular User

If you're adding a Regular User:

1. Choose their User Role from the Role drop-down menu. Their Role controls the actions they can take in Fleetio, such as viewing, creating, editing, or deleting certain records.
2. Determine the User's Record Sets. Record Sets determine the types of records the User can access, such as Vehicles and Inspection Forms. 
   • By default, your account comes with a few Record Sets, such as Full Access or No Access. If you've used a custom Record Set for an existing user, the Record Set will show up in the drop-down menu.

Administrator

If you're adding an Administrator, choose their permissions:

• Manage Users & Roles - Access to create and manage Users.
• Manage Subscription & Billing Information - Request changes to the subscription plan, credit card information, and other billing details.
• Export All Account Data - Can export Fleetio data to a downloadable file.

Step 4: Contact Information, Personal Details, and Custom Fields

Contact Information and Personal Details contain optional fields to add additional user information such as phone number, job title, or employee number.

Custom Fields may be required depending on how they have been configured in your Account Settings. See Custom Fields for more information.

Next Steps

When you've filled out the necessary information, click the Save Contact button.

• You can also click Save & Add Another to save the User and open a blank form.

If you chose Email for their Login Information and did not check the Delay Invite checkbox, the User will automatically receive an email invitation, including a link to create a password.

• If you checked the Delay Invite checkbox, see the instructions below to send an invitation email.

If you chose Username/Password for their Login Information, you can now provide the User with their credentials.

Notification Settings

Confirm your email address in order to receive both essential and configured notifications. Essential communications, such as system updates or account information, are sent to unconfirmed emails, but you won't receive reminders or notifications until your email address is confirmed.

If your email address is unconfirmed, there will be a notification banner reminding you to do so, along with a link to resend a confirmation email, if necessary.

To set up your notification preferences, go to your Profile Menu, then select Notification Settings.

How You Get Notified

Fleetio offers two ways to receive notifications: Email notifications and push notifications through the Mobile App.

By default, both notification types are switched on for new accounts. If you do not enable notifications in this section, it will override any other selections for notifications. For example, if you switch mobile app notifications off, but the mobile app notification checkbox is selected for Vehicle Assigned to Me, you will not receive mobile app notifications. This applies to email notifications as well.

What You Get Notified About

Select the record type on the left to customize specific watching and notification settings. All changes you make save in real-time.

Watched Vehicles

Fleetio gives you the ability to "watch" certain record types like Vehicles, Issues, Work Orders, or Fuel Entries. Watchers receive notifications when new activity happens on the record, such as new comments, status changes, and more. Vehicles can be watched individually or by Group.

There are multiple ways you can watch a Vehicle:

Index Pages

• Hover over the number of watchers in the Watchers column and click Watch, or use the multi-select checkboxes and click the Actions Drop-down Menu to Add Watchers in bulk.
  

Details Pages

• Click Watch on a Details Page.
  

Vehicle Assignment

• You automatically become a watcher when you're Assigned To a Vehicle.

Vehicle Groups

• If you're watching a Vehicle Group, you become a watcher for all Vehicles in that Group.

Automatic Watching

• The checkbox to Automatically Watch New Vehicles is selected on the Notification Settings page.

Download & Log in to Fleetio Go

Download Fleetio Go for iOS

Download Fleetio Go from the App Store.

Download Fleetio Go for Android

Download Fleetio Go from the Play Store.

Log in

Log in using your email/username and password.

If your organization is using Google single sign-on, tap the Google button to sign in with your Google account.

If your organization uses another single sign-on method, tap the SAML button, then tap Company SSO on the next screen to enter your credentials.