Users, Contacts & Invitations¶

Add people to a company, send and resend their invitation, edit their details, and assign staff roles, offices and notification settings.

Overview¶

In UTX Freight, every login is a person who belongs to a company on the Customers page. The same screens are used for customer contacts and for your own staff.

Customer contacts are people under a customer company. Orders are placed on their behalf, and they can receive order emails and log in to see their orders.
Staff accounts (Admin, Manager, Dispatch, Customer Service, Accountant, and Garage with that add-on) are people under your own company, shown on the Customers page as Your Company: .
Invitations: when you add a person, UTX Freight immediately emails them an invitation. They click Accept invitation, choose a password, and their account is ready.
Every new person starts with the Customer role and is assigned to the office you are currently working in. An Admin changes the role afterwards for staff.
Email Notifications and Active for orders are per-person settings that control order emails and whether the person appears in the order form.

Drivers are not added here

Drivers, yard workers and brokers use the mobile app and are managed separately. See Mobile Users.

Quick Start¶

Go to Customers from the left menu.
Find the company (for staff, your own company: Your Company: ).
Click Add Person.
Enter First Name, Last Name and Email (required).
Click Add this person. You see An invitation email has been sent to .
For staff only: an Admin clicks Edit Person on the new row, picks the Role (and Offices), and clicks Save Changes.

The invitation goes out immediately

The email is sent as soon as you click Add this person. Double-check the address first.

Access & Permissions¶

Role	Access Level
Admin	Add, edit and delete any person. Only Admins see and can change Company, Role, Offices and Can manage rates?
Manager	Add, edit and delete people in their own offices (see below), and edit their own details. Cannot change Company, Role, Offices or Can manage rates?
Dispatch / Customer Service	Add and edit people in their own offices only if your account has dispatcher customer management turned on (ask UTX support). Cannot delete people. Cannot change Company, Role, Offices or Can manage rates?. They can always edit their own details with Edit Profile
Accountant, Customer	No access to other people. They can edit their own details with Edit Profile
Garage	No access to people, including their own profile. An Admin updates their details

Only Admin and Manager can delete a person.
Which people a Manager (or a dispatcher, when dispatcher customer management is turned on) can manage depends on Multi-Office:
- Multi-Office on: any person who is assigned to at least one of their offices, including staff under your own company.
- Multi-Office off: people whose company belongs to one of their offices. Your own company has no office, so staff accounts (other than their own) are managed only by Admins.
Only Admins can change a person's role, company or offices.

How to get there:

Customers > company box > Add Person (new person)
Customers > company box > Edit Person on the person's row (existing person)
Your name at the top of the screen > Edit Profile (your own details, for users who are not Admin or Manager)

The People Table¶

Each company box on the Customers page lists its people. Deleted people are not shown.

Column	What It Shows
(badge)	Owner (green) for the account owner. For staff, the role name: Dispatch or Customer Service (blue), Admin or Manager (orange), other staff roles such as Accountant (light blue). Customer contacts have no role badge. A grey Invited badge is added while the person hasn't accepted their invitation
Name	First and last name
Title	Job title
Email	Email address (click to write to them)
Phone	Mobile #
Notifs	Whether Email Notifications is on
Alerts	Only with a container tracking add-on. Whether the person is subscribed to container tracking alerts. See Container Alerts
Active	Whether Active for orders is on
Offices	How many offices the person is assigned to
(buttons)	Edit Person, for users allowed to manage that person, and Delete, for Admins and Managers

Adding a Person¶

On the Customers page, find the company.
Click Add Person. The page Add a person to opens.
Fill in the fields below.
Click Add this person (or Cancel to go back to the Customers page).

This person's name will be displayed next to their requests.

Field	Required	Description
First Name	Yes	Person's first name
Last Name	Yes	Person's last name
Email	Yes	Where the invitation is sent. This is also what they sign in with. Must not already be used by another person

The rest is optional. You can fill it in later if you'd like.

Field	Description
Title	Job title
Office #	Office phone number
Office Ext. #	Office extension
Mobile #	Mobile number (shown in the Phone column)
Fax #	Fax number

Below the fields, the What happens now? box says:

When you click the "Add this person" button below, we'll fire off a nice invitation to the email address you entered above. The email will contain a link to a web page where this person will complete the setup process by picking their own username and password. Plus, you can immediately start involving them in the system even before they've chosen their username and password.

In practice, the person only chooses a password. Their username is the Email you entered.

What happens when you click Add this person¶

The person is created under the company and the invitation email is sent.
You return to the Customers page with An invitation email has been sent to .
The person gets the Customer role, whatever company you added them to.
The person is assigned to the office you are currently working in.
Email Notifications and Active for orders are on.
The person shows the Invited badge until they accept.
You can place orders for them right away, before they accept.

If a required field is empty or the email is already in use, the form reloads with the error under the field and no invitation is sent.

Adding staff: set the role next

New people always start as Customer, even under your own company. Until an Admin sets their Role on Edit Person, a new staff member only has customer access.

The Invitation Email¶

The email has the subject Invitation instructions. It contains:

the heading You're invited to join our tracking system.
Hi , just set up an account for you.
All you need to do is choose a password. It only takes a few seconds.
an Accept invitation link,
a note that the account won't be created until they open the link and set a password,
Have questions? Contact at . The address is the admin email from your account settings.

Accepting the invitation¶

The person clicks Accept invitation (signed out of UTX Freight).
The page Hi there. Let's finish setting up your account! opens.
They check their first and last name and enter a password twice.
They click Create your account.

They are signed in straight away with Your password was set successfully. You are now signed in. and land on the dashboard. From then on they sign in with their email and that password. The Invited badge disappears and the resend box is no longer shown on Edit Person.

Resending an Invitation¶

There's no resend button on the Customers page. Use the Edit Person page:

On the Customers page, click Edit Person on the row with the Invited badge.
At the top, a yellow box reads hasn't accepted his invitation yet. It shows when the last invitation was sent.
Choose one:
- Click resend the email. You return to the Customers page with Invitation email was successfully resend to .
- Or copy the invite link shown in the box and send it to the person yourself (for example by text message or from your own email).

The yellow box is not shown to Customer users.

Resending replaces the link

resend the email creates a new invitation link. Links from earlier emails, and a link you copied before resending, stop working. If you copy the link, copy it again after any resend.

Editing a Person¶

On the Customers page, click Edit Person on the person's row.
Change the fields.
Click Save Changes. You return to the Customers page with User was successfully updated.

Click Cancel to leave without saving.

Fields everyone can edit¶

Field	Description
First Name / Last Name	Required
Email	Required. Changing it changes the address the person signs in with
Title	Job title
Office #, Office Ext. #, Mobile #, Fax #	Phone numbers
Email Notifications	Checkbox. See Email Notifications
Active for orders	Checkbox, with the note Only active users will be available as the order suppliers. See Active for orders

Admin-only fields¶

Field	When it appears	Description
Company	Always, for Admins	The company the person belongs to. Change it to move a person to another customer or to your own company
Role	Admins, for people under your own company, except the Owner	The person's role. See Assigning staff roles
Offices	Same as Role	Checkboxes, one per office. Hint: Do NOT assign more than one office to customers.
Can manage rates?	Same as Role, and only when the saved role is Dispatch or Customer Service	See Can manage rates?

Role and Offices are never shown for people under a customer company, so people added to a customer company keep the Customer role and the office they were added in.

Edit Profile (your own details)¶

Users who are not Admin or Manager edit their own details from the menu under their name at the top of the screen: Edit Profile. It opens the same form for their own account, without the admin-only fields. Garage users can't edit their own profile; an Admin edits their details instead.

Admins and Managers don't have Edit Profile in that menu. They edit their own details from Customers, under Your Company, with Edit Person on their own row.

Assigning Staff Roles and Offices¶

Staff accounts live under your own company on the Customers page. To set up a staff member:

Go to Customers and select your own company (the default filter).
Click Add Person in the Your Company: box and add the person as described above.
As an Admin, click Edit Person on the new row.
Pick the Role.
Check the Offices the person works in.
Click Save Changes.

The Role list contains Admin, Customer, Accountant, Dispatch, Manager and Customer Service, plus Garage with the Garage add-on. See User Roles for what each role can do.

To turn an existing person into a staff member, an Admin first changes their Company to your own company and saves. Role and Offices appear the next time you open Edit Person.

The Owner of the account has no Role or Offices fields.

Offices

Staff in several offices can have several Offices checked. Customer contacts should stay in a single office. See Multi-Office.

Can manage rates?¶

Can manage rates? appears for Dispatch and Customer Service users, with the note Specifies if this Dispatch can manage rates and charges across the app. It is on by default.

On: the user can manage rates and charges, including the rate and charge controls on orders that are reserved for users who can manage rates.
Off: those order rate controls are not available to the user, and they can't manage Charge Types, Expense Types or Manage Cities, or view an order's audit history.

The checkbox only appears after the role has been saved as Dispatch or Customer Service. If you just changed the role, save first, then open Edit Person again. The setting only applies to Dispatch and Customer Service: Admins and Managers can always manage rates, and other roles don't use it. See User Roles.

Email Notifications¶

Email Notifications (the Notifs column) is on by default. It controls these emails:

Email	Who gets it when Email Notifications is on
New Order # from (sent when an order is created)	To: every Admin with Email Notifications on and Active for orders on. CC: the Managers of the order's office with Email Notifications on
Order # is now dispatched	The person the order is placed for (customer contact), when the order is dispatched
Order Completed for order #	The person the order is placed for, when the order is completed

Turn it off for a customer contact who doesn't want dispatched and completed emails, or for an Admin or Manager who doesn't want new-order emails.

Email Notifications doesn't control invitations, password resets, invoices, statements, container alerts or the Invoicing Reminder. See Notifications & Emails.

Active for orders¶

Active for orders (the Active column) is on by default. The form note reads Only active users will be available as the order suppliers.

Off: the person no longer appears in the order form's person list (Place the order on behalf of) or in the Default user list on the customer form. Existing orders placed for them are not changed.
It does not block login. A person with Active for orders off can still sign in. To remove someone's access, delete the person.
For Admins, turning it off also stops the New Order email. Admin, Manager and Accountant users with it off also don't get the Invoicing Reminder email (a reminder about orders not yet invoiced, sent on Mondays, Wednesdays and Fridays when needed).

Deleting a Person¶

On the Customers page, click Delete on the person's row.
Confirm Are you sure - this action cannot be reverted?

The row disappears from the table right away.

This cannot be reverted

There's no way to restore a deleted person from the app.

What deleting does:

The person disappears from the Customers page and from order forms.
Their Email Notifications setting is turned off.
They can no longer sign in, and their email address becomes free to use for a new person.
Orders placed for them keep their history.
A company that has ever had people, including deleted ones, can't be deleted. See Customers.

Only Admin and Manager can delete people.

FAQ / Troubleshooting¶

The person never received the invitation¶

Solution

Open Edit Person and check the email address. Then click resend the email in the yellow box, or copy the invite link from the box and send it yourself. Also ask the person to check their spam folder.

The invitation link says "The invitation token provided is not valid!"¶

Solution

The link was replaced by a newer one (someone clicked resend the email), or the invitation was already accepted. Use the link from the most recent email, or copy it again from Edit Person. If the person already set their password, they just sign in with their email.

My new dispatcher only sees customer screens¶

Solution

Every new person starts as Customer. An Admin must open Edit Person on their row under your own company, set the Role (and Offices), and save.

I don't see the Role or Offices fields¶

Solution

They are shown only to Admins, only for people under your own company, and never for the account Owner. To make a customer contact a staff member, change their Company to your own company, save, then edit them again.

I don't see Can manage rates?¶

Solution

It appears only when the saved role is Dispatch or Customer Service. Save the role first, then reopen Edit Person.

A person doesn't appear in the order form¶

Solution

Check that Active for orders is on for the person, that they aren't deleted, and that their company is active with the Intermodal service. Unless Multi-Office is on, the person must also be assigned to the office you are working in. See Customers.

I unchecked Active for orders but the person can still log in¶

Solution

That's expected. Active for orders only controls the order lists. To remove access, delete the person.

A customer gets dispatched/completed emails they don't want¶

Solution

Open Edit Person and uncheck Email Notifications. Customers can also do this themselves from Edit Profile.

Best Practices¶

Tips for managing people

Check the email address before clicking Add this person. The invitation goes out immediately.
Add staff under Your Company, then set their Role and Offices right away.
Give customer contacts a single office.
Turn off Can manage rates? for dispatchers who shouldn't see or change pricing.
Uncheck Active for orders for contacts who no longer place orders but whose history you want to keep. Delete only people who should lose access.
If you copy an invite link, copy it again after any resend.