Team Access and roles
Give dispatchers, accountants and drivers their own logins. Each person sees only what they need.
The four roles
Every login has a role. The person who signed up is the Owner. The owner adds everyone else in Admin › Team Access (Admin group, owner only). Everyone works inside the same company, so they all see the same company's data, but only the parts their role allows.
| Role | What they can do | What they never see |
|---|---|---|
| Owner | Everything, including billing, settings, team, integrations, backups and the office assistant settings. | Nothing is hidden. |
| Dispatcher | Loads, quotes, dispatch, drivers, trucks, brokers, documents, compliance, maintenance, HOS board, AI tools and the assistant inbox. | Invoices, expenses, payroll and settlements, billing, settings, team, integrations and exports. |
| Accountant | Invoices, collections, factoring, expenses, payables, payroll and settlements, IFTA and fuel, reports and the assistant inbox. Can look at loads, brokers and documents. | Dispatching and fleet admin, billing, settings, team and integrations. |
| Driver | A phone-friendly view of their own loads: start a trip, mark delivered, upload BOL / POD photos, and the voice assistant. | Rates, pay, other drivers' loads, and every office page. |
Good to know
Anyone who tries to open a page their role can't use sees a friendly "not allowed" page. Nothing breaks and nothing is shown.
Add a person
- Open Admin › Team Access.
- Under Add a person, enter their Email (their login) and optionally their name.
- Choose a Role.
- For a driver, also pick the Driver record (drivers only). Add the driver in Drivers first. Each driver record can have one login.
- Type a Temporary password of at least 8 characters and tap Add person.
- Send them the email and temporary password privately. They can change it on their My Account page.
Tip
Use a real email the person owns. A driver with no email can use a simple one you create for them, as long as it's unique.
You can add up to 25 people.
Change, disable or remove someone
- Disable stops them logging in. Re-enable turns it back on. Their history stays.
- Reset password sets a new password for them. Type it first, then tap the button.
- Change role switches between Dispatcher and Accountant. To change a driver login, remove it and add it again.
- Remove deletes the login for good (it asks you to confirm).
The Audit log button at the top shows who added or changed people. Export CSV downloads the list.
What each role sees in the menu
| Menu group | Owner | Dispatcher | Accountant | Driver |
|---|---|---|---|---|
| Overview | Everything | Most pages (not Go-Live Handoff, App Readiness or Launch Dashboard) | Command Center, Assistant Inbox, Executive, Day Close, Weekly Review, Month-End Close and the guides | No (only their own loads page) |
| Freight | Everything | Everything | Loads, Load Pipeline, Forecast | Their own loads, in the driver app |
| Fleet & Drivers | Everything | Everything except Import Pay Profiles | Pay-profile import, shippers / brokers and customer pages | No |
| AI Tools | Everything | Copilot, AI Dispatcher, fuel and rate con scans | The three scan pages | Voice assistant only |
| Dispatch & Ops | Everything | Everything | No | No |
| Compliance & Records | Everything | Everything | Documents, files, fuel and IFTA | No |
| Finance | Everything | Load Profit only | Everything | No |
| Reports & Audit | Everything | Most reports (no Export Center or Audit Log) | Reports, Export Center, Data Dictionary, Import Templates | No |
| Billing & AR | Everything | No | Everything | No |
| Settlements & Payroll | Everything | No | Everything | No |
| Admin | Everything | Only the guides and Support Tools | Only the guides and Support Tools | No |
Your own menu only ever shows pages you can open, so if something in this guide isn't in your menu, it belongs to a different role.