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Accounts

User accounts in Formbird FLEET control three things: who can log in, what they can see and do, and what information about them is stored and used in the application.

Administrators can create and update any account. Supervisors can manage notifications for other accounts. All other account types can only view and update their own account.

For a full description of each account type's permissions and typical use, see Account Types.

Account Types

The account type (Formbird App Role) determines the user's homepage and permissions.

Account type Role Homepage
Administrator Manages the application — configuration, data import, user access, and system settings. Full access to all areas. System Administrator Menu
Asset Manager Manages asset records, lifecycle, and fleet data across the organisation. Asset Manager Menu
Maintenance Admin Oversees multiple workshops — manages workshop staff, schedules maintenance, and monitors activity across all workshops. All Workshop Dash
Supervisor Supervises a single workshop — manages technicians, schedules and carries out maintenance, and handles Requests and Work Orders for their workshop. Supervisor Dash
Technician Workshop mechanic whose primary role is to carry out maintenance — works on Requests and Work Orders, records time, and updates job status. Technician Dash
Operator Uses plant and vehicles in day-to-day work — completes Daily Driver pre-starts, records plant hours, reports faults, and can book pool vehicles. Works Management Operator Menu
Driver Books pool vehicles for short-term use and completes Daily Driver pre-starts before using an asset. Booking Form
External Supplier External contractors who carry out repair work — can view and update Work Orders assigned to them but have limited access to other areas. External Supplier Menu

Creating an Account

  1. From the System Administrator Menu, open the System Administration dropdown and select Account Management.
  2. Select New User in the User Accounts panel.
  3. Enter a New Password and Confirm Password.
  4. Select a Formbird App Role — this sets the account type and homepage.
  5. Enter User Details:
  6. First name, surname, and email address (required).
  7. Work and mobile phone numbers (optional — displayed elsewhere in the application to make contact easier).
  8. Set Assignable to Yes if this user should appear in the Assignee dropdowns on Requests and Work Orders.
  9. Enter Rates — used to calculate the cost of Time Recorders on Work Orders.
  10. Configure Availability:
  11. Set Available For Work to Available initially. This updates automatically based on active Time Recorders, Roster, and Leave.
  12. Configure User Business Role Details as applicable:
  13. Department, Section, Business Role, Supervisor, Section Administrator — used in reporting on Allocations and displayed on assets where this user is the Responsible Person. See Supervisor and Section Administrator for details on what these fields control.
  14. Related Workshop — filters the Requests and Work Orders shown on Supervisor and Technician dashboards.
  15. Location — used to assign users to the correct vehicle pools for asset booking.
  16. Save the account. An Account Control document is created automatically with Account Verified checked.
  17. Confirm the account is verified:
    • Scroll to the Security panel.
    • Select the Account Control record in the table to open it inline.
    • If Account Verified is not checked, check it and save.
  18. Configure any Notifications for the account and save.

Note: Driver and Operator accounts cannot be configured with Assignable, Rates, Availability, or Related Workshop. External Supplier accounts cannot be configured with Assignable, Availability, or any Business Role Details fields.

Viewing and Updating an Account

  1. From the System Administrator Menu, open the System Administration dropdown and select Account Management.
  2. Locate the account in the User Accounts table. Use the column search fields below the headings to filter by name, department, or other criteria.
  3. Select the link in the Name column to open the account.
  4. Make the required changes and save.

Bulk Updating Accounts

The Account Bulk Update tool on the Account Management page updates the following fields across multiple accounts at once:

  • Department
  • Section
  • Business Role
  • Supervisor
  • Section Administrator
  • Related Workshop
  • Rate
  • Assignable
  • Available For Work
  • Location

To bulk update:

  1. Enter the new values in the fields at the top of the page.
  2. Use the column filters below the table headings to narrow the list — for example, filter by Department to find all accounts in a specific team.
  3. Select the accounts to update by clicking their rows (avoid the link in the Name column).
  4. Select Update / Create and remain on the page while it processes.

Warning: The selected field values at the top of the page do not reset after an update — only the row selections clear. Always confirm the field values are correct before running a subsequent bulk update.

Selecting accounts by CSV email list:

Instead of manually clicking rows, you can bulk-select accounts by uploading a CSV file of email addresses. In the Import Account Email File section, check Exclude File Header Row if your file has a heading, drag the file to the import field, then click Import. The tool matches emails to accounts and selects them in the table. Any unmatched emails are listed separately.

Importing Accounts from a CSV File

The Account Import tool creates new accounts or updates existing ones from a CSV file. Existing accounts are matched by email address — if a match is found the account is updated, otherwise a new account is created.

Navigate to: System Administrator Menu → System Administration → Account Management → Account Import

Steps

  1. Select an Account Import/Update Mapping document that matches your CSV file format. If none exists, select New Import Mapping to create one (enter the column number for each field, starting at 1).
  2. Drag the CSV file to the upload control, or select Choose File.
  3. Check Exclude File Header (First) Row if your file includes a heading row.
  4. Optionally expand Default Fields to set fallback values for columns not present in the file. Leave Prevent Default Values From Updating Existing Accounts checked (the default) to avoid overwriting existing data with defaults.
  5. Select Validate File. If validation passes, the button turns green and an Import File button appears. If it fails, review the error report and correct the file.
  6. Select Import File to complete the import. Do not navigate away while it processes. A table of links to the created or updated accounts is displayed on completion.

Validation Requirements

Requirement Detail
Email Must be unique within the file and in a valid format
Mandatory fields for new accounts Email, Password, First Name, Last Name, and Formbird App Role must be present in the file or set as defaults
Password Between 7 and 18 characters
Related documents Department, Section, Location, Related Workshop, and Hire Pools must already exist in the system before import
Supervisor / Section Admin Can be created as part of the same import file — the importer runs in two passes to handle this
Account Verified Must be TRUE or FALSE if present
Assignable Must be Yes or No if present
Available for Work Must be Available or Unavailable if present
Rate fields Must not be negative. Dollar signs and commas are stripped automatically (e.g. $1,000.00 is valid)

Notes: - All text is matched case-insensitively. - Multiple pools or locations can be assigned by separating names with a caret in the file (e.g. Pool1^Pool2^Pool3). - New accounts are created with Account Verified set to true by default.

Removing Access

When a person no longer needs access to Formbird FLEET, unverify their account rather than deleting it. Deleting an account removes historical records, reporting data, and references throughout the application. Unverifying it prevents login while preserving all of that history.

  1. Navigate to the user's account.
  2. Scroll to the Security panel.
  3. Select the Account Control record in the table to open it inline.
  4. Deselect the Account Verified checkbox.
  5. Save the changes.

The account will remain in the system but will not be able to log in. Only delete an account if it was created by mistake.

Published: May 2026 · Formbird FLEET 4.2.8