Table of Contents
Users in Fleetio are Contacts who have been granted access to log in and access your Fleetio account.
Fleetio lets you define each User's access level by assigning them a User Type.
User Types
There are four user types in Fleetio: Account Owner, Administrator, Regular User, and Guest User. Click the tabs below to learn more about each User Type.
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 access to every area of Fleetio.
TIP: Learn more about Account Owners in the Fleetio Account Ownership Policy article.
Administrator
Administrators have the second-highest level of access to Fleetio after the Account Owner.
Administrators can create, edit, and delete all record types and can also 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 Users are your standard users who access Fleetio to accomplish their day-to-day work.
Regular Users can only create, edit, view, or delete record types that they have access to based on their Roles and Record Sets.
- Fleetio's role-based permission system lets you define the access level for Users on your account by creating reusable Roles and applying them to multiple Users. A User's Record Sets then determine which specific records they can access.
Regular Users cannot access any Administrator-level Account Settings (shown in this article's Administrators tab), even if their Role includes full permissions.
TIP: Learn how to add Regular Users in Add & Invite Individual Users.
Roles
Roles are collections of permission settings that determine which actions (create, edit, view, delete) Users can take when accessing records in Fleetio, such as Vehicles, Tools, or Inspections.
A single Role can be applied to multiple Users who all need the same level of access to Fleetio, such as a Fleet Manager role. When necessary, the Role's permissions can be updated, thereby updating the permissions for any users assigned to the Role.
Custom Roles can be created for more specific User scenarios. There may be a Senior Fleet Manager who needs slightly more access, so a Custom Role can be tailored to match that User's needs.
TIP: Learn more about Roles and Custom Roles in the User Roles & Permissions article.
Record Sets
Record Sets define the Vehicles, Tools, Contacts, and/or Part Locations that a User has access to. Record Sets let Users access a specific subset of these records 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.
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.
Adding Users
Users can be added to Fleetio individually or in bulk. You can also enable User access for an existing Contact. See the articles below to learn more about adding Users.
Managing Existing Users
Because Users are Contacts who have been given access to Fleetio, they can be managed alongside your Contacts in the Contacts index. The articles below will help you get started.
Deactivating User Access
If you need to remove user access from a Contact, you can follow the steps in the Deactivate User Access article.
