Help › Navifleet Manager › Web panel: Users
How to add users?
Updated: 27 April 2026
Adding users in Navifleet is free and unlimited. You can create any number of profiles without affecting your subscription fee.
In this article you will learn how to:
- Bulk import a list of people from an XLS file.
- Add a user manually and configure their profile correctly.
Bulk adding users (import from file)
If you want to avoid entering data manually, use the option to import users from an XLS file. To do this:
1. Click the three dots in the top right corner.
2. Select Download import file template.
3. Fill in the required fields in the file, remembering not to change its structure.
4. Send us the completed file by clicking the three dots in the top right corner and selecting the appropriate file upload option.
Important information about the import
Every user added this way will receive the Profile without access role by default. Once the import is complete, you can grant selected people login permissions at any time by editing their profile directly in the app.
Adding users manually
To add a new user:
1. Go to the Users tab in the side menu.
2. Click the green Add button (top right corner).
Selecting a role other than Profile without access will immediately send an automatic e-mail with an activation link. If you are still setting up the system and do not want to send invitations yet, temporarily select the Profile without access role.Explanation of the drop-down form fields
- Group: specifies which group in the organisation the user is assigned to (read what groups are).
- Form of cooperation: (e.g. B2B, Employment contract). Based on this, the system knows which document templates (e.g. an entrustment agreement) to display for electronic signature when a vehicle is issued.
- Status: new users are Active by default. When cooperation ends, change the status to Archived to keep the history without cluttering current lists.
- Role: specifies the user's permission level in the system (e.g. whether they can only view data or also edit it). Selecting a role other than “Profile without access” automatically sends an invitation to the app to the e-mail address provided (see the detailed list of permissions for each role).
- Shared groups: here you specify which vehicles the user is to see in their app.
If a user sees an empty screen after logging in, most likely no resources have been assigned to them in the Shared groups section.
Inviting users to the app
Simply adding a person to the list does not mean they can log in to the system. To grant access to the app:
1. In the App access section assign the appropriate Role (other than Profile without access).
2. Enter the user's correct E-mail address .
3. Once the form is saved, the system will automatically send an invitation with a link to set a password to the address provided.
Quickly adding several people
If you have several employees to enter one after another, use the Add next feature.
After ticking this checkbox and clicking Save, the system will create the user profile and immediately display a blank form for the next person. This saves a lot of time when adding many people.