Users, roles and permissions

Users, roles and permissions

What this is for — who can sign in, what each person is allowed to do, and which location they see.

Where to find it

Left menu → Admin → Users & roles. Executive accounts only — everyone else sees "Only the owner/admin can manage users."

Three tabs: Users, Permissions, Backup & data.

Steps — inviting someone

Signing up is invite-only. An email that isn't on the list is turned away.

1. On the Users tab, type the person's email into Email to invite.
2. Pick their Account type.
3. Pick their Location access: All locations, Sacramento only, or Fresno only. Office roles default to all locations; drivers default to one.
4. Click Allow sign-up.
5. Tell them to go to the sign-in screen, click Invited? Create your account, and use that exact email.

Pending invites are listed underneath with a bin icon to revoke one.

Account types

Account Type controls access. Job Title is only a label — typing "Dispatch Supervisor" in Job title grants nothing.

Steps — changing someone's account

Everything in the table saves as you change it.

• Account type — the dropdown. You cannot change your own.
• Job title and Department — type and click away from the box.
• Region access — All locations, Sacramento only, Fresno only. A restricted account is pinned to its location; the switch in the top bar disappears for them.
• Access — the Enabled / Disabled switch. A disabled account cannot sign in. You cannot disable your own.
• The bin icon removes the login. Their driver record stays, so you can invite their real email later and link it again.

Steps — switching on a new driver

1. The driver signs up with the email you invited. Their account is created switched off.
2. The bell in the top bar shows Drivers waiting for activation. Click it to come here.
3. Set the Access switch to Enabled.
4. Go to Fleet → Drivers, open their record, and pick them under Login account.

Both steps are needed. Until the record is linked, the driver sees "Almost there" instead of a schedule.

Steps — how far ahead drivers see their schedule

1. Users tab → the Company settings card at the top.
2. Driver schedule visibility: Today only, Today + tomorrow (default), 3 days ahead, 1 week ahead, 2 weeks ahead, or 1 month ahead.

It applies to every driver, and the arrows on their screen stop at the limit.

Someone forgot their password

There is no self-service "forgot password" link. An Executive sets the person a temporary password from here instead.

1. On the Users tab, find the person's row.
2. Click the key icon (Set temporary password).
3. A password is already filled in for you — three words and two numbers, like river-gold-van-42. Click Regenerate for a different one, or type your own (8 characters minimum).
4. Read it to the person over the phone, or send it privately — text or a messaging app, not email, since it's a real (if temporary) password to their account. Click Set password.
5. The password is shown once more with a Copy button. Click Done when you've passed it along.

What happens next: if the person was signed in somewhere else, they'll be asked to sign in again there within the hour. When they sign in with the temporary password, they land on Choose your new password before anything else loads — they enter the temporary password once more, then pick a password only they know. This works on a phone, so a driver locked out on the road can do it themselves once you've sent the temporary password.

You cannot set a temporary password for your own account this way — ask another Executive to set one for you. If the person's login was previously removed (the bin icon), setting a temporary password isn't possible; re-invite their email instead (see Steps — inviting someone above).

The Permissions tab

A grid of tick boxes: one row per thing that can be done, one column per account type — Executive, Billing, Dispatcher, Intake.

Tick or untick to change it. Changes apply immediately for everyone.

Two rules that cannot be changed:

• Executive is always ticked on every row — you cannot lock yourself out.
• Manage users & permissions is fixed to Executive.

Drivers are not in the grid. Drivers only ever see their own schedule.

Every change to this grid is recorded.

The defaults worth knowing

• Record payments & mark invoiced — Executive, Billing, Dispatcher.
• Edit trip prices — Executive, Billing, Dispatcher. Untick Dispatcher here if only the office should set prices.
• Change who pays / Bill to on a trip — Executive, Billing, Dispatcher (added 2026-09-28, Caleb). Untick Dispatcher here if only the office should fix a trip's payment method after it's booked.
• Billing administration (voiding, undoing payments, combining duplicate facilities) — Executive and Billing only.
• Download company data — Executive only. One click produces a file with every client's name, address and phone.

Good to know

• Facility, broker and client logins do not exist yet.
• The menu shows most items to every office account, but opening a page you are not allowed to use will simply not work. The Permissions grid is what actually decides.
• Removing a login is not the same as archiving a driver — see 10 — Drivers.

If something looks wrong

• "That email is already invited." — it is on the list already; look further down the pending invites.
• "That email already has an account." — they should sign in, not sign up.
• "This email hasn't been invited yet." (on the sign-in screen) — invite that exact email, including any dots or plus signs.
• A driver signed up but sees "Almost there" — the account is enabled but not linked to their driver record. Do the link in Fleet → Drivers.
• An Executive or dispatcher wants the driver view — link their login to a driver record in Fleet → Drivers; they keep their full menu and gain My schedule at the bottom.
• Someone can't record a payment — untick and re-tick Record payments & mark invoiced for their account type, and check their Account type is what you think it is.
• You can't change your own account type or switch yourself off — that is deliberate. Another Executive has to do it.
• "This login was removed. Re-invite this email under Users & roles..." when setting a temporary password — their login was removed with the bin icon at some point. Use Steps — inviting someone above instead; their driver record (if any) is still there to link back up.
• "You can't set your own temporary password here..." — set your own account's temporary password from another Executive's login, not your own.