Add Your Team: Users, Roles, and Permissions

Before You Use This Article

• Access needed: Administrator access or permission to manage users, roles, or user settings.
• Best starting path: Start from Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services based on your company type.
• If this is not your setup: If this is not your company type, choose Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.

Use the Users tab and User Roles settings to give each team member the correct Load Manager access. A user profile controls login access, contact details, office assignment, email sending, sales commission defaults, load board credentials, and the role that determines what the user can see or change.

This article is for adding office users such as admins, dispatchers, sales reps, billing users, and managers. Drivers who only receive mobile dispatches are usually set up as carrier contacts or driver profiles, depending on your TMS type, rather than as office login users.

Before You Begin

Decide what the person needs to do in Load Manager before creating the user.

• Will they create or edit loads?
• Should they see customer pricing, carrier/driver pricing, or profit?
• Should they access reports, accounting, settings, or user management?
• Should they be assigned as a Dispatcher or Sales Rep on loads?
• Should they send email from Load Manager?
• Should their access be limited to one office, their own loads, or linked profiles?

Add a User

1. Go to the Users tab.
2. Select Add New.
3. Enter the user's name and contact information.
4. Enter the user's email address.
5. Create the user's Login and Password.
6. Select the user's Role.
7. Select the user's Office, when your company uses offices.
8. Set Active to allow the user to log in.
9. Select Save or Save & Exit.

Each user signs in with your company code, their login name, and their password.

Assign the Right Role

The Role field on the user profile controls the user's access. Roles are managed under Settings >> User Roles.

Use roles to separate access by job function. For example, an admin may need Settings and Users access, while a dispatcher may only need load, carrier/driver, and dispatch workflow access. A billing user may need invoices, reports, accounting, and payment-related fields.

Review Role Permissions

1. Go to Settings >> User Roles.
2. Select the role you want to review.
3. Open the Permissions tab.
4. Check a permission to turn it on for that role.
5. Uncheck a permission to turn it off for that role.
6. Watch for the SAVED message after a change is made.

Some permissions grant access to a screen or action. Other permissions are restrictions, such as hiding pricing or limiting which loads a user can see. Read the permission wording carefully before turning it on.

Review Load Status Editing Rights

The Load Status tab controls which load statuses users in that role can edit.

1. Go to Settings >> User Roles.
2. Select the role.
3. Open the Load Status tab.
4. Check the statuses users in that role should be able to edit.
5. Leave a status unchecked when users in that role should be able to view loads in that status but not edit them.

Set User Defaults for Loads

Use the user profile to control whether the person should default onto loads.

• Default this User to Load SalesRep: Uses this user as the default Sales Rep when supported by your workflow.
• Default this User to Load Dispatcher: Uses this user as the default Dispatcher when supported by your workflow.
• Sales Commission: Stores the user's default commission value when the user is assigned as a sales representative.
• Assigned Load Type: Supports user-specific load status assignments when your company uses that setup.

Set Up Email for the User

If the user will send invoices, quotes, rate confirmations, dispatch reports, BOLs, or other emails from Load Manager, complete the user's email setup. Depending on the email provider, this may use Connect with Microsoft, SMTP settings, or provider-specific app-password settings.

After email is connected, send a test email or use Verify SMTP settings when SMTP is used.

Security Best Practices

• Give each person their own login instead of sharing one account.
• Use the least access needed for the person's job.
• Limit pricing, profit, accounting, settings, and user-management access to users who need it.
• Deactivate users who no longer need access instead of deleting records connected to history.
• Test major role changes with one user before applying the same role to a larger team.

Troubleshooting

• The user cannot log in: Confirm the user is Active and is using the correct company code, login name, and password.
• The user cannot see a tab: Review the user's role and the role's menu permissions.
• The user cannot edit a load: Review load edit permissions and the role's Load Status tab.
• The user cannot see pricing or profit: Review pricing visibility permissions for the role.
• The user cannot send email: Confirm the user's email setup is complete and verified.

Related Articles

• Choose the Right Load Manager Articles for Your TMS Setup
• User Tab Overview
• How to Manage User Roles and Permissions
• Linked Profiles for Restricted Visibility
• Setting Up and Connecting Your Email in Load Manager
• Reset or Change a User Login Password