Manage User Roles and Permissions

Manage User Roles and Permissions

Manage User Roles and Permissions

Use Settings >> User Roles to control what each role can see, edit, unlock, or access.

Open User Roles

  1. Go to Settings.
  2. Click User Roles.
  3. Select the role you want to review or update.

Settings User Roles screen showing Permissions and Load Status tabs

Update Role Permissions

  1. Open the Permissions tab for the selected role.
  2. Check a permission to turn it on. Uncheck it to turn it off.
  3. Watch for the SAVED message.

User Roles Permissions tab with optional permissions and access restrictions

Update Load Status Editing Rights

Use the Load Status tab to set which statuses a role can edit.

  • Checked: Users in the role can edit loads in that status, subject to their other permissions.
  • Unchecked: Users can see loads in that status but cannot edit them.

User Roles Load Status tab showing which load statuses a role can edit

Before Changing Permissions

  • Test major changes with a user in that role first.
  • Some permissions work together. For example, exporting report data can need both report access and export access.
  • When a permission is written as a restriction, checking it turns the restriction on.
  • Office-based restrictions depend on the user's office and the offices assigned to customer records.

Permission Reference

Permissions vary by company setup. If your screen uses different wording, follow your screen.

ID Type Category What it does for the role
Carrier
1000 Carrier Edit Add new carrier records.
1005 Carrier Edit Change an inactive carrier to active. This can override the onboarding workflow when the company uses the setting that keeps carriers inactive until onboarding is complete.
1010 Carrier Record Lock Unlock a locked carrier record.
1020 Carrier Settings Verify carrier onboarding documents.
1021 Carrier Settings Remove the Verified By check from carrier onboarding documents.
1022 Carrier Settings Hides the ACH tab on the Carrier Information page for the role.
Customer
2000 Customer Finance Set a customer status to active and set payer status to true.
2010 Customer Record Lock Unlock a locked customer record.
Driver
3000 Driver Edit Edit driver records.
3010 Driver Record Lock Unlock a locked driver record.
Equipment
4000 Equipment Record Lock Unlock a locked equipment record.
Load - Access and Visibility
5000 Load Edit Edit existing loads.
5020 Load Edit View loads and customers from all offices. If unchecked, the role is limited to loads and customers assigned to the user's office.
5070 Load Edit Access the All Loads screen.
5050 Load Edit Shows the office filter on All Loads and My Loads.
5001 Load Edit Restricts the role to loads where the current user is assigned as the Sales Rep or Dispatcher.
5002 Load Edit Only shows the current user in the Sales Rep drop-down list.
5003 Load Edit Only shows the current user in the Dispatcher drop-down list.
Load - Editing and Field Control
5004 Load Edit Edit only user-defined fields on a load.
5005 Load Edit When a load is in view-only mode because it reached the lock status, allows the role to edit the load except for date fields.
5006 Load Edit When a load is in view-only mode, allows the role to edit Order Date, Invoice Date, Pickup Date, and Delivery Date.
5091 Load Edit Prevents the role from changing the Order Date on a load. When this permission is checked, the Order Date field is read-only for users in that role, regardless of load status or view-only mode.
5015 Load Edit When a load is in view-only mode, allows the role to edit the Customer Paid and Carrier Paid checkboxes.
5016 Load Edit When a load is in view-only mode, allows the role to edit the Invoice Date.
5023 Load Edit When a load is in view-only mode, allows the role to edit load notepad fields, including public notes, internal dispatch notes, rate confirmation notes, invoice comments, dispatch notes, and internal notes.
5081 Load Edit Hides the Bill To information on loads.
Load - Status Control
5012 Load Edit Change the load status even when the load is in view-only mode.
5013 Load Edit Requires the load status permission under Settings >> User Roles >> Load Status before the role can edit a load.
5018 Load Edit Prevents the role from editing the Load Status.
5090 Load Settings Change a load status beyond POD even when no carrier invoice is entered, if the company setting requiring carrier invoices is turned on.
5092 Load Edit Change a load status to Canceled. If this permission is not checked, Canceled is not available as a selectable load status for users in that role, even when the load is otherwise editable.
Load - Lock and Record Control
5010 Load Edit Edit a load after the load has reached the lock load status.
5011 Load Record Lock Unlock a locked load.
5060 Load Edit Shows the Delete option for loads. Load deletions are logged.
Load - Pricing and Finance
5007 Load Finance Hides customer pricing and load profit on the Load screen.
5008 Load Finance Hides the load totals box that includes customer totals, carrier totals, miles charges, direct costs, and profit.
5014 Load Finance Hides carrier pricing and load profit on the Load screen.
5009 Load Edit Prevents the role from editing customer rates or carrier/driver rates on a load.
5017 Load Edit Set a maximum carrier rate for carrier flat rate, miles rate, and accessorial rate so other users cannot increase those amounts.
5021 Load Finance Change Carrier Paid and Customer Paid checkmarks on the Load screen.
5032 Load Finance Prevents the role from booking a customer that has exceeded its credit limit.
Load - Settings and Display
5080 Load Settings Hides the View/Email Rate Confirmation option on the Load screen.
5040 Load Edit Access logs.
Load - Accounting
5030 Load Accounting Access QuickBooks Export.
5031 Load Accounting Access Accounting.
Reports
6000 Reports Reports Open and run reports from the Reports menu.
6010 Reports Reports Restricts Dashboard, Sales, and Sales Detail report results to loads where the current user is assigned as the Sales Rep or Dispatcher.
6020 Reports Reports Use Export Data. The role also needs access to the Reports menu.
Settings
7000 Settings Settings Access the Settings menu and the User menu.
7010 Settings Settings Make changes in the Load Status option under Settings.
7020 Settings Customer Access the Customer tab.
User
8000 User Record Lock Unlock a locked user on the user edit screen.
8001 User Settings Send emails from other active user email addresses.
8020 User Settings Access the User tab.

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