Limit Load Status Editing by User Role

Limit Load Status Editing by User Role

Limit Load Status Editing by User Role

Before You Use This Article

  • Access needed: Administrator access or permission to manage users, roles, or user settings.
  • Use this article when: you are an admin or authorized office user adding, reviewing, or updating Load Manager users, roles, permissions, office visibility, email settings, load board credentials, or user-specific options.
  • Use a different article when: you only need driver/mobile dispatch access; use Driver Web App with Mobile Dispatch. If you are choosing the full setup order for your company, start with Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.

Use this workflow when you want a user role to update loads only while those loads are in specific statuses. For example, you may allow a Sales Representative role to work with Active or Booked loads, but prevent that role from updating loads after they are Invoiced, Paid, Completed, or Cancelled.

Before you start: Administrator access or permission to manage users, roles, or user settings.

What This Setting Controls

This setup controls which load statuses a role is allowed to edit or update in the load status workflow. It works together with the role permission that restricts load status editing.

This is different from general load access. If you also need to stop a role from opening or editing load records in general, review the role's load edit permissions and any locked-load settings your account uses.

Before You Start

  • You must have permission to edit user roles.
  • Decide which role you want to restrict.
  • Decide which load statuses that role should still be allowed to edit.
  • Review the status names in your account first if your company has renamed default statuses.

Turn On the Role Restriction

  1. Go to Settings >> User Roles.
  2. Select the role you want to update.
  3. On the Permissions tab, find the permission that restricts load status editing. In many accounts, this appears as User CANNOT edit the Load Status.
  4. Check that permission for the role.

Role permission changes save automatically when you check or uncheck the permission.

User Roles Permissions tab showing the load status edit restriction permission

Choose Which Statuses the Role Can Edit

  1. Stay in Settings >> User Roles.
  2. Select the Load Status tab near the top of the role settings area.
  3. Choose the role from the Select Role list.
  4. Review the Allow Edit? column.
  5. Leave a status checked when the role should be allowed to edit or update loads in that status.
  6. Uncheck a status when the role should not be allowed to edit or update loads in that status.

The status list saves automatically after you check or uncheck a status. A SAVED message appears briefly after the update.

User Roles Load Status tab showing the Allow Edit column by load status

How to Read the Checkboxes

  • Checked: The role is allowed to edit or update loads in that status.
  • Unchecked: The role is restricted from editing or updating loads in that status.

If a role should stop making changes once a load is Invoiced or Paid, uncheck those statuses for that role.

Have Users Sign Out and Back In

Load Manager applies a user's role permissions when the user signs in. After changing these settings, have affected users sign out and back in before testing the restriction.

Test the Role

  1. Sign in as a user assigned to the role you updated, or ask that user to test after signing back in.
  2. Open a load in a status the role is allowed to edit and confirm the user can complete the expected status workflow.
  3. Open or review a load in a status the role is not allowed to edit and confirm the restricted status controls are no longer available for that role.
  4. Repeat the test on the load list, dispatch board, or other load screen your team uses most often.

Troubleshooting

  • The user still sees the old behavior: Have the user sign out and back in.
  • The user can still open the load: This setting controls status editing and status-based update behavior. Review the role's broader load edit permissions if the user should not open or edit load records at all.
  • A status is missing from the list: Confirm the load status is active and available in your Load Status setup. Some system-managed statuses may not behave like normal editable statuses.
  • An admin can still edit a restricted load: Check whether that admin role has broader load edit permissions or locked-load override permissions.
  • The wrong people are affected: Confirm each user is assigned to the intended role in the user profile.

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