Users & Access

Users, Seats and Your Plan

Add a user, understand how many seats your plan includes, and fix it when the system will not let you add another.

Your people live in Settings → Users, on the User Management screen. The User List shows every account under System Users (active users first), and New User opens the Create New User form. Only an Admin or Super Admin can add or deactivate users.

Adding someone

  1. Go to Settings → Users.
  2. Click New User.
  3. Fill in Identity — first name, last name, work email, phone.
  4. Under Access & Permissions, set the Role — this is their job (Sales, Quality Assurance, Auto Transport, Customer Service, Dispatcher, Foreman, Driver, Crew Member, Warehouse, or Finance).
  5. Set Admin Access separately if they need it (None, Admin, or Super Admin; only a Super Admin can grant Super Admin).
  6. Press Submit.

The new person gets an email with a secure link to choose their own password, sent from your company's connected mailbox. If your company has not connected one yet, they can use Forgot Password? on the sign-in page instead.

Role and admin access are two different things, and that is deliberate. A role says what someone does; Admin Access says what they may administer. A dispatcher who also administers the system gets the Dispatcher role and Admin Access — not an "admin" role. See User Roles and Access.

How many users you get

Every plan includes a set number of accounts:

  • Carrier — 15 users
  • Professional — 30 users
  • Enterprise — 50 users

Only Active users count. A deactivated account does not use a seat. Additional users beyond your plan's included seats are $20 per month each, on any plan.

Adding past your included seats

By default a subscription allows extra users. The included count is where extra seats start, not a wall: you can keep adding people, and each active user beyond the included count is an extra seat, priced at $20 per month.

If your subscription is set to stop at the included count, the system refuses the new user and tells you which plan you are on and how many users it includes — for example "Your Professional plan includes 30 users, and they are all in use. Additional users are $20 per month each — contact us to add seats, or deactivate a user you no longer need." You have three ways forward.

Free up a seat. If somebody has left, deactivate their account. Deactivating keeps their history — the estimates they wrote, the jobs they ran, the signatures they collected — while releasing the seat immediately.

Add seats. Contact us and we will add them; you do not lose any work while it is arranged.

Move up a plan. If you are adding several people at once, the next tier up may cost less than the extra seats.

If you are already over the limit

Nothing breaks. Everyone who already has an account keeps working exactly as before — nobody is locked out, deactivated, or downgraded. On a subscription that stops at the included count, the only thing that changes is that you cannot add another user until you are back under, or you have bought more seats.

This can happen if your plan's included seats change. It is not an error, and there is nothing to fix urgently.

Removing someone who has left

Deactivate the account:

  1. Open the user from System Users (click their edit button).
  2. In Identity, switch them from Active to Inactive.
  3. Press Submit.

They can no longer sign in, their seat is freed, and every record they touched stays intact and attributed to them. You cannot deactivate your own account, and only a Super Admin can deactivate another Super Admin.

The Delete button on a user's details does the same thing: it deactivates the account and blocks their sign-in, and their history stays. Nothing is erased.

If they come back, find them with the Inactive Users button on the User List, switch the same account back to Active, and press Submit. Their sign-in works again, and they take up a seat again.

Restricting what someone can do

Adding a user is not the same as deciding what they can see. Each account starts from its role's standard and has its own Restrictions and Privileges — Block specific actions for this user and Grant special permissions to this user — on the Restrictions tab. That is where you stop a dispatcher seeing payments, or hide company financials from a rep.

Restrictions are per person, not per role, so two dispatchers can have different access. Changing someone's role resets them to the new role's standard. See User Roles and Access.