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Roles are collections of permission settings that are applied to Regular Users to determine which actions they can take in Fleetio.
TIP: A Regular User is one of three User Types, along with the account owner and administrator. Learn more in the User Management Overview article.
You can easily utilize an existing Role and apply this to multiple Users or create a new Role for a specific User.
IMPORTANT: The number of Roles and types of Roles you have available depends on your Fleetio Plan:
- Essential may have up to four Roles
- Professional may have up to 15 Roles
- Premium may have up to 30 Roles
Manage Roles
To View, Edit, and Add Roles:
- Go to your Account Menu and select Settings.
- In the Settings sidebar, click Roles in the User Access section to view your Roles index.
The Roles index indicates the number of users assigned to each Role in the Users column, as well as when the Role was created and last updated.
Editing Roles and Selecting Permissions
To edit the permissions for a Role, click the More Action Button and select Edit, or click on the Role in the index.
Role permissions are divided into modules, such as Vehicles, Meter Entries, Inspections, and Issues. You can control access to each part of Fleetio by selecting 'full', 'some', or 'no' access.
IMPORTANT: When you edit the permissions for a Role, each User assigned to that Role will immediately receive the new permissions.
- Full - The user will have every permission available for the selected module and any permission we add for that module in the future.
- Some - This is where you can specify exactly which granular permissions should be assigned to a user in this Role. Available permissions can be selected individually using the checkboxes - these are then applied at the Role level, and anyone with that Role will have those permissions. Example permissions include Create, View, Edit, and Delete.
- None - The module won’t be accessible or visible for Users with that Role. Setting access to None is a great way to reduce the number of navigation options for a particular User in Fleetio.
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.
TIP: For a complete list of modules and their corresponding permissions, learn more in the Fleetio Manage Permissions Reference guide.
Copy a Role
Copying a Role is a quick way to create a new Role with a similar permission structure to an existing Role.
Click the More Actions Button for the Role you want to copy, then select Make a Copy.
Set a Default Role
One Role can be set as Default, meaning it will be pre-selected when creating new Users.
Click the More Actions Button for a Role and select Set as Default.
Delete a Role
To delete a Role, click the More Actions Button and select Delete.
NOTE: A Role can only be deleted if there are no Users assigned to it.
Creating Roles
To create a new Role, click the + Add Role button in the Roles index.
You can also create a new Role when adding or editing a Regular User by selecting + Create New in the Role drop-down.
Give your new Role a Name and an optional Description, then select the Module Permissions using the same logic shown above.
When you're finished, scroll to the bottom and click the Save button.
Assigning User Roles
Roles can be assigned when Adding a New User.
To change the Role of an existing User:
- In the Contacts index, click the Users tab.
- Next, click the More Actions Button for the User and select Edit.
- In the User Type & Permissions section, use the Role drop-down to select the User's Role.
- When you're finished, click the Save Contact button.
Assigning User Roles in Bulk
IMPORTANT: Bulk Manage User Roles is available for current Regular Users. Bulk Manage cannot be used to change User Types (e.g., Regular User to Administrator, or vice versa).
Reassigning multiple Users to a single Standard Role is a simple bulk action available in two places:
- In the Contacts index, select the Users tab.
- Select the checkboxes for the applicable Users.
- Click the Actions Drop-down menu and select Update Role or Record Sets.
- Use the Role drop-down to select the new Role for the Users.
- When you're finished, click the Update button.
