Administration

# Set up roles and permissions

Create roles with an access level and a permission set, so every user sees and changes exactly what their job needs.

Updated 4 October 2026

**Who can do this:** Role level 800 or higher and the role permission.

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** and **Access level**. Roles that Transportial provides for every platform are shown but cannot be edited or removed; you can change the roles created for your own platform.

## 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.

Start from **Read** for everything a role must see, then give **Write** or **Full** only where the job requires it. You can always add permissions later.

## 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.

Before you remove a role, give its users another role. Check the [users list](/en/help/users) first.

## 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](/en/help/settings-groups).

## Related articles

* [Manage users](/en/help/users)
* [Organise users in teams](/en/help/teams)
* [Give groups of users the same set-up with settings groups](/en/help/settings-groups)
* [Manage your sessions, password and two-factor authentication](/en/help/security-settings)

## Still need help?

Our support team is happy to answer any question about Transportial.

[Contact support](/en/contact)[Report an issue](/en/report-issue)

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Canonical page: https://transportial.com/en/help/roles-and-permissions