Users & Access

User Roles and Access

Create users, assign roles, and fine-tune what each person can see and do in your portal.

Everyone who signs into your portal is a user with a job Role, and the role decides what they can see and do. Users are managed in Settings → Users (the User Management screen); a read-only summary of each role lives in Settings → Security & Permissions (Roles & Permissions).

Managing users

The Users page has two always-available tabs — User List and User Permissions (a general guide; the defaults listed below are what the system actually applies) — plus User Details and Restrictions tabs once a user is selected. The User List shows Active Users first; the Inactive Users and All Personnel buttons show the rest.

Only an Admin or Super Admin can add users. To add someone:

  1. Click New User to open the Create New User form.
  2. Under Identity, enter their first and last name, work email, and phone.
  3. Under Access & Permissions, pick their Role and, only if they need it, an Admin Access level.
  4. Press Submit. The person gets an email with a secure setup link and chooses their own password — you never set or see it. The email goes out from your company's connected mailbox; if none is connected yet, they can use Forgot Password? on the sign-in page instead.

In the User List, click a person's edit button to open User Details, or their Restrictions link to tailor access beyond the role.

Roles

The job roles cover a moving company's org chart: Sales, Quality Assurance, Auto Transport, Customer Service, Dispatcher, Foreman, Driver, Crew Member, Warehouse, and Finance. A user's role badge appears at the bottom of their sidebar.

Admin and Super Admin are not roles. They are Admin Access levels, picked separately on the same form, and they open everything regardless of job. Only a Super Admin can make someone a Super Admin, and an Admin cannot manage a Super Admin.

Roles are platform-managed — there are no custom roles. As the Roles & Permissions page explains: each user's job Role plus their Admin Access level decide everything; pick both in user management, the role's permissions and restrictions apply automatically, and per-user overrides live on the user's Restrictions tab.

What restrictions do

Restrictions are enforced on both pages and the underlying APIs — a hidden page cannot be reached by typing its address. The Restrictions tab (User Restrictions & Privileges) has one row per sidebar section — Core Workspace, Sales CRM, Operations, Finance, and Settings & Administration. Every row except Core Workspace has a Block all switch that blocks everything under that heading in the sidebar, including anything added to it later. Open a row to block individual switches instead, then press Submit. Common examples:

  • Hiding whole sidebar areas (the CRM, All Leads, Assign Leads, Salesmen Performance, Customer Activity, or the Broker Import & AI Scanner). Block all on the Sales CRM row stops a user creating leads or estimates and using the CRM dashboards and lead lists, but it does not stop them searching for any estimate, opening it, or taking a payment on it — those answer only to the switches under the row's Job records & payments heading (the estimate's own sales switches, such as sending or unbooking, are still covered). It also does not reach the Broker Import & AI Scanner: that page answers only to Block Broker Import & AI Scanner in the Operations row (or that row's Block all), so a dispatcher or billing user blocked from the Sales CRM can still scan and import broker jobs.
  • Hiding payroll and commissions — Block Payroll & Commissions removes the payroll screens, the Payroll & Comms tab in the estimate builder, and commission figures on estimates and users.
  • Stopping someone seeing or taking payments on a job — the Sales CRM row's Block Payment Page Access, Block View Payment Info, Block Update Payments, and Block Payments Tab switches govern the payment center on an estimate, saved cards, card authorizations, and charging a card; the Charge Card on File privilege allows a non-admin to run a saved card. Taking a card on a job is CRM work: neither Block Storage Billing nor the Finance row's Block all (storage billing, payroll, and reports) ever stops a sales rep charging a card on an estimate.
  • Delete gates on leads and estimates.

The Privileges card next to the restrictions grants extras, such as Charge Card on File, Submit job revisions, Warehouse Reports & Job Pull Lists, and Approve storage release. No switch lets anyone change the inventory on a booked estimate: unbook the estimate first, and a foreman records what actually moved through a job revision. The Send Center Departments card below sets which email template departments the person sees in the Send Center.

A few settings are reserved for the company Super Admin regardless of role, including Email Integrations and Platform Billing.

What each role can do by default

Every job role starts from a standard set of restrictions and privileges. It is applied when the user is created and again whenever their role changes (an admin can adjust it afterwards on the Restrictions tab). Admin Access levels have no restrictions.

  • Sales, Quality Assurance, and Auto Transport — their own leads and estimates, with sending, payments, and charging a card; Customer Activity stays open; no dashboard, Appointments calendar, sales performance, or company financials; cannot delete leads or estimates, see All Leads, open the Operations tab, change the rep, or open a job's Storage & Job Details; Operations, Finance, and Settings closed.
  • Customer Service — the Appointments calendar, the Operations Calendar, the Customer Service Calendar, and the Daily Board; can search, open, and take payments on any estimate, charge a card on file, and submit job revisions, but not create jobs; always sees the Storage report and can read a job's Storage & Job Details, both view only; no dashboard, financials, broker import, warehouse, or tracking; Finance and Settings otherwise closed.
  • Dispatcher — all of Operations (the Customer Service Calendar is for Customer Service only), plus Fleet under Settings; can open and take payments on any estimate but not create jobs; no dashboard, sales performance, or financials; Finance and the other Settings pages closed. Dispatchers are the only role whose Collect storage before delivery alert is on by default.
  • Finance — everything except creating jobs and the sales dashboards (any job can still be opened and edited); every privilege on except Submit job revisions and Approve storage release.
  • Foreman — the Daily Board and Operations Calendar, and any booked job with its payments; charging a card and submitting job revisions allowed; everything else closed.
  • Driver and Crew Member — nothing in the app until an admin opens something.
  • Warehouse — the Operations Calendar, any booked job's storage (no payments), Warehouse and Inventory settings, and the pull lists on jobs and closing sheets; everything else closed. The Storage report is open only to admins, Finance, and Customer Service, not to the Warehouse role.

Approve storage release is off in every standard (Admin Access levels hold it automatically); tick it for the person who gives storage discounts and approves releases.

Good practices

  • Give each person the least role that covers their job; add privileges on their Restrictions tab rather than giving everyone Admin Access.
  • Deactivate users who leave by switching them to Inactive (the Delete button does the same and erases nothing), so their history stays intact. See Users, Seats and Your Plan.
  • Field crew who never sign in belong under Settings → Labor, not a user seat.