5. Invite your team

What this is

FleetLoop lets you bring your staff on board and control exactly what each person can see and do. Instead of everyone getting full access, you assign each teammate a role that matches their job — a front-desk person doesn’t need to see billing, and a technician doesn’t need to invite other staff. You can invite people anytime; it’s not required before you start using FleetLoop.

Before you start

Have on hand:

• Each teammate’s email address
• The role you want to give them (see the table below)

Roles

Role	What they can do
Owner	Everything, including billing, integrations, and shop-wide settings. There’s always exactly one — it can’t be reassigned from this page.
Location manager	Runs the day-to-day at one or more locations.
Front desk	Checks customers in, runs rentals, and collects signatures. (Taking payments and deposits is left to a Location manager or Owner.)
Estimator	Writes repair estimates.
Technician	Does repair work and takes vehicle photos.
Painter	Handles paint work.
Parts coordinator	Orders and tracks parts.
Accounting	Sees financial reports and invoicing.
Read only	Can look but not touch — useful for auditors or outside stakeholders.

Steps

1. Go to Settings → Team → Members.
2. Click Invite teammate.

📸 Screenshot: The Members page with the Invite teammate button, and the invite dialog open showing name, email, and role fields.

3. Enter their first name, last name, and email address.
4. Choose their Role from the dropdown.
5. Click Send invitation.
6. Your teammate gets an email invitation. They click the link, set a password, and appear in your team list.

How to know it worked

Your invitee shows up in the Pending invitations table with a status of Pending. Once they accept, they move into the main members list with an Active status.

If something goes wrong

I need to change someone’s role or turn off their access. Go to Settings → Team → Members, find them in the list, and use the role dropdown or the Deactivate action. A deactivated teammate can be brought back later with Reactivate.

The invite didn’t arrive. From the Pending invitations table, use Resend to send it again, or Copy link to share the invite link directly (by text or another app).

I invited the wrong person, or want to cancel an invite. Use Revoke on the pending invitation — the link stops working immediately.

My shop has more than one location and I only want someone to see one of them. When inviting or editing a teammate, you can limit them to specific locations. Leave every location unchecked to give them access to all of them.