FleetAdmin - Adding Users

Users can be uploaded individually, or imported in bulk using our User Import Template.  Once Users are added, go to User Access Control to set each Users access. 

Click to skip ahead: 

Adding Users - Individual User

• Go to FleetAdmin
• Users
• Click on Add User to add a single user

• To add a new user, there are mandatory fields * to be filled in. 
• The Login name must be be a functioning email address. This is how Users will reset their password
• The Login & Email must be the same.
• Password - Must be 8 characters long
• Fleet Office System Role:

Summary of The Fleet Office System Roles:

 

Please Note: The Fleet Office only allows one unique email per User system wide.  If a User has had a previous login with a different Company using the same email, you will get an error message.  If using an alternate email address is not an option, please contact us at [e-mail] with Users details.

• See FleetAdmin - User Details article 
• Scroll to the bottom of the page and click save. 

Please Note: Adding an Individual User does not autogenerate an email to new User.   You will need to email User Login Details.  User can then use Forgot Your Password? to reset password.

Adding Users - Bulk User Import

Users can be added to The Fleet Office in bulk using an Excel spreadsheet. Once the import is successful, each new user will automatically receive an email inviting them to complete their account setup.

• Go to FleetAdmin
• Users
• Import Users

Before You Upload

• Download and use the User Import Template provided. This ensures the column headers are in the correct format.
• Do not rename, remove or rearrange the column headings.
• Drag and drop the completed Excel file onto the upload panel (or click to browse for the file).
• Once uploaded, the system will validate the spreadsheet and display either a Success or Failed result.

Template Requirements/ Tips

To ensure your import is successful:

• System Role must exactly match one of the system role names available in The Fleet Office.
  • The value is case and spelling sensitive.
  • We recommend copying and pasting the role name directly from your system to avoid errors.
  • View System Roles by selecting the 'information' icon on the instruction page.
• If a Department or Position is entered, it must already exist in Organisation Settings.
• Existing users will be skipped during the import and will not be updated, including users who have been terminated. 
• If importing licence details, all of the following fields must be completed together:
  • Licence Number
  • Licence Expiry
  • Licence Vehicle Type (Car, Heavy Rigid etc.)
  • Licence State (Abbreviation eg. QLD, NSW)

Successful Import

• When the import is successful, you'll see a confirmation message similar to the below. 

• Each newly created user will receive an email with instructions to activate their account.

Import Errors

If the import fails, a list of errors will be displayed.

• The Red Pop up message will indicate exactly what columns need to be fixed. 
• Correct the errors in your original Excel template, save the file, and upload it again.
• Because the import works as an all-or-nothing process, no users will be imported until every error has been resolved.

Important: If the system detects any errors, the entire import will fail. No users will be created until all errors have been corrected.

Common Import Errors

System Role does not exist

• The value entered in the System Role column must exactly match an existing System Role in your database. See System Roles here. 

Department or Position not found

• If you receive an error relating to Department or Position, check that the value already exists under Organisation Settings. The import cannot create new departments or positions. See here how to add Departments and Positions. 

User Already Registered in System

• The Fleet Office only allows one unique email address per user across the entire platform.
• If the email address has previously been used in another TFO client database, the import will fail for that user.
• If the user cannot use an alternative email address, please contact [e-mail] with the user's details and we can assist with releasing the email address from their previous employer

Adding Bulk Users - New User Registration

Once a successful bulk user import is complete, each new User will receive an email requiring them to complete their registration:

Clicking on the "Complete Registration" button will open a webpage where the User can set their password for the system:

Next Step - FleetAdmin - User Details