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User Management Guide

This guide covers how to manage users in your Dispatch organization, including inviting team members, assigning roles, and managing access.

User Roles​

Dispatch uses role-based access control to manage permissions. Each user is assigned a role that determines what they can access and modify.

Available Roles​

Administrator​

  • Full access to all features and settings
  • Can manage users and roles
  • Access to billing and subscription
  • Can configure integrations
  • Full API access

Manager​

  • Access to all operational features
  • Can create and manage orders, shipments
  • View all reports and analytics
  • Cannot modify business settings
  • Cannot manage subscription

Operator​

  • Day-to-day operational access
  • Create and process orders
  • Manage shipments
  • Limited reporting access
  • Cannot access settings

Driver​

  • Mobile app access only
  • View assigned deliveries
  • Update delivery status
  • Capture proof of delivery
  • Cannot access portal features

Inviting Users​

How to Invite a New User​

  1. Navigate to Settings > Users
  2. Click "Invite User"
  3. Enter the user's details:
    • Email address
    • First and last name
    • Assigned role
  4. Click "Send Invitation"

Invitation Process​

After sending an invitation:

  1. User receives an email invitation
  2. They click the link to accept
  3. Create their password
  4. Log in with their new credentials

Pending Invitations​

View and manage pending invitations:

  • See who hasn't accepted yet
  • Resend invitations if needed
  • Cancel invitations that are no longer needed

Managing Existing Users​

Viewing Users​

The Users page shows:

  • All active users in your organization
  • Their assigned roles
  • Last active date
  • Account status

Editing User Details​

To modify a user's account:

  1. Find the user in the list
  2. Click to view their profile
  3. Update fields as needed:
    • Name
    • Email
    • Role assignment
  4. Save changes

Changing User Roles​

To change a user's role:

  1. Navigate to the user's profile
  2. Select a new role from the dropdown
  3. Confirm the change

Note: Role changes take effect immediately.

Deactivating Users​

When a team member leaves or no longer needs access:

  1. Find their account
  2. Click "Deactivate"
  3. Confirm the action

Deactivated users:

  • Cannot log in
  • No longer count toward user limits
  • Can be reactivated if needed

Reactivating Users​

To restore a deactivated account:

  1. View deactivated users
  2. Find the account
  3. Click "Reactivate"
  4. The user can log in again

User Profile Management​

Personal Settings​

Each user can manage their own profile:

  • Update name and contact information
  • Change password
  • Set notification preferences
  • Configure personal display options

Password Management​

Changing Your Password​

  1. Go to Profile > Security
  2. Enter current password
  3. Enter and confirm new password
  4. Save changes

Password Reset​

If a user forgets their password:

  1. Click "Forgot Password" on login
  2. Enter email address
  3. Receive reset link via email
  4. Create new password

Two-Factor Authentication​

For enhanced security:

  1. Go to Profile > Security
  2. Enable two-factor authentication
  3. Scan QR code with authenticator app
  4. Enter verification code to confirm

Teams and Groups​

Organizing Users​

For larger organizations, consider:

  • Grouping users by function (sales, operations, drivers)
  • Assigning users to specific locations
  • Setting up team-based permissions

Location Assignment​

Assign users to specific locations:

  1. View user profile
  2. Select assigned locations
  3. User only sees data for their locations

Notification Settings​

User Notifications​

Each user can configure:

  • Email notification preferences
  • Types of alerts to receive
  • Notification frequency

Admin Notifications​

Administrators can set organization-wide notification policies:

  • Required notifications (can't be disabled)
  • Default settings for new users
  • Critical alert escalation

Security Best Practices​

Account Security​

  1. Unique Passwords - Don't share passwords between services
  2. Regular Updates - Change passwords periodically
  3. Two-Factor - Enable 2FA for admin accounts
  4. Secure Access - Use secure networks when accessing

Access Control​

  1. Least Privilege - Give users only the access they need
  2. Regular Review - Periodically audit user access
  3. Prompt Deactivation - Remove access when no longer needed
  4. Role Separation - Keep admin accounts separate from daily-use accounts

Audit Trail​

User Activity Tracking​

Dispatch maintains logs of:

  • Login events
  • Configuration changes
  • Significant actions

Viewing Activity​

Administrators can view:

  • Recent activity by all users
  • Changes to settings and configuration
  • Failed login attempts

Troubleshooting​

Common Issues​

User can't log in?

  • Verify account is active
  • Check if password needs reset
  • Ensure correct email is being used
  • Check for browser/network issues

User missing features?

  • Verify their assigned role
  • Check location assignments
  • Ensure subscription includes the feature

Invitation email not received?

  • Check spam/junk folders
  • Verify email address is correct
  • Resend the invitation
  • Try a different email address

Can't change user role?

  • Only administrators can change roles
  • Cannot remove the last administrator

User Limits​

Based on your subscription plan, you may have limits on:

  • Total number of users
  • Number of users per role
  • Active sessions

View your current usage in Settings > Subscription.