Team roles & permissions

What this is

Every teammate you bring into FleetLoop gets a role, and that role controls what they can see and do — a front-desk person doesn’t need access to your financial reports, and a technician doesn’t need to invite other staff. This page explains what each role can do, and how to change someone’s role or remove their access later. If you’re inviting a teammate for the first time, see Invite your team instead.

The roles at a glance

Role	What they can do
Owner	Everything — billing, integrations, brand, and every shop-wide setting. Only an Owner can edit your rental agreement wording, your rental add-ons pricing, and verify the security activity log. There’s always exactly one Owner.
Location manager	Runs day-to-day work at one or more locations: vehicles, rentals, invoicing, refunds, and discounts. Can also invite and manage other teammates.
Front desk	Runs the front desk: checks customers in, creates and manages rentals (pickup, return, extensions, cancellations), sends contracts, collects signatures (including in person), and can view reports. Can’t take payments or handle deposits — those go to a Location manager or Owner — and can’t invite teammates or change settings.
Estimator	Writes repair estimates for collision repair work.
Technician	Does repair work and uploads vehicle photos.
Painter	Handles paint work on repair orders.
Parts coordinator	Orders and tracks parts for repair orders.
Accounting	Sees financial reports, records and refunds payments, and reconciles vendor invoices. Can’t create rentals or invite teammates.
Read only	Can look at everything but can’t make changes — a good fit for an outside accountant, auditor, or investor.

If your shop only rents vehicles, you may not see the collision-repair roles (Estimator, Technician, Painter, Parts coordinator) when picking a role — those are built for auto body shops.

Before you start

Have on hand:

• The Owner or Location manager role yourself — everyone else can view their own profile but can’t change anyone else’s access
• The teammate must already be an active member or have a pending invitation (see Invite your team if they aren’t in FleetLoop yet)

Steps

1. Go to Settings → Team → Members.
2. Find the teammate you want to update in the Members table.

📸 Screenshot: The Members table with a teammate’s Role dropdown and Save button visible.

3. To change their role, click the Role dropdown next to their name, choose the new role, then click Save.
4. To remove their access instead, click Deactivate next to their name, then confirm in the dialog that appears.

📸 Screenshot: The Deactivate confirmation dialog, showing the teammate’s name and the warning that they’ll lose access immediately.

5. If you deactivate the wrong person, or want to bring someone back later, find them in the Inactive members table and click Reactivate — they return with the role they had before.

How to know it worked

A role change saves right away and the Save button disappears from that row. A deactivated teammate moves out of the Members table and into the Inactive members table with a status of Inactive; a reactivated teammate moves back with an Active status.

If something goes wrong

FleetLoop won’t let me change or remove this person. Every shop needs at least one Owner. If this person is your shop’s only Owner, promote someone else to Owner first — then you can change the original owner’s role or deactivate them.

I don’t see a Team option in Settings. Changing roles or removing access requires the Owner or Location manager role. Ask your shop’s owner to make the change, or to give you the Location manager role.

I need to remove someone completely, not just turn off their access. Deactivating is how you remove someone’s access in FleetLoop — there’s no separate delete. Their history stays attached to past rentals and repair orders, and you can reactivate or re-invite them later if they come back.