Manage users - Cargoflow Support

Overview

Every team member needs their own user. A user has a role (which decides almost all their permissions), one or more warehouses they can work in and, if needed, some extra permissions just for them. It is all managed under Admin › Users & access, whose screen is titled Manage Staff & Workers.

Before you start

Permission: Configure Users. By default only the super admin has it; the admin does not, unless it is added.
Module: none; the screen exists in every warehouse.
What must exist: the warehouse (or warehouses) where the person will work and, if none of the defaults fits, the role you will give them. See Roles and permissions.
Plan: your plan may have a maximum number of users. Staff and client portal users count, active or deactivated; deleted ones do not.

The user list

At the top there are two tabs: Users (this list) and Roles & permissions. Below, two type buttons: Staff, your team, and Client portal, your customers’ users (view only; they are edited from the customer record with the view customer button).

Filters: Search (name or email), Role, Status and, for super admins, Warehouse (it has no "all" option: it shows one warehouse at a time, starting with the active one). Click Filter. The list shows 25 per page.

Columns: user information (name and email), role, warehouses, status and actions (edit and delete; there is no delete on your own row).

Users & access: the staff list for the Principal warehouse.

How to read the list:

A warehouse’s list includes people active in that warehouse and all super admins.
The Status column and filter look at whether the person is active in that warehouse, not whether their account is active. That is why Status = Inactive nearly always comes back empty: someone inactive in the warehouse no longer appears in its list.
In the Warehouses column, a struck-through warehouse is one where the person is inactive. A super admin with no assigned warehouses shows as all warehouses.

Create a user

In Users & access, click the button to add a new user.
Enter Full Name, Email Address and the Password twice.
Choose the Role.
Tick the Warehouses where they will work. The active warehouse is pre-ticked.
If they need something their role lacks, tick the extra permissions under Permissions.
Click Create User. The system takes you to the new user’s edit screen with a success message.
Give the person their email and password through a secure channel and ask them to change it from their profile (see Your profile and account security).

The form, field by field

Editing a user with the worker role: checkboxes with a padlock come from the role.

Field	Required?	What it accepts and means
Full Name	Yes	The name shown in assignments, logs, documents and the audit log.
Email Address	Yes	What the person signs in with. Stored in lowercase. Must be unique across the whole system, including deleted and portal users.
Password / Confirm Password	When creating, yes	At least 8 characters, both matching. When editing, leave blank to keep the current one.
Active account	—	Unticked, the person cannot sign in. It has no effect when creating: every new user starts active. Hidden when you edit yourself.
Role	Yes	The source of their permissions. Only a super admin can give the super admin role; the client portal role is never given here.
Warehouses	Yes, except for super admins	Where they can work. Each has an Active checkbox (see the warning below).
Permissions	No	All permissions grouped by module. Those with a padlock (inherited from the role) cannot be removed here. Those with a ban icon are reserved and never given per person. The rest, when ticked, are extras.

Permission group headings currently show their technical names (for example wms.inventory). The link to edit role permissions opens the role matrix.

Tip: when you change the role in the list, the padlocked checkboxes update immediately so you can see what the new role brings before saving.

Important: the per-warehouse Active checkbox in this form does not deactivate anything today: on save, every ticked warehouse is saved as active, and the person is also re-activated in any warehouse where someone had deactivated them, with the general role set in all of them. To deactivate someone in a single warehouse use Admin › Warehouses › Manage Users and do not save their user form afterwards. See Users per warehouse.

What happens next

They can sign in with their email and password. With one warehouse they go straight in; with several they pick one. Workers land on My Work. See Finding your way around.
They can be assigned work in the warehouses where they are active: the supervisor sees them in the operator list on the dock board and on special jobs. See The dock board.
They receive warehouse alerts if their role is among the recipients. See Notifications per warehouse.
They leave a trail: their name appears in the audit log, on receipts they capture, on jobs they do and in reports. See Audit log.
They take a seat in the contracted plan.

Change someone’s password

Open the user, type the new password in Password and Confirm Password, and click Update User. Each person can also change their own from their Profile, or reset it from the sign-in screen if they forgot it.

Deactivate or delete

	Deactivate (untick Active account)	Delete
Can they sign in?	No. If signed in, on their next click they are logged out with a message saying the account has been deactivated.	No. If signed in, they are logged out on their next click.
Can they be assigned work?	No.	No.
Do they get warehouse email alerts?	Yes, today they may still get them (see below).	No.
Does it free a plan seat?	No.	Yes.
Reversible?	Yes: tick Active account again.	Not from any screen.
Is their email freed?	No (it is still their user).	No: it stays taken for good.
Is their history kept?	Yes.	Yes.

To delete, use the trash icon in the list or the Delete button on their record, and confirm. Nobody can delete themselves or change their own role from this screen.

Important: a deactivated account may still receive warehouse email alerts today if it is still active in that warehouse. If the person has left the company, besides deactivating them, remove them from their warehouses under Admin › Warehouses › Manage Users, or delete them.

Who can manage users

A super admin sees every user, filters by any warehouse and can create other super admins.
Anyone else with Configure Users:
- only sees users of the active warehouse;
- can only assign warehouses they have themselves, and saving does not touch the user’s other warehouses;
- cannot see or open super admins;
- can only give extra permissions they hold themselves;
- can give any role except super admin, even if that role has permissions they do not have. Keep that in mind when handing out this permission.
The client portal role is never assigned here.

Example: a new night-shift worker

Luis Pérez starts Monday on the night shift at the Principal warehouse and will confirm receipts when no supervisor is around.

Full Name: Luis Pérez. Email Address: user@example.com. A 12-character temporary password.
Role: Worker. Warehouses: Principal.
Under Permissions, in the receiving group, tick Confirm Receipts as an extra.
Create User. Hand him his email and password in person.
On Monday Luis signs in and lands on My Work. The supervisor sees him in the operator list and assigns the first unload.

If three months later five night workers need the same extra, create a "Night worker" role instead of repeating the extra permission.

Messages you may see

Message	What to do
The email has already been taken.	Another user has that email, even if deleted or a customer portal user. Use another address.
The password field must be at least 8 characters.	Make the password longer.
The password confirmation does not match.	Type the same password in both fields.
The warehouses field is required.	Tick at least one warehouse.
You cannot grant permissions you do not have yourself.	Remove those extras or ask a super admin to grant them.
You cannot change your own role.	Ask another admin.
The last superadmin cannot be demoted.	Appoint another super admin first.
You cannot delete your own account.	Ask another admin.
`Plan no permite exceder N usuarios (actual: M).`	The plan’s user limit was reached. This message appears in Spanish even in the English interface. Delete accounts no longer used (deactivating does not free a seat) or contact Cargoflow.

Good practices

One user per person. The log records who did what; a shared account makes it useless.
Deactivate rather than delete while the person may come back; delete when they leave for good or you need the seat.
Review each warehouse’s list monthly: active accounts for people who left are a risk.
Adjust the role rather than piling extra permissions on many people.
Give Configure Users to very few people: it allows handing out powerful roles.

Troubleshooting

The person says their password does not work even though it is correct.

Check Active account. A deactivated account sees the same message as a wrong password ("These credentials do not match our records").

They sign in and are sent back to the sign-in screen with a Spanish message about having no warehouse.

They have no warehouse assigned. Assign one.

They sign in and see a "no access" page.

All their warehouses are inactive for them. Activate them under Admin › Warehouses › Manage Users.

I unticked Active on a warehouse and the person still gets in.

That checkbox in the form does not save the change. Use Admin › Warehouses › Manage Users.

I created a user with Active account unticked and they can sign in.

The checkbox is ignored on create. Edit the user, untick it and save.

A user disappeared from the list.

They are inactive in that warehouse or were deleted. As super admin, look for them by changing the Warehouse filter.

FAQ

Does the user get a welcome email?

No. You set the initial password and give it to them. If they forget it, they can reset it from the sign-in screen.

Where do I create users for my customers?

On the customer record, in its portal users tab. See Portal users.

Can I recover a deleted user?

Not from the system, and their email stays taken. If it was a mistake, contact support. That is why deactivating before deleting is safer.