You might need to give each employee in your company different access levels to the management console. For example, a support agent may only access customer inquiries, while a fleet manager can manage driver-related tasks. To manage these different access levels, you need to create a 'Group' for each category of users. During the group creation process, you will assign specific access permissions and then add users to the respective group. In this guide, we'll cover the step-by-step instructions on how to do it.
How Users and Groups Work Together
Users and groups work together to manage access, permissions, and responsibilities within the system.
Groups define what users can do in the system. A group is a reusable set of permissions that controls which panels users can access and what actions they can perform within those panels. For example, a Dispatcher group and an Admin group can have different access levels and capabilities. Multiple users can be assigned to the same group, and you can create as many groups as needed with different permission settings.
Users are individual accounts created for team members to log into the system. Each user has their own login credentials and profile information and must be assigned to a group to determine their permissions. In addition to group-based permissions, users can have a defined operational scope that controls which resources they can access, such as services, zones, driver teams, vehicle types, and warehouses.
Together, groups define what a user can do, while the user's operational scope defines what resources they can access and manage.
Creating a Group
To create a new group, navigate through the following path:
Admin Center → Settings → Users & Groups → Groups (tab)→ New(button)
In the group list, click the 'New' button to open the group creation form.
Then, follow these steps:
Enter the desired name for the group in the
Namefield.
Enable the desired access level for the user in this group by toggling the corresponding buttons to grant access to the panels for group members. These may include the scanner, dispatcher, and admin center, or all of them.
Manage access to the Dispatcher Panel:
First, toggle the Dispatcher button to turn on basic access. After that, you can manage access to the dispatcher panel in two main areas:
Controlling which actions they are allowed to perform: You can enable or disable specific permissions for them, such as create order, create route, edit address, and more.
Edit status: which lets you control the status updates for specific order types (on-demand, P&D, Pickup only, or delivery only) and choose which statuses they are allowed to update those orders to
By turning each checkbox on or off, you can allow or block access.
Manage access to the Scanner App:
First, toggle the Scanner button to enable base access. Then, you can control which order statuses a scanner user is allowed to handle, such as Confirm, At Warehouse, For Return, Order Details, and Deliver.
Only the options they are allowed to access will be shown to them in the app.
You can learn about how to use the Scanner App by reading this article.
A user with dispatcher access can log into the scanner app, but a user with only scanner access cannot access the dispatcher panel.
Manage access to the Admin Panel:
First, toggle the Admin Center button to enable base access. Then, you can control access to the Admin Center by enabling or disabling specific access within each section.
Users assigned to this group will only be able to view and access the features you select here.
Finally, make sure to click the submit button in the top-right corner to save your changes.
After successfully creating the group, you can go ahead and assign users to it.
To learn about how to create a new user, read this article.
Assign User Operational Scope
To define the resources a user can access in the Admin Center and Dispatcher Panel, you can either update an existing user account or configure the access settings when creating a new account.
To learn how to create a new account, read this article.
To update the user's operational scope, you can go to the following path:
Admin Center → Settings → Users & Groups → Users
Find the user you want to update, and click on Actions → Edit button.
Here, you can update the Services, Teams, Zones, Vehicle Types, and Warehouses that the user can access.
For the changes to take effect, the user must log out and log back in once.
Impact of Operational Scope on Admin Center
General Access Rule:
Operational Scope controls which resources users can access and manage across the system. Depending on the resource, access is determined either by the resources directly assigned to the user or by their operational scope criteria, such as zones, teams, services, and vehicle types. The ability to create new resources is also restricted based on the user's assigned operational scope.
The following sections explain the specific criteria for each resource:
Drivers
Users can only view drivers that match their assigned zones, teams, and vehicle types.
Users can only create and edit drivers within their assigned operational scope.
Teams
Users can only create, edit, and delete teams within their assigned zones.
Services
Users can only create services based on their assigned zones, vehicle types, and teams.
Users can only view and manage services assigned to them.
Newly created services by a user are not automatically assigned to them, so they won’t be able to view or manage them until an admin assigns access to them.
Vehicle Types
Users can only create vehicle types based on their assigned zones.
Users can only view and manage vehicle types assigned to them.
Newly created vehicle types by a user are not automatically assigned to them, so they won’t be able to view or manage them until an admin assigns access to them.
Orders
Order lists are filtered based on the user's assigned zones, teams, services, and vehicle types.
Pricing
Pricing configurations are limited based on assigned services and vehicle types.
Dispatching
Dispatching settings, such as search radius, are affected by assigned zones, services, and vehicle types.
Users
User lists can be filtered based on assigned zones, services, vehicle types, and teams.
When creating or editing users, the available services, teams, zones, default zones, vehicle types, and warehouses are limited by the user's operational scope.
Other Sections
Operational Scope also affects other Admin Center sections and follows the same rule, such as:
Custom Fields (only assigned services will be available)
Call Masking (only assigned services will be available)
POS integrations (only assigned services and vehicle types will be available)
Promotions (only assigned vehicle types will be available)
Project Settings (only assigned zones/default zones will be available)