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User Roles & Permissions

Every UTX Freight user has exactly one role. The role decides which menus you see, which pages you can open and what you can change on them.

Overview

  • There are two kinds of users:
    • Web users sign in with an email and password. Their roles are Admin, Manager, Dispatch, Customer Service, Accountant, Customer and Garage. They are people under a company on the Customers page.
    • Mobile users sign in on a phone with an Access Code or a login link. Their roles are Driver, Broker and Yard Worker. They are set up under Mobile Users, not on the Customers page. See Mobile Users.
  • Admin can do everything. Manager is close, but it is not the same as Admin, even on an account with a single office. See What a Manager cannot do.
  • Customer Service has exactly the same permissions as Dispatch. The only visible difference is one column on the Orders list.
  • A Customer becomes a consignee when their company is linked to one or more shipper/receiver records. They then also see, read-only, deliveries addressed to those records.
  • Some permissions depend on edition options that UTX sets for your account (for example, whether Managers can see Reports). You can't change these in the app. See Edition options.
  • Dispatchers have one per-user option, Can manage rates?, which is on by default.
  • Orders, invoices and checks always belong to an office. Most users only work with the offices they are assigned to. See Offices and permissions.
  • If you open a page your role can't use, nothing is changed and you are sent back. See When access is denied.

Quick Start

To give a staff member a role (Admin only):

  1. Go to Customers and select your own company (the default filter).
  2. In the Your Company: box, click Add Person and invite the person. Every new person starts with the Customer role.
  3. Click Edit Person on the new row.
  4. Pick the Role and check the Offices the person works in.
  5. Click Save Changes.
  6. For a Dispatch or Customer Service user, open Edit Person again and check or uncheck Can manage rates?, then Save Changes.

For drivers, brokers and yard workers, use Mobile Users Drivers, Brokers & Yard instead. See Mobile Users.

Access & Permissions

Who can change roles and user settings:

Role What they can do with users
Admin Only role that can set or change a Role, Company, Offices and Can manage rates?. Adds, edits and deletes any person
Manager Adds (invites) and edits customer people of the offices they belong to. Can delete people. Cannot change anyone's Role, Company or Offices
Dispatch / Customer Service Adds and edits customer people only when your account has dispatch customer management turned on (an edition option set by UTX, off by default). Cannot delete people or change roles
Accountant, Customer Edit their own details only, with Edit Profile
Admin, Manager, Dispatch, Customer Service Add, edit, enable and disable mobile users (drivers, brokers, yard workers) and pick their role

If someone who is not an Admin sends a role, company or office change anyway, UTX Freight ignores it.

How to get there:

  • Customers > company box > Edit Person (staff and customer people)
  • Your name in the top bar > Edit Profile (your own details, for users who are not Admin or Manager)
  • Mobile Users > Drivers, Brokers & Yard (mobile users)

See People & Invitations for the full person form.

The Roles at a Glance

Role Kind In one sentence
Admin Web Full access to everything, including Settings, website content, offices and exports
Manager Web Runs the offices they belong to: orders, dispatch, invoices, customers, rates and most lists. No Settings, content, offices or exports
Dispatch Web Day-to-day operations: orders, dispatch board, drivers, equipment, shippers/receivers. Rates and some lists depend on options
Customer Service Web Same permissions as Dispatch
Accountant Web Invoices, checks, taxes, charge and expense types, and (by default) full order management, in their offices
Customer Web Sees their company's orders. Creates and edits new orders only when the edition allows it
Customer (consignee) Web A Customer whose company is linked to shipper/receiver records. Also sees deliveries addressed to them, read-only
Garage Web The Garage module only (Garage add-on)
Driver Mobile Sees and completes only the orders assigned to them
Broker Mobile Same mobile rights as a Driver
Yard Worker Mobile Container search and the yard buttons on a phone

Admin

  • Can open every page and do every action in the app.
  • Only Admins open Settings, Manage Content and Manage Offices, manage Alert Email Subscriptions, mark container alerts read, and use the CSV Export buttons.
  • Only Admins assign roles, offices and Can manage rates?.
  • On Manage Content and Manage Offices, Admins edit what exists. New website pages and new offices are added by UTX.
  • An Admin still works in one office at a time. The Orders, Invoices and Checks lists show the office you are currently in. See Multi-Office.

Manager

A Manager has full access to orders, the dispatch board, invoices, customers and most lists for the offices they belong to.

What a Manager can do, in their offices:

  • Create, edit, dispatch, complete, reset, duplicate, delete and transfer orders, view order history, and edit rates, charges, expenses and legs on orders.
  • Use the Dispatch board, including Email POD and driver login links.
  • Manage Invoices, Customers (including deleting customers and people), Shipper / Receiver, Mobile Users and Equipments.
  • Manage Charge Types, Expense Types, Manage Taxes, Manage Brokers, Manage Cities, Manage Zones, Manage Terminals, Manage Container Statuses, Manage Document Types, Manage Equipment Types and Manage Move Locations.
  • Use Auto Orders (add-on) and the setup checklist (Getting started).
  • Open the Garage when the Garage add-on is on.
  • Receive the New Order email (as CC) for orders of their office, and the Invoicing Reminder (Monday, Wednesday and Friday).

What a Manager cannot do

These are Admin-only, whatever the number of offices:

Not available to Managers Notes
Settings See Application Settings
Manage Content (website content) Not in the Manager's menu. See Website Content
Manage Offices Not in the Manager's menu
Manage Steamship Lines, Manage Container Sizes Not in the Manager's menu. See Lookup Lists
Export buttons (Orders, Customers, Shipper / Receiver, Equipments) Hidden. See Data Exports
Alert Email Subscriptions and marking container alerts read or unread Managers can view the alerts page but not change read status. See Container Alerts
Changing a person's Role, Company or Offices, or Can manage rates? Only Admins see those fields
Expenses page (left menu) Admin only. Managers still add expenses on orders

Two more Manager permissions depend on edition options:

  • Reports (including Aged Receivables (AR) and AR Export): only when manager access to Reports is turned on for your account (on by default).
  • Checks: only when manager access to Checks is turned on for your account (on by default).

Dispatch and Customer Service

Dispatch and Customer Service have the same permissions. Use whichever name fits the person's job.

What they can do, in their offices:

  • Create, edit, dispatch, complete, reset, duplicate, delete and transfer orders, and place orders on behalf of any customer.
  • Use the Dispatch board, Email POD and driver login links.
  • Manage Shipper / Receiver, Mobile Users (drivers, brokers, yard workers), Equipments, Manage Equipment Types and Manage Move Locations.
  • View (not change) Manage Container Statuses.
  • Use Auto Orders (add-on).

What depends on Can manage rates? (per user, on by default):

With Can manage rates? on With it off
Rate, charge and expense sections on orders Hidden
Order Legs on the full Edit Order form Hidden (the Order Legs section of Quick Edit is still shown)
Charge Types, Expense Types, Manage Cities (and Fuel Schedule with the add-on) Not available
View History (order audit) Not available

What depends on edition options:

  • Customers (and adding/editing customer people): only when dispatch customer management is turned on for your account (off by default). Even then, Dispatch can't delete customers or people.
  • Manage Terminals: only when dispatch terminal management is turned on for your account (off by default).

Never available to Dispatch or Customer Service: Invoices, Checks, Expenses page, Manage Taxes, Manage Zones, Manage Brokers, Manage Document Types, Manage Steamship Lines, Manage Container Sizes, Reports, Settings, the setup checklist and Garage.

The one difference: the Invoiced / Rate column

On the Orders list, Customer Service users see the Invoiced / Rate column (the order total), but without the button that opens the order's invoice. Dispatch users don't see that column at all. Everything else is identical.

Accountant

Accountants work only with the offices they belong to.

  • Invoices: full access.
  • Checks: only when accountant access to Checks is turned on for your account (on by default).
  • Charge Types, Expense Types and Manage Taxes: full access. Fuel Schedule with the Fuel Surcharge add-on.
  • Orders, with accountant order management on (the default): full order management. Create, edit, change status, reset, go back one step, duplicate, delete, transfer between offices, open the scanned and signed POD files and View History.
  • Orders, with accountant order management off: view orders, plus edit and Complete orders that are Dispatched. They can't open the scanned or signed POD files.

Accountants do not have:

  • The rate, charge and expense sections of the order form (for Admin, Manager and Dispatch with Can manage rates?), the Order Legs section, or the Administrative information and Appointment Information sections of Edit Order (Admin, Manager, Dispatch). See Order Rates, Charges & Expenses.
  • Place the order on behalf of. An order an Accountant creates is placed under their own name.
  • Dispatch board, Email POD, the View POD link in the order menu, Customers, Shipper / Receiver, Equipments, Mobile Users, Expenses page, Reports (including AR), Settings or the setup checklist.

Accountants and aged receivables

Accountants can't open Reports, but they can use the AR Aging filter and AR aging detail export on the Invoices page. See Aged Receivables.

Customer

A Customer is a person under one of your customer companies. They see the customer portal. See Customer Portal.

  • Sees all orders placed by anyone in their company, in the office(s) they belong to. Not only their own.
  • Opens View Details and the scanned or signed POD documents of those orders.
  • Creates orders only when your account has customer order entry turned on (an edition option set by UTX, off by default). Even then, they can only edit an order while its status is New. Once you make an appointment or dispatch it, the order becomes read-only for them.
  • Can't change order status, duplicate, transfer, view history, or see rates, totals, invoices or drivers.
  • Uses the shipper/receiver search while filling the order form, but has no Shipper / Receiver page.
  • Edits their own details with Edit Profile.

Customer people and offices

A customer person gets the office you are working in when you invite them. Edit Person doesn't show the Offices field for people of customer companies, so invite customer people from the office whose orders they should see. A customer only sees orders of the offices they belong to.

Consignee behaviour

A Customer is treated as a consignee when their company is linked to one or more shipper/receiver records. On top of their company's orders, they see, read-only, every order whose delivery is addressed to a linked record, even when the order was placed by another customer. The Orders page shows a Consignee view: banner and pricing is not shown. Linking is done on the shipper/receiver, with the Linked Customer Account field. See Shippers & Receivers and Customer Portal.

Garage

  • Only offered in the Role list when the Garage add-on is on, and only has permissions while the add-on is on.
  • Full access to every Garage page (Work Orders, Invoices and payments, Equipment, Parts, Templates, Customers, Taxes, Settings and Reports) for the offices they belong to.
  • No freight pages and no Edit Profile.

See Garage Overview.

Driver and Broker

Drivers and Brokers are mobile users, not web users. They don't have an email and password and are not people on the Customers page.

  • They sign in on a phone with their Access Code (given to them by the office), or with a login link copied by dispatch (Driver Login Links add-on). See Mobile Users and Driver Login Links.
  • They see only the orders assigned to them (as delivery or return driver) that are Dispatched. Orders marked Returned to terminal drop off their list.
  • On those orders they can open the details, collect the delivery and pickup signatures (POD) and mark the container returned. They can't change which driver is assigned.
  • A Broker has exactly the same mobile rights as a Driver.
  • Only active mobile users can sign in with an Access Code.

See Driver Workflow.

Yard Worker

  • A mobile user with the Yard Worker role, signed in with an Access Code.
  • Only has the container search and the yard buttons (Ground Container, Full at yard, Empty at yard). No order list and no POD signatures.
  • Not offered in the order driver lists.

See Yard Management.

How Roles Are Assigned

Web users

  • Every new person, invited by anyone, is created with the Customer role.
  • Only an Admin can change it, from Customers > Edit Person. The Role and Offices fields only appear for people under your own company, and never for the account Owner.
  • The Role list contains Admin, Customer, Accountant, Dispatch, Manager and Customer Service, plus Garage with the Garage add-on.
  • To turn a customer contact into a staff member, an Admin first changes the person's Company to your own company and saves, then opens Edit Person again to set the Role and Offices.
  • Can manage rates? appears only after the role has been saved as Dispatch or Customer Service. Its note reads Specifies if this Dispatch can manage rates and charges across the app.

See Assigning Staff Roles and Offices.

Mobile users

Admin, Manager, Dispatch and Customer Service users pick Driver, Broker or Yard Worker in the Role field of the mobile user form. A mobile user belongs to one office. See Mobile Users.

Edition Options (Set by UTX)

These options are set by UTX in your account's configuration. They apply to all users of that role at once. They are not in Settings and can't be changed from the app. Contact UTX support to change one.

Option Default What it changes
Accountant order management On On: Accountants have full order management in their offices. Off: view only, plus edit and Complete on Dispatched orders
Accountant access to Checks On Accountants see Checks and manage the checks of their offices
Manager access to Checks On Managers see Checks and manage the checks of their offices
Manager access to Reports On Managers see the Reports menu (all reports, including AR)
Dispatch customer management Off Dispatch and Customer Service see Customers and can add and edit customers and customer people (not delete)
Dispatch terminal management Off Dispatch and Customer Service see Manage Terminals with full access
Customer order entry Off Customers can Create a new order and edit orders still New

The defaults above are the standard values. Your account may have been set up differently.

Add-ons also change what roles see: Garage, Fuel Surcharge (Fuel Schedule), Driver Login Links, Container Tracking (container alerts), Auto Orders and multi-office. See Add-ons & Options.

The only per-user option is Can manage rates? for Dispatch and Customer Service users. It is on by default and only an Admin can change it.

Offices and Permissions

  • Orders, invoices and checks are always office-scoped. Managers, Dispatch, Customer Service and Accountants only see and change those of the offices they belong to. The lists show the office you are currently working in.
  • Customers see orders of the office(s) they belong to.
  • Shared lists (customers, shippers/receivers, cities, zones, terminals, brokers, document types, mobile users, equipment, equipment types, charge types, expense types, move locations):
    • Without multi-office: a user can manage the records of the offices they belong to.
    • With multi-office: these records are shared, and users who can manage them can manage records of every office.
  • Permission to manage Taxes and container statuses is not limited by office.
  • Garage records stay office-scoped for Managers and Garage users.
  • Transfer to Office (multi-office only) moves an order to another office you belong to. An invoiced order can't be transferred.
  • With multi-office, users who belong to more than one office switch office from the top bar. Admins only switch between the offices they are assigned to.

See Multi-Office.

Roles & Permissions Matrix

How to read the tables:

  • Yes: always allowed. No (or —): not allowed. The menu item or button is hidden unless the cell says otherwise.
  • R: Dispatch / Customer Service with Can manage rates? on (the default).
  • Edition options are named in full. Add-ons are noted in the first column.
  • "Own offices" means the offices the user belongs to.
  • Drivers, Brokers and Yard Workers have no access to any of these web pages. See Mobile users below.

Orders

Feature Admin Manager Dispatch / Customer Service Accountant Customer Garage
See orders Yes Own offices Own offices Own offices Their company's orders, own offices (+ consignee deliveries) No
Create a new order Yes Yes Yes With accountant order management (placed under their own name) With customer order entry No
Place the order on behalf of a customer Yes Yes Yes No No No
Edit Order / Quick Edit Yes Yes Yes Yes with accountant order management; otherwise Dispatched orders only With customer order entry, status New only No
Rates, charges and expenses on the order Yes Yes R No No No
Order Legs on the order Yes Yes Quick Edit: Yes. Edit Order: R No No No
Status actions (Make App., Dispatch, Complete) Yes Yes Yes Yes with accountant order management; otherwise Complete on Dispatched orders No No
Reset Order to New, Go Back 1 Step Yes Yes Yes With accountant order management No No
Delete Order (not invoiced) Yes Yes Yes With accountant order management No No
Duplicate Yes Yes Yes With accountant order management No No
View History (order audit, when enabled for your account) Yes Yes R With accountant order management No No
Sign POD / Remove Signature Yes Yes Yes With accountant order management No No
View POD (order menu) Yes Yes Yes No No No
Open scanned / signed POD documents Yes Yes Yes With accountant order management Yes No
Email POD to client Yes Yes Yes No No No
Invoiced / Rate column on Orders Yes Yes Customer Service only (no invoice button) Yes No No
Not Invoiced / Late Invoicing tabs Yes Yes No No No No
Transfer to Office (multi-office) Yes Yes Yes With accountant order management No No
Auto Orders (add-on) Yes Yes (see Auto Orders) Yes (see Auto Orders) No No No
Copy driver Login Link (add-on) Yes Yes Yes Orders page only, with accountant order management No No
Dispatch board Yes Yes Yes No No No
View container alerts (tracking add-on) Yes Yes Yes No menu link No menu link No menu link
Mark container alerts read / Mark All Read Yes No No No No No

Billing and accounting

Feature Admin Manager Dispatch / Customer Service Accountant Customer Garage
Invoices Yes Own offices No Own offices No No
Checks Yes Own offices, with manager checks No Own offices, with accountant checks No No
Expenses page (all expense lines, left menu) Yes No menu item No menu item No menu item No menu item No menu item
Charge Types (order charge / rate types) Yes Yes R Yes No No
Expense Types Yes Yes R Yes No No
Manage Taxes Yes Yes No Yes No Via Garage > Taxes
Fuel Schedule (Fuel Surcharge add-on) Yes Yes R Yes No No
Reports (all reports) Yes With manager reports No No No No
Aged Receivables (AR) / AR Export Yes With manager reports No No No No

Expenses vs Expense Types

Expense Types (user menu) is the list of expense categories you pick from on an order, such as fuel or tolls. The Expenses page (left menu, Admin only) lists the actual expense lines recorded on orders across all offices. Expense lines are added on orders by users who can manage rates. See Expenses & Checks and Charge Types & Taxes.

What \"manage rates\" covers

Rates are managed in several places. Charge Types holds the order charge (rate) types. Zone rates are edited in Manage Zones, terminal rates in Manage Terminals, and city zones in Manage Cities, each with its own rules below.

Customers, people and contacts

Feature Admin Manager Dispatch / Customer Service Accountant Customer Garage
Customers (create, edit) Yes Yes With dispatch customer management No No No
Delete a customer (only shown when it has no people and no invoices) Yes Yes No No No No
Add / edit customer people Yes Own offices With dispatch customer management, own offices No No No
Change Role, Company, Offices, Can manage rates? Yes No No No No No
Delete a person Yes Yes No No No No
Edit Profile (own details) Via Customers Via Customers Yes Yes Yes No
Shipper / Receiver Yes Yes Yes No Search only, in the order form No
Manage Brokers Yes Yes No No No No
Mobile Users (Drivers, Brokers & Yard) Yes Yes Yes No No No

Lists and setup

Feature Admin Manager Dispatch / Customer Service Accountant Customer Garage
Manage Cities Yes Yes R No No No
Manage Zones (incl. zone rates) Yes Yes No No No No
Manage Terminals (intermodal, incl. terminal rates) Yes Yes With dispatch terminal management No No No
Manage Container Statuses (intermodal) Yes Yes View only No No No
Manage Container Sizes (intermodal) Yes No No No No No
Manage Steamship Lines (intermodal) Yes No No No No No
Manage Document Types Yes Yes No No No No
Manage Move Locations Yes Yes Yes No No No
Equipments and Manage Equipment Types Yes Yes Yes No No No
Getting started (setup checklist) Yes Yes No No No No

Administration and add-ons

Feature Admin Manager Dispatch / Customer Service Accountant Customer Garage
Settings Yes No No No No No
Manage Content (website content) Yes (edit existing pages) No No No No No
Manage Offices Yes (new offices are added by UTX) No No No No No
Alert Email Subscriptions (tracking add-on, in Settings) Yes No No No No No
CSV Export (Orders, Customers, Shipper / Receiver, Equipments) Yes No No No No No
Garage (Garage add-on) Yes Own offices No No No Own offices

Mobile users matrix

Feature Driver Broker Yard Worker
Sign in with Access Code Yes Yes Yes
Sign in with a Login Link (add-on) Yes Yes Not offered (links are copied from the order driver columns)
See orders Only Dispatched orders assigned to them Same as Driver No order list
Delivery / pickup signatures (POD) On assigned orders On assigned orders No
Mark container returned On assigned orders On assigned orders No
Change the assigned driver No No No
Container search, Ground Container, Full at yard, Empty at yard No No Yes
Web pages (Dispatch, Invoices, lists, Settings) No No No
Sidebar item Admin Manager Dispatch / CS Accountant Customer Garage
Getting started / Setup check / Setup complete Yes Yes — — — —
Orders Yes Yes Yes Yes Yes —
Dispatch Yes Yes Yes — — —
Garage (add-on) Yes Yes — — — Yes
Invoices Yes Yes — Yes — —
Fuel Schedule (add-on) Yes Yes R Yes — —
Expenses Yes — — — — —
Checks Yes With option — With option — —
Customers Yes Yes With option — — —
Shipper / Receiver Yes Yes Yes — — —
Equipments Yes Yes Yes — — —
Mobile Users Yes Yes Yes — — —
Reports Yes With option — — — —

User menu (your name, top bar)

Role Items shown
Admin Settings, all Manage … lists, Charge Types, Expense Types, Manage Taxes, Manage Content, Manage Offices, Logout
Manager Manage Brokers, Manage Cities, Manage Clients, Manage Container Statuses, Manage Document Types, Manage Drivers, Manage Equipment Types, Manage Move Locations, Manage Terminals, Manage Zones, Charge Types, Expense Types, Manage Taxes, Logout
Dispatch / Customer Service Edit Profile, Manage Clients, Manage Container Statuses (view only), Manage Drivers, Manage Equipment Types, Manage Move Locations, Logout. With Can manage rates?: Manage Cities, Charge Types, Expense Types. With dispatch terminal management: Manage Terminals
Accountant Edit Profile, Charge Types, Expense Types, Manage Taxes, Logout
Customer Edit Profile, Logout
Garage Logout. Garage pages have their own left menu (Work Orders, Invoices, Equipment, Parts, Templates, Customers, Taxes, Settings, Reports, Back to TMS) and no user menu

Manage Container Sizes, Manage Container Statuses, Manage Steamship Lines and Manage Terminals only appear on intermodal (container) accounts. See Navigation & Account.

Where Each Role Lands After Sign-In

Role Starting page
Admin, Manager, Dispatch, Customer Service, Accountant, Customer Orders
Driver, Broker Their list of assigned Dispatched orders on the phone. See Driver Workflow
Yard Worker The container search (phone layout). See Yard Management

Emails by Role

Email Who receives it
New Order # from To: Admins who have Email Notifications and Active for orders on. CC: Managers of the order's office with Email Notifications on
Order # is now dispatched / Order Completed for order # The person the order is placed for, if their Email Notifications is on
Invoicing Reminder (Monday, Wednesday and Friday, only when orders are waiting to be invoiced) Admin, Manager and Accountant users with Active for orders on, in every office (not affected by Email Notifications)
Container tracking alert digest (tracking add-on) Users of your own company that an Admin subscribed under Alert Email Subscriptions in Settings
Invitation and password reset The person concerned, whatever their role

See Notifications & Emails and Email Notifications.

Deleting Users

  • Only Admin and Manager can delete a person, from Customers > Delete on the person's row. Anyone else gets Access Denied.
  • Deleting is permanent from the app. It turns off the person's notifications and changes their stored email, so they can't sign in any more. Their orders keep their history. See Deleting a Person.
  • Active for orders off does not block sign-in. To remove someone's access, delete the person.
  • Mobile users are not deleted this way. Disable them under Mobile Users so they can't sign in. See Mobile Users.

When Access Is Denied

  • Menu items and buttons you can't use are hidden.
  • If you open a page your role doesn't allow (for example from a bookmark or a typed address), UTX Freight cancels the action and sends you back to your starting page with an alert. Nothing is saved.
  • Some pages redirect instead: opening Dispatch without access sends you to Orders, and opening the setup checklist shows You do not have access to the setup checklist.
  • Pages of an add-on that is off redirect you, whatever your role (for example Container tracking is not enabled.).

FAQ / Troubleshooting

We have one office. Isn't a Manager the same as an Admin?

Solution

No. Even with one office, Managers can't open Settings, Manage Content, Manage Offices, Manage Steamship Lines or Manage Container Sizes, can't use the Export buttons, can't manage alert subscriptions or mark alerts read, and can't change roles. Reports and Checks depend on edition options. Give the Admin role to whoever needs those.

My new dispatcher only sees customer screens

Solution

Every new person starts as Customer. An Admin must open Edit Person, set the Role to Dispatch (or Customer Service) and check the Offices, then save. The person must be under your own company for the Role field to appear.

A dispatcher can't see rates, charge types or View History

Solution

Can manage rates? is off on their profile. An Admin opens Customers > Edit Person for that dispatcher, checks Can manage rates? and saves.

A dispatcher can't see Customers or Manage Terminals

Solution

These are edition options set by UTX (dispatch customer management and dispatch terminal management), off by default. They apply to all Dispatch and Customer Service users at once. Manage Terminals also only exists on intermodal (container) accounts. Contact UTX support to turn them on.

A Manager doesn't see Reports or Checks

Solution

Manager access to Reports or Checks is turned off for your account. These are edition options set by UTX. Contact UTX support.

An accountant can only view orders

Solution

Accountant order management is turned off for your account. With it off, Accountants can only view orders, and edit and complete Dispatched orders. Contact UTX support to turn it on.

An accountant can't change the rate on an order

Solution

That is expected. The rate, charge and expense sections of the order form are for Admin, Manager and Dispatch with Can manage rates?. Ask one of them to change the order's rate.

A customer can't create orders

Solution

Customer order entry is turned off for your account (the default). Contact UTX support if your customers should create orders. When it is on, customers can only edit an order while it is New.

A customer sees orders they didn't place

Solution

Customers see every order placed by anyone in their company. If their company is linked to shipper/receiver records, they also see deliveries addressed to those records (consignee view), read-only.

Where do I set a driver's password?

Solution

Drivers, Brokers and Yard Workers don't have passwords. Give them their Access Code, or copy them a login link. See Mobile Users.

Best Practices

Roles

  • Keep the number of Admins small. Use Manager for office leads and Dispatch or Customer Service for operations staff.
  • Turn off Can manage rates? for dispatchers who shouldn't see or change pricing.
  • Give customer contacts a single office.
  • Set up drivers, brokers and yard workers as Mobile Users, never as people with an email and password.
  • Delete people who leave. Unchecking Active for orders doesn't stop them from signing in.