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Tony Summerville

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Aug 8, 2012

3 minute read

Fleet Management Blog

Introducing Better User Permissions

Fleetio is changing the way organizations manage their fleet. One of the most important concepts we introduced is the ability to share fleet management knowledge and responsibilities across the organization. Today we’re making that even easier.

Meet the new user roles & permissions

Fleetio’s user permission system is centered around roles. These roles are like “buckets” that help you control how your company’s users and drivers access Fleetio. The roles fall into three different categories: Limited Access, Limited Management and Full Access.

Limited Access

Users with the “Notifications” role cannot actually log into Fleetio to view or manipulate any data for an account. These users can only receive reminder notification emails from service or renewal reminders. This is useful in companies where you don’t want drivers to access the vehicle management system, but you do want to keep them up to date when maintenance is due or licenses are up for renewal.

“Viewer” role users can log into Fleetio and view all the vehicle information for the account, but they can’t actually manipulate any data. This is really handy for stakeholders in your organization that need to look at fleet data, but don’t need to be updating any information. These users are also prevented from accessing the Account Settings area.

Limited Management

“Manager” users can manage vehicle-related information, but only for certain vehicles and/or locations. The Manager role makes Fleetio really unique when it comes to user access and delegation of responsibilities. This is huge for helping organizations share fleet management duties across multiple people while reducing the chance of mistakes.

Let’s say you want your drivers to update information for their vehicle, but not any of the other vehicles in the fleet. Just assign them manager access to their assigned automobile and they will be able to update mileage, enter service and fuel records, track maintenance and more - but only for their car or truck. If they access other vehicle records in Fleetio, they will only be able to view information and not actually update anything.

What if you have people in your company who need to be able to manage all the vehicles at their location but not anywhere else? This is a common issue for distributed fleets with lots of locations. We’ve made it simple to assign one or more locations to a Manager user. They’ll be able to manage all the vehicles at the location, but not any other locations. As soon as you assign a vehicle to that location, the user will be able to manage it - and vice versa - if you remove vehicle from a location in Fleetio the user will no longer be able to manage its information.

So what does “manage” mean? Users with manager rights can add, edit and delete information for any vehicle they manage such as odometer/mileage, vehicle profile & purchase information, maintenance records & service reminders, notes & documents, fuel expenses and more.

Full Access

“Admin” users will be able to manage all fleet vehicles and equipment for an account. Additionally, there are two special permissions that you can enable per Admin user: Manage Account Settings and Manage Other Users.

Admin users with the “Manage Account Settings” permission will be able to add, edit and delete Locations, Service Types, Vehicle Types and Vehicle Statuses. Additionally, those with the “Manage Other Users” permission will be able to add & edit users of the account, except for the Owner user and their own user account.

The Owner user (the person who created the account) will have full reign of the account, including the ability to manage the subscription and billing information. This is exactly how it worked already in Fleetio.

What’s next for user roles?

We tried to strike a balance between flexibility and user friendliness with this update to user roles & permissions. Of course we can always make things more granular but at the potential cost of making it too complicated. After all, customers tell us it’s the simplicity and wonderful user experience that they love most about Fleetio.

Give it a shot and let us know what you think. We look forward to hearing your feedback and usage scenarios.

About the Author

Tony Summerville

Tony Summerville


Tony is the CEO and founder of Fleetio and a passionate thought leader who lives at the intersection of transportation and technology. As a competitive swimmer growing up, he was once ranked 5th in the nation for his age group.

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