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User Roles

The TMS uses two roles to control what each person can do in the system. Your company admin assigns your role when they set up your account.

Overview

There are two roles:

  • TMS User -- The standard role for dispatchers and office staff. You can create, view, and edit records, but you cannot delete anything.
  • TMS Admin -- Full access to everything, including deleting records and configuring system settings.

Most people in your company will have the TMS User role. Only a few people -- typically managers or IT staff -- need the TMS Admin role.

Getting There

You do not need to go anywhere to "activate" your role. It is already assigned to your account. Your role determines what you see and what you can do from the moment you log in.

How It Works

TMS User

This is the everyday role for dispatchers, coordinators, and operations staff.

What you can do:

  • Create new legs, shipments, carriers, drivers, trucks, customers, settlements, invoices, and documents
  • View and search all records in the system
  • Edit any record you have access to
  • Dispatch and track loads
  • Create settlements and invoices
  • Upload and manage documents

What you cannot do:

  • Delete any record (the delete option will not appear for you)
  • Access the TMS Settings menu (system configuration is reserved for administrators)

TMS Admin

This role includes everything the TMS User can do, plus additional powers.

What you can do (in addition to everything above):

  • Delete records (legs, shipments, carriers, settlements, invoices, etc.)
  • Access the TMS Settings page to configure the system -- invoicing, settlements, carrier activation, expiration reminders, availability statuses, payment types, tags, and charge types. See Settings for the full list.
  • Revert completed legs back to a previous status

How to Tell Which Role You Have

The easiest way to check your role:

  1. Look at the home screen or the navigation bar.
  2. If you see a Settings icon on the home screen (or a Settings menu in the navigation), you are a TMS Admin.
  3. If you do not see Settings anywhere, you are a TMS User.

What Happens When You Try Something You Cannot Do

If you try to perform an action that your role does not allow, the system will show an error message saying you do not have permission. You will not lose any work -- the action simply will not go through. Contact your admin if you believe you need additional access.

Tips & Common Questions

I need to delete a record but I do not see a delete option. What do I do? Only TMS Admins can delete records. Ask your company admin to either delete the record for you or upgrade your role to TMS Admin. In many cases, you may not need to delete -- consider whether you can void, cancel, or archive the record instead.

Can my role be changed? Yes. A TMS Admin or system administrator can change your role at any time through the Odoo user management settings. The change takes effect the next time you refresh the page or log in.

Is there a way to give someone partial admin access? Not within the TMS roles. The system has two levels: User and Admin. If someone needs delete access for just one area, they will need the full TMS Admin role. Talk to your system administrator about the best approach for your team.

  • Your First Login -- Learn about the home screen and how to navigate
  • Settings -- Full walkthrough of every TMS configuration option