Table of Contents
Vehicles
Tools
Meter Entries
Fuel Entries
Issues
Faults
Recalls
Service Task Management
Service Entries
Work Orders
Inspections
Shop Integration
Service Reminders
Service Programs
Vehicle Renewal Reminders
Contacts
Contact Renewal Reminders
Vendors
Parts
Purchase Orders
Reports
Places
Location Entries
Expense Entries
Dashboards
Fleet Documents
Integrations
Fleetio modules (for example, Vehicles, Fuel Entries, Issues, etc.) in a Role can be configured with Full, Some, or None access.
Selecting "Some" access allows you to identify exactly which permissions should be available in a Role.
TIP: Learn more in the User Management Overview and User Roles & Permissions articles.
NOTE: Users with View permission in the following modules may also add Comments for the corresponding record type: Fuel Entries, Issues, Parts, Purchase Orders, Service Entries, Vehicles, Vehicle Assignments, and Work Orders.
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Vehicles |
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| Create | When enabled, the user can create a new vehicle. If a user only has access to certain groups of vehicles in their Record Sets, they can only create a vehicle in that Group. |
| Edit | Ability to edit vehicle details such as identification and classification info (vehicle specs, financial info, and Custom Fields are also editable IF view permissions are also granted) on vehicles updatable according to the user's Record Sets |
| View - Vehicle Details and Specs | Ability to view vehicle sections: Specifications, Engine & Transmission, Wheels & Tires, and Fluids on vehicles viewable according to user's Record Sets |
| View - Financial Info | Ability to view Purchase & Loan/Lease information on vehicles viewable according to the user's Record Sets |
| View - Custom Fields | Ability to view vehicle Custom Fields on vehicles viewable according to user's Record Sets |
| View - Export | Ability to export vehicle data, according to the individual View permissions noted above |
| Update Vehicle Status | Ability to update vehicle statuses for vehicles updatable according to the user's Record Sets |
| Manage Vehicle Assignments | Ability to assign/unassign Operators to/from Vehicles according to the user's Record Sets and edit or delete Assignment History |
| Archive/Delete | Ability to archive or delete vehicles according to user's Record Sets; also includes permission to restore archived vehicles. |
| Attachments - View Documents | Ability to view vehicle documents on vehicles viewable according to the user's Record Sets |
| Attachments - Manage Documents | Ability to upload, edit, or delete vehicle documents on vehicles updatable according to the user's Record Sets |
| Attachments - Manage Photos | Ability to upload, edit, or delete photos on vehicles updatable according to the user's Record Sets NOTE: all users can view photos on vehicles viewable according to their Record Sets. |
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Tools |
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| Create | When enabled, the user can create new Tools. If a user only has access to certain groups of Tools in their Record Sets, they can only create Tools in that Group. |
| Edit | Ability to edit Tool details such as brand, model, and serial number (financial info and Custom Fields are also editable IF view permissions are also granted) on Tools updatable according to the user's Record Sets |
| View - Tool Details & Specs | Ability to view basic Tool details including brand, model, and serial number on Tools viewable according to user's Record Sets |
| View - Financial Info | Ability to view purchase information on Tools viewable according to the user's Record Sets |
| View - Custom Fields | Ability to view Custom Fields on Tools viewable according to user's Record Sets |
| View - Export | Ability to export Tool data, according to the individual View permissions noted above |
| Update Tool Status | Ability to update Tool statuses for Tools updatable according to the user's Record Sets |
| Archive/Delete | Ability to archive or delete Tools according to user's Record Sets; also includes permission to restore archived Tools. |
| Manage Tool Assignments | Ability to check Tools in/out, assign/unassign other operators to Tools, and link/unlink Tools to vehicles |
| Attachments - View Documents | Ability to view documents on Tools viewable according to the user's Record Sets |
| Attachments - Manage Documents | Ability to upload, edit, or delete documents on Tools updatable according to user's Record Sets |
| Attachments - Manage Photos | Ability to upload, edit, or delete photos on Tools updatable according to the user's Record Sets NOTE: All users can view photos on Tools viewable according to their Record Sets. |
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Meter Entries |
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| Create | Ability to create Meter Entries for vehicles updatable according to user's Record Sets |
| Edit | Ability to edit Meter Entries for vehicles updatable according to user's Record Sets - If enabled, the user must also receive the View permission |
| View Meter Entries | Ability to view Meter Entries for vehicles viewable according to the user's Record Sets |
| View - Export | Ability to export Meter Entry data for vehicles viewable according to user's Record Sets |
| Delete | Ability to delete Meter Entries for vehicles updatable according to the user's Record Sets |
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Fuel Entries |
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| Create | Ability to create Fuel Entries for vehicles updatable according to user's Record Sets |
| Edit | Ability to edit Fuel Entries for vehicles updatable according to user's Record Sets - If enabled, the user must also receive the View permission |
| View Fuel Entries | Ability to view Fuel Entries for vehicles viewable according to the user's Record Sets |
| View - Export | Ability to export Fuel Entries for vehicles viewable according to user's Record Sets |
| Delete | Ability to delete Fuel Entries for vehicles updatable according to the user's Record Sets |
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Issues |
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| Create | Ability to create Issues for vehicles updatable according to user's Record Sets, where applicable, includes permission to create Issues from Inspection failures and Faults. |
| Edit | Ability to edit Issues for vehicles updatable according to user's Record Sets |
| View Open Issues | Ability to view Open Issues for vehicles viewable according to the user's Record Sets |
| View Resolved/Closed Issues | Ability to view Resolved or Closed Issues for vehicles viewable according to the user's Record Sets |
| View - Export | Ability to export Issues for vehicles viewable according to the user's Record Sets |
| Delete | Ability to delete Issues for vehicles updatable according to the user's Record Sets |
| View Documents | Ability to view Issue documents for vehicles viewable according to the user's Record Sets |
| Manage Documents | Ability to upload, edit, or delete Issue documents for vehicles updatable according to the user's Record Sets |
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Faults |
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| View Faults | Ability to view Faults for vehicles according to user’s Record Sets |
| View - Export | Ability to export Faults for vehicles viewable according to user's Record Sets |
| Ignore Codes | Ability to ignore select codes for individual vehicles |
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Recalls |
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| View Recalls | Ability to view Recalls for vehicles according to user’s Record Sets |
| View - Export | Ability to export Recall data according to user's permissions |
| Acknowledge | If enabled, the user can acknowledge Recalls for individual vehicles. |
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Service Task Management |
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| Create | Ability to create new Service Tasks (from the Manage Service Tasks screen or while entering Service Tasks on Work Orders, Service Entries, reminders, etc.) NOTE: does not affect a user's ability to choose existing Service Tasks in those same fields, only create new ones altogether. |
| Edit | Ability to edit Service Tasks from the Manage Service Tasks screen |
| Archive/Delete | Ability to archive or delete Service Tasks from the Manage Service Tasks screen |
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Service Entries |
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| Create | Ability to create Service Entries for vehicles updatable according to user's Record Sets |
| Edit | Ability to edit Service Entries for vehicles updatable according to user's Record Sets - If enabled, the user must also receive the View permission. |
| View Service Entries | Ability to view Service Entries for vehicles viewable according to the user's Record Sets |
| View/Update Cost Information | Without this permission, Labor costs, Part costs, and Tax/Total Cost line items will be uneditable and hidden from the user on viewable Service Entries. |
| View - Export | Ability to export Service Entries for vehicles viewable according to user's Record Sets |
| Delete | Ability to delete Service Entries for vehicles updatable according to the user's Record Sets |
| View Documents | Ability to view Service Entry documents for vehicles viewable according to the user's Record Sets |
| Manage Documents | Ability to upload, edit, or delete Service Entry documents for vehicles updatable according to the user's Record Sets |
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Work Orders |
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| Create | Ability to create Work Orders for vehicles updatable according to user's Record Sets. NOTE: users with Create Work Orders permission may also add Labor and Parts line items. |
| Edit Work Orders | Ability to edit Work Orders for vehicles updatable according to user's Record Sets. NOTE: users with Edit Work Orders permission may also add and edit Labor and Parts line items. |
| Manage Labor | Ability to create or edit labor line items and labor time entries. NOTE: without this permission, users will only be able to record their own labor time on Work Orders by clocking in and out on the Fleetio Go mobile app. |
| Edit Work Order Numbers | Ability to create or edit Work Order Numbers according to user's Record Sets. |
| View Incomplete Work Orders | Ability to view Work Orders that are currently in a Work Order Status that is not designated as a Completed status for vehicles viewable according to the user's Record Sets. NOTE: If a user also has Edit Work Orders permissions, this allows them to apply statuses not designated as a Completed status. |
| View Completed Work Orders | Ability to view Work Orders that are currently in a Work Order Status that is designated as a Completed status for vehicles viewable according to the user's Record Sets. NOTE: If a user also has Edit Work Orders permissions, this allows them to apply statuses designated as a Completed status. |
| View/Update Cost Information | Without this permission, Labor costs, Part costs, and Discount/Tax/Total Cost line items will be uneditable and hidden from the user on viewable Work Orders. |
| View - Export | Ability to export Work Orders for vehicles viewable according to user's Record Sets |
| Delete | Ability to delete Work Orders for vehicles updatable according to the user's Record Sets |
| View Documents | Ability to view Service Entry documents for vehicles viewable according to the user's Record Sets |
| Manage Documents | Ability to upload, edit, or delete Service Entry documents for vehicles updatable according to the user's Record Sets |
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Inspections |
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| Manage Forms | Ability to create, edit, archive, delete, or view version history for Inspection Forms |
| Manage Schedules | Ability to update Inspection schedules for vehicles viewable according to user's Record Sets NOTE: Only Account Owners and Administrators can manage ALL vehicles and schedule rules on a form. |
| Submit Inspections | Ability to submit inspections for vehicles they can edit according to user's Record Sets. Includes the ability to review resolved issues from previous inspection item failures. |
| Edit Submissions | Ability to Acknowledge failed items and edit Meter Entries on Inspection Submissions for vehicles updatable according to user's Record Sets. No other items on Submitted Inspections are editable by any user, even by Owners or Administrators. |
| View Other User Submissions and Item Failures | Ability to view Inspection Submissions and Item Failures submitted by other users for vehicles viewable according to user's Record Sets. NOTE: Users can always view their own Inspection Submissions, but they cannot see any Item Failures until this permission is enabled. |
| View - Export | Ability to export Inspection Submissions submitted by other Users for vehicles viewable according to the user's Record Sets and ability to export all Item Failures. NOTE: users can always export their own Inspection Submissions. |
| Delete Submissions | Ability to delete viewable Inspection Submissions for vehicles updatable according to the user's Record Sets. |
Shop Integration |
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| Account Details | Ability to view Account Details on the Shop Integration Overview page. |
| Account Summary | Ability to view the Account Summary section on the Shop Integration Overview page. NOTE: If Manage Credit Limit Increases Requests is checked, this setting will be enabled by default. |
| Repair Order Notifications | Ability to view Repair Order Notification Subscriptions. |
| Statements | Ability to view and download Statements on the Shop Integration Overview page. |
| Transactions | Ability to view Transaction information for the last seven days on the Shop Integration Overview Page. |
| Manage Credit Limit Increase Requests | Allows for the approval of credit limit increase requests for Shop Integration. |
| Manage Repair Order Notifications | Ability to view, edit and delete Repair Order Notification Subscriptions. |
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Service Reminders |
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| Create | Ability to create Service Reminders for vehicles updatable according to user's Record Sets |
| Edit | Ability to edit Service Reminders for vehicles updatable according to user's Record Sets - If enabled, the user must also receive the View permission |
| View | Ability to view Service Reminders for vehicles viewable according to the user's Record Sets |
| View - Export | Ability to Export Service Reminders for vehicles viewable according to the user's Record Sets |
| Delete | Ability to delete Service Reminders for vehicles updatable according to the user's Record Sets |
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Service Programs |
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| Manage | Ability to create Service Programs, manage service schedules, and add individual vehicles updatable according to user's Record Sets |
| View | Ability to view all Service Programs |
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Vehicle Renewal Reminders |
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| Create | Ability to create Renewal Reminders for vehicles updatable according to user's Record Sets |
| Edit | Ability to edit Renewal Reminders for vehicles updatable according to user's Record Sets - If enabled, the user must also receive the View permission |
| View Renewal Reminders | Ability to view Renewal Reminders for vehicles viewable according to the user's Record Sets |
| View - Export | Ability to export Renewal Reminders for vehicles viewable according to the user's Record Sets |
| Delete | Ability to delete Renewal Reminders for vehicles updatable according to the user's Record Sets |
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Contacts |
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| Create | When enabled, the user will be able to create a new Contact. If a user only has access to certain groups of Contacts in their Record Sets, they will only be able to create a Contact in that Group. |
| Edit | Ability to edit Contacts updatable according to user's Record Sets |
| View Basic Details | Ability to view a Contact's first and last name, email address, group, and Classifications on Contacts viewable according to the user's Record Sets |
| View Contact Personal Details | Ability to view a Contact's phone number(s), address, job title, date of birth, and other personal details on Contacts viewable according to the user's Record Sets |
| View Custom Fields | Ability to view Contact's Custom Fields on Contacts viewable according to user's Record Sets |
| View - Export | Ability to Export contact data, according to the individual View permissions noted above |
| Archive/Delete | Ability to archive or delete Contacts updatable according to user's Record Sets |
| View Documents | Ability to view Contact documents on Contacts viewable according to user's Record Sets |
| Attachments - View Documents | Ability to view vehicle documents on contacts viewable according to the user's Record Sets |
| Attachments - Manage Documents | Ability to upload, edit, or delete documents on contacts updatable according to the user's Record Sets |
| Attachments - Manage Photos | Ability to upload, edit, or delete photos on contacts updatable according to the user's Record Sets NOTE: All users can view photos on contacts viewable according to their Record Sets. |
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Contact Renewal Reminders |
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| Create | Ability to create Renewal Reminders for Contacts updatable according to the user's Record Sets |
| Edit | Ability to edit Renewal Reminders for Contacts updatable according to user's Record Sets - If enabled, the user must also receive the View permission |
| View Renewal Reminders | Ability to view Renewal Reminders for Contacts viewable according to the user's Record Sets |
| View - Export | Ability to export Renewal Reminders for Contacts viewable according to the user's Record Sets |
| Delete | Ability to delete Renewal Reminders for Contacts updatable according to the user's Record Sets |
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Vendors |
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| Create | Ability to create a new Vendor |
| Edit | Ability to edit Vendors - If enabled, the user must also receive the View permission |
| View Vendors | Ability to view Vendor details, including contact and address NOTE: All users may have the ability to view Vendor names in order to apply these to Fuel Entries, Service Entries, Work Orders, etc. |
| View - Export | Ability to export Vendor details, including contact and address |
| Archive/Delete | Ability to delete Vendors |
| Attachments - View Documents | Ability to view documents on vendors viewable according to user's Record Sets |
| Attachments - Manage Documents | Ability to upload, edit, or delete documents on vendors updatable according to user's Record Sets |
| Attachments - Manage Photos | Ability to upload, edit, or delete photos on vendors updatable according to user's Record Sets |
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Parts |
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| Create Parts | Ability to create a new Part |
| Edit Parts | Ability to edit Part details |
| View - Part Details | Ability to view a Part's profile |
| View - Part Activity | Ability to view the Part activity (usage and inventory adjustments) for Parts that are Active and tracking inventory in Part Locations enabled in the user's Record Sets. |
| View - Export | Ability to export a Part's profile |
| Update Inventory Quantities | Ability to update inventory quantity for Parts that are Active and tracking inventory in Part Locations enabled in user's Record Sets. |
| Archive/Delete | Ability to archive or delete Parts |
| View Documents | Ability to view Part documents |
| Manage Documents | Ability to upload, edit, or delete Part documents |
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Purchase Orders |
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| Manage | Ability to create new Purchase Orders and edit existing Purchase Orders that are set up for Part Locations enabled in the user's Record Sets. |
| View Purchase Orders | Ability to view Purchase Orders that are set up for Part Locations enabled in the user's Record Sets. |
| View - Export Data | Ability to export Purchase Orders viewable according to the user's Record Sets |
| Receive Purchase Orders | Ability to Receive Purchase Orders that are set up for Part Locations enabled in the user's Record Sets. User does not need to have the Update Inventory Quantities Parts permission, but receiving a PO will record an inventory adjustment for the received Parts. |
| Approve Purchase Orders | Ability to Approve Purchase Orders that are set up for Part Locations enabled in the user's Record Sets. |
| Delete | Ability to delete Purchase Orders that are set up for Part Locations enabled in the user's Record Sets. |
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Reports |
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| View Vehicle Reports | Ability to view Vehicle reports (includes Vehicles, Fuel, Service, Work Orders, Issues, and Inspections) |
| View Contact Reports | Ability to view Contact reports |
| View Part Reports | Ability to view Parts and Purchase Order reports |
| View Custom Reports Built by Fleetio Team |
Ability to view any custom report built by Fleetio under the Reports menu. This may include data outside of the user's record sets, so please use caution when assigning this role. If you have any questions about your custom reports specifically, please contact your Customer Success Manager. |
| Create and Manage Shareable Reports |
Ability to create and manage any report with the intention of it being shared. |
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Places |
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| Create | Ability to create new Places |
| Edit | Ability to edit existing Places |
| View Places | Ability to view existing Places |
| View - Export | Ability to export Places viewable according to the user's Record Sets |
| Delete | Ability to delete existing Places |
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Location Entries |
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| Create | Ability to create new Location Entries via API |
| Edit | Ability to edit existing Location Entries (in most cases, accessed via the associated entry such as Fuel or Inspection) |
| View | Ability to view existing Location Entries |
| Delete | Ability to delete existing Location Entries |
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Expense Entries |
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| Create | Ability to create new Expense Entries |
| Edit | Ability to edit Expense Entries |
| View | Ability to view existing Expense Entries |
| View - Export | Ability to export Expense Entries |
| Delete | Ability to delete Expense Entries |
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Dashboards |
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| Manage | Allow user to create, edit, and delete their own Custom Dashboard views |
| Share | Allow user to share their Custom Dashboard views with others |
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Fleet Documents |
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| View Fleet Documents | Allow user to view any unassociated document |
| Manage Fleet Documents | Allow user to manage any unassociated document |
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Integrations |
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| Manage Telematics Devices | If enabled, the user can manage telematics devices. |
