Add and Manage Users in Load Manager

Use this article to add office users, update existing user profiles, control login access, and review the main user-specific options in Load Manager.

Before You Use This Article

• Access needed: Administrator access or permission to manage users, roles, or user settings.
• Use this article when: you are adding, reviewing, or updating office users such as admins, dispatchers, sales reps, billing users, managers, or other team members who log in to Load Manager.
• 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.

Add a User

Use these steps for the normal user setup workflow. You can come back later to complete email settings, load board credentials, commission defaults, or other optional settings.

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

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

Edit an Existing User

1. Go to Users.
2. Find the user in the All Users list.
3. Click the user's name to open the user profile.
4. Update the needed fields.
5. Click Save or Save & Exit.

Use Show Inactive if you need to find a user who was previously deactivated.

Deactivate a User Login

When someone no longer needs access, deactivate the user instead of deleting the record. Deactivating the user protects history connected to loads, reports, emails, and customer activity.

1. Open the user profile.
2. Set Active to inactive or false.
3. Click Save.

If a user is connected to historical records, Load Manager may prevent deletion. In that case, keep the record inactive.

Choose the Right Role

The Role field controls what the user can see, edit, unlock, or access. Choose the role based on the user's job, not just their title.

• Admins usually need access to settings, users, and company setup.
• Dispatchers usually need load, carrier or driver, dispatch, and document access.
• Billing users usually need invoice, accounting, payment, report, and export access.
• Sales users may need customer, load, quote, dashboard, and commission-related access.

The Permissions tab controls menu and feature access. The Load Status tab controls which load statuses that role can edit.

For detailed role controls, use Manage User Roles and Permissions.

Set Up Email for a User

If the user will send invoices, quotes, rate confirmations, dispatch reports, BOLs, or other documents from Load Manager, complete the user's email setup after the core user profile is saved.

• Email: The user's email address.
• SMTP Server Address: The outgoing mail server for the user's email provider.
• SMTP Username: Usually the user's email address.
• SMTP Password: Often an app password for Gmail, Outlook, Microsoft 365, or other providers.
• SMTP Port: Usually 465 or 587, depending on the provider.
• TLS or SSL: Select the protocol required by the email provider.
• E-mail Signature: The signature used when this user sends email from Load Manager.

After entering email settings, check Verify SMTP Settings and save the user. For provider-specific steps, use Set Up and Connect Email in Load Manager.

Set User Defaults for Loads

User defaults help Load Manager assign the right person or visibility rules during daily work.

• 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.
• Assigned Load Type: Supports user-specific load status assignments when your company uses that setup.
• Linked Profiles: Allows restricted Dashboard, report, or load visibility to include related employee profiles when one person works under more than one profile.
• Sales Commission: Stores the user's default commission value when the user is assigned as a sales representative.

Set User Load Board Credentials

When load board integrations are enabled for your company, the user profile may store credentials for individual posting workflows. Only enter credentials for load boards your company uses.

• DAT Load Board
• Truckstop
• DirectFreight Load Board
• 123 Load Board
• LoadBoard Network

Use Set Up Load Board Integrations in Load Manager for setup requirements.

Attach or Email User Documents

After a user has been saved, the user profile can show an attachment area for user documents. Use Attach Files or View/Attach Files to manage files for the user. Use Email Doc to send uploaded user documents by email when the user's email setup allows it.

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

• Add Your Team: Users, Roles, and Permissions
• Manage User Roles and Permissions
• Linked Profiles for Restricted Visibility
• Set Up and Connect Email in Load Manager
• Reset or Change a User Login Password
• Deactivate or Delete a User Login
• Office Overview
• Set Up Load Board Integrations in Load Manager