Help Center / Account, Users and Billing

Inviting Users and What Each Role Can See

Admins add team members from Team Members and pick a role for each one. The role decides which parts of CloudTMS they see and whether they can view sensitive fields like SSN, TIN and bank details.

Where in CloudTMS: /users, /settings/security

Invite a User

Back-office users count toward your plan’s user limit; drivers don’t. If you’re at the limit, CloudTMS asks you to upgrade.

To change a back-office user’s role or status, reset their password, deactivate or delete them, click their row on the Back Office tab. Drivers are listed on the Drivers tab, and clicking one opens their driver profile.

  1. Open Team Members in the sidebar and click Invite User. (page: /users)
  2. Enter the Full Name and Email, and choose a Role. (page: /users)
  3. Keep the suggested Temporary Password or click Regenerate. It must be at least 8 characters. (page: /users)
  4. Leave Email the credentials to (followed by their email) ticked to send the login by email, or untick it and share the password yourself. Click Invite User. (page: /users)

What Each Role Sees

These are the sidebar sections each role sees. Sections marked read-only show an RO tag in the sidebar.

Company Admin: everything in your company, including Team Members and Subscription.

Accounting: Executive Dashboard, Drivers, Fleet, Customers, Fleet Owners, Settlements, Billing, Fuel, Tolls, IFTA, Documents and Reports & Analytics. Dispatch, Loads, Compliance Center and Maintenance are read-only.

Dispatcher: Dispatch, Loads, Drivers, Fleet, Fuel, Tolls, Documents and Reports & Analytics. Customers, Fleet Owners and Compliance Center are read-only.

Safety: Compliance Center, Maintenance, Documents and Reports & Analytics. Drivers and Fleet are read-only.

Executive: Executive Dashboard, Fleet Owners, Fuel, Tolls, IFTA, Compliance Center, Maintenance, Documents and Reports & Analytics. Loads, Drivers, Fleet, Customers, Billing and Settlements are read-only.

Billing: Loads, Customers, Billing, Fuel, Tolls, Documents and Reports & Analytics.

Settlements: Drivers, Fleet Owners, Settlements, Fuel, Tolls, Documents and Reports & Analytics.

Collections: Billing, Customers, Documents and Reports & Analytics.

Claims: Loads, Documents and Reports & Analytics.

Imaging Admin: Documents.

Driver: drivers use the driver app. On the web they only see Dashboard and Settings.

Every role except Driver also gets Dashboard, Messages, Notifications and Settings. Only Super Admin and Company Admin can open Team Members. Super Admin is a CloudTMS staff role and isn’t offered when you invite someone.

Sensitive Fields

SSN, TIN and bank fields stay masked unless your role has the sensitive-data permission. Today that’s Super Admin, Company Admin, Accounting and Settlements. Every other role, including Dispatcher, Safety and Driver, can’t reveal them.

Two-Factor Authentication

Admins can turn on Require Two-Factor Authentication for Admin Roles on the same page. Super Admin and Company Admin users then have 7 days from their next login to set up 2FA.

If a team member loses their authenticator, an admin can click Reset 2FA next to their name in Team Members.

  1. Go to Settings, open Security and click Enable 2FA. (page: /settings/security)
  2. Scan the QR code with an authenticator app, or enter the manual entry key, then click Next. (page: /settings/security)
  3. Enter the 6-digit code and click Verify. (page: /settings/security)
  4. Save your recovery codes, tick I’ve saved these codes and click Done. (page: /settings/security)

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