Invite Fleet Contacts
A fleet account can have multiple contacts — the people inside the customer's company who interact with you. Each contact has a name, role, email, and phone. The primary contact is the one we email by default for service confirmations and invoices; other contacts are CC'd or have role-specific surfaces.
Adding contacts is how you give a fleet's billing person, dispatch coordinator, or shop manager their own access to the portal — without giving everyone the same shared login.
What contacts can do
All fleet contacts can:
- Receive transactional emails (service confirmations, invoices, reminders).
- Sign in to the fleet portal at the tokenized URL — same URL for everyone in the fleet, scoped by their email.
- Submit service requests (which show up in your Requests inbox).
- See the fleet's vehicles, service history, and outstanding invoices.
Contacts cannot:
- See contacts at other fleet accounts.
- Edit billing terms, credit limits, or other fleet settings — those stay with you.
- Access work orders for vehicles outside their fleet.
The portal is read-mostly. The fleet's data is yours; contacts get a window into their slice of it.
Add a contact
Open the fleet account
From Fleet Accounts in the sidebar, click into the fleet.
Scroll to "Contacts"
The Contacts card lists everyone currently associated with this fleet. New fleets ship with one auto-created Fleet Manager contact (whoever the customer was originally created as).
Click "+ Add contact"
The form takes:
- Name — required.
- Role — pick from Fleet Manager, Accounts Payable, Dispatcher, Shop Manager, or Other. Roles drive which transactional emails the contact receives by default.
- Email — required if you want the contact to receive emails or use the portal.
- Phone — optional; used for SMS reminders if your plan has SMS enabled.
Pick the right role
Roles tune the default email distribution. You can override per-contact, but starting with the right role makes the defaults Just Work:
| Role | Receives by default |
|---|---|
| Fleet Manager | Service confirmations, schedule changes, invoices, outstanding balance reminders |
| Accounts Payable | Invoices and payment receipts only — no service notifications |
| Dispatcher | Service confirmations and schedule changes — no invoices |
| Shop Manager | Service confirmations and completion summaries — no invoices |
| Other | Nothing automatic; toggle individual notifications per contact |
Mark the primary contact
One contact must be primary. The primary is who we address invoices and confirmations to first, with the other contacts CC'd. New fleets default to the original Fleet Manager as primary; you can switch from the contact's row.
Save
The contact is created. They don't get an automatic invite email by default — see "Send portal invite" below to push them their access link.
Send the portal invite
Adding a contact alone doesn't notify them. To give them portal access:
Click "Send portal invite" on the contact row
The action emails the contact a welcome message including the fleet's portal URL and a description of what they can do there.
Confirm the contact's email is correct
The send-button preview shows the email address; double-check it before sending.
The portal URL is the same for the whole fleet — there's no per-contact tokenized URL. Contacts identify themselves via their email when they sign in. If a contact leaves the company, removing them here removes their portal access.
Remove a contact
Click Remove on the contact row. The contact's record is soft-deleted (preserved in the audit trail) and their email stops receiving fleet notifications immediately. If the removed contact was the primary, you'll be prompted to pick a replacement before the removal completes.
Bulk-import contacts
For fleets with many people (large logistics operators, government agencies), the Import contacts button accepts a CSV with name,role,email,phone,isPrimary columns. Useful when onboarding a large fleet — drop the customer's HR roster export and you're done.