Linked Profiles for Restricted Visibility

Linked Profiles for Restricted Visibility

Linked Profiles for Restricted Visibility

Before You Use This Article

  • Access needed: Load Manager login and permission to use this screen, report, setting, or workflow.
  • 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 Linked Profiles when one person's loads are split across more than one employee profile in Load Manager. This lets a restricted user see loads assigned to their own employee profile and loads assigned to the employee profiles linked to them, without giving them unrestricted company-wide visibility.

What Linked Profiles Do

Linked Profiles connect additional employee profiles to one primary user profile. When restricted employee-profile visibility is applied, Load Manager can treat loads assigned to the linked profiles as allowed loads for the primary user.

Linked Profiles do not create another login, change the linked profile's permissions, or remove the primary user's restrictions. They only tell Load Manager which employee profiles should be included together for that user's restricted visibility.

When to Use Linked Profiles

  • Use Linked Profiles when one person works under more than one employee profile.
  • Use Linked Profiles when a restricted user needs allowed load visibility to include a related house, shared, or secondary profile.
  • Do not use Linked Profiles to share logins or give a user access to unrelated employee activity.

Before You Start

  • You must have permission to edit user profiles.
  • The employee profile you want to link must already exist in Load Manager.
  • Only link profiles that should be included in the same restricted visibility scope.

Link a Profile to a User

  1. Go to the Users tab.
  2. Open the primary user profile.
  3. Find the Linked Profiles section.
  4. Select the employee profile you want to link.
  5. Click Link User Profile.
  6. Repeat these steps if more than one profile should be linked.
  7. Click Save.

How Restricted Load Visibility Is Matched

When a user's role limits them to assigned loads, Load Manager checks the load's Sales Rep and Dispatcher fields.

A load can appear in the user's restricted results when either field matches:

  • The logged-in user's employee profile.
  • Any employee profile linked to the logged-in user.

If neither the Sales Rep nor the Dispatcher matches the primary user or one of the linked profiles, the load stays hidden from that restricted result set.

Example Load Visibility Scenarios

Use these examples when checking whether Linked Profiles are working as expected:

  • If the primary user is the Dispatcher and another employee is the Sales Rep, the load is visible because the primary user matches.
  • If another employee is the Dispatcher and a linked profile is the Sales Rep, the load is visible because the linked profile matches.
  • If a linked profile is the Dispatcher and the primary user is the Sales Rep, the load is visible because both allowed profiles match.
  • If neither the primary user nor any linked profile is assigned as the Dispatcher or Sales Rep, the load stays hidden from that restricted view.

Dashboard and Report Visibility

When a user's role restricts Dashboard, Sales report, or Sales Detail report results to assigned loads, those results can include loads where the Sales Rep or Dispatcher matches the user's own profile or one of their linked profiles.

After Linked Profiles are saved, those restricted views can also include loads assigned to the linked employee profiles. This helps the user review Dashboard and report totals for the complete set of employee profiles they are allowed to see.

Linked Profiles do not bypass role permissions. The user still needs access to the Dashboard, report, load screen, or workflow where the restricted loads appear.

Load Screen Visibility

Linked Profiles can allow a restricted user to see loads assigned to their own employee profile and to employee profiles linked to their user account.

Linked Profiles do not give the user access to new load screens. For example, if a restricted user has access to a load list, that list can include loads assigned to the user's own profile plus loads assigned to linked employee profiles. If the user does not have access to a certain load screen, linking another profile will not give them access to that screen.

Remove a Linked Profile

  1. Go to the Users tab.
  2. Open the primary user profile.
  3. Find the Linked Profiles section.
  4. Click the red X next to the linked profile.
  5. Click Save.

Troubleshooting

  • If linked profile loads are missing from a restricted Dashboard or report view, reopen the primary user profile and confirm the linked profile is still listed in the Linked Profiles section.
  • If the linked profile is listed but the user still cannot open a load screen or report, review the user's role permissions for that screen or report.
  • If the user can see unrelated loads, review the user's broader load permissions, such as unrestricted All Loads access.

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