Set up roles and permissions

A role is a named set of permissions with an access level. Every user has one role. Permissions decide which screens, menu items and buttons a user gets, and what they may read, create, change or delete. The access level is a number that ranks roles: higher numbers can do more.

How access levels are used

• Some screens are only offered from a certain level. For example, Integrations, Roles and Groups settings appear from level 800, and the Environment and billing tabs in Settings from level 1000.
• You can only give users a role up to your own level, so nobody can make someone more powerful than themselves.
• Other settings refer to the level too, for example who receives integration failure messages or who may accept the terms and conditions for the company.

Open the roles list

1. Open the side menu (☰, top right) and choose Roles.
2. Search with the search box, or scroll to load more roles.

The table shows each role's Name, Description and Access level. Roles that Transportial provides for every platform carry the tag Predefined; they are shown but cannot be edited or removed. You can change the roles created for your own platform. A role you copied from a predefined role carries the tag Based on predefined.

Predefined roles

Every platform gets a ready-made role for each common job. Start with these before you build your own.

Role	Default access level	For
Administrator	1000	Every permission of the platform, including users, roles, single sign-on and platform settings.
Head planner	700	Runs the planning department: everything a planner does, plus deleting, subcontracting decisions, carrier compliance, assignment and validation rules and planning configuration.
Finance	700	Invoices and approvals, ledger, administrations, exchange rates, VAT, accounting mapping, credit control and billing.
Integration developer	700	Integrations and API access, data import, apps, message automations, workflows and failed tasks.
Planner	300	Takes orders, plans and optimizes trips, subcontracts and follows execution. Cannot delete or configure.
Dispatcher	300	Follows trips on the day of execution: updates stops and times, handles alerts, dock slots and driver communication.
Hub operator	300	Terminals and cross-dock, goods scans, pallet movements, dock slots and paperwork.
Customer service	100	Customers and contacts, quotes and pricing, order intake and customer change requests.
Invoicing clerk	100	Prepares, sends and follows up invoices and requests approval; cannot approve, delete or change financial settings.
Fleet manager	100	Vehicles, drivers, equipment, telematics, maintenance, tires, damages, certificates and driver compliance.
Viewer	10	Sees orders, planning, fleet, relations, quotes and reports without changing anything.
Driver	0	Uses the driver app for own trips, chat, notifications and documents.
Carrier	0	Carrier portal: sees and executes the trips subcontracted to their own business.
Customer	0	Customer portal: orders, quotes, invoices, documents and chat of their own business.

In the Select role list of the user form, these roles appear by their code name, such as PLANNER, HEAD_PLANNER or INVOICING_CLERK. Administrator-only permissions, such as managing users, roles, teams and single sign-on, stay with the Administrator role.

Adjust a predefined role for your company

You cannot change a predefined role itself, but you can copy it and change the copy.

1. In the roles list, click Duplicate at the end of the row of the predefined role.
2. The Update role panel of the copy opens. The copy has the same permissions, description and access level, and its name ends in "(copy)".
3. Change the Name and the permissions as needed.
4. Click Save.
5. Give the copy to your users in the users list.

Pick up new permissions with Reset to default

When Transportial adds new functions, their permissions are not added to existing roles by themselves. Reset to default gives a role based on a predefined role the current default permissions again.

1. Click Reset to default at the end of the row of your copy.
2. The Reset role to default dialog shows how many permissions will be added and how many removed.
3. Click Reset to apply it, or Cancel.

Create a role

1. In the roles list, click + Create role.
2. Enter a Name, for example "Planner" or "Finance".
3. Enter the Access level as a number.
4. Set the permissions in the permission matrix (see below).
5. Click Save.

Use the permission matrix

Permissions are grouped per subject, for example transport orders, trips or vehicles. Each group shows how many of its permissions are selected, such as 3/5.

• Click None, Read, Write or Full on a group to set it in one click. Read gives viewing and searching, Write adds creating and changing, and Full also gives deleting and every other permission in the group.
• Click the group name (›) to open it and tick or untick single permissions. The group is then marked Custom.
• Type in Search permissions... to find a group or permission.
• Use Apply to all shown: to set the same level for every group currently shown, for example after a search.

The counter at the top (for example "120 of 310 selected") shows the total.

Edit or remove a role

• Click Edit at the end of the row. The Update role panel opens. Change the fields and click Save. The change applies to every user with this role.
• Click Remove at the end of the row and confirm with Remove in the Remove role dialog.

Related

Permissions control what users can do. To change what they see on screen, such as hidden fields or their start page, use Settings groups.