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How to Add New Users in Truckpedia 

It’s quick and easy to invite new users and assign them the right roles based on their responsibilities. Here’s how to do it step by step:

Step 1: Go to Settings

From your dashboard, click on Settings in the left-hand menu.

Step 2: Select “Manage Users”

Under the Company section, click on Manage Users.

Step 3: Click “Add New User”

You’ll see a button labeled Add New User—click it to open the form.

Step 4: Fill Out User Info

Add the following details:

  • First Name

  • Last Name

  • Email Address

  • Role (see below for role definitions)

Step 5: Click “Submit”

Once you click Submit, Truckpedia will automatically send an email to the new user inviting them to set up their password and log in.

👥 Understanding User Roles in Truckpedia

When adding a new user, you’ll need to assign them a role. Here’s a quick guide to help you choose the right one:

Admin:

  • Home Dashboard
  • Dispatch & Load Details
  • Accounting & Billing (Invoices, Driver Pay, Expenses, etc.)
  • Driver & Carrier Management
  • Reports (Accounts, Customers, Drivers, Equipment)
  • Maintenance
  • Customer & Carrier Details
  • Safety and Incident Reports
  • Bookings
  • Company Settings

Dispatcher

  • Access all Dispatch and Load Details
  • View and edit Drivers, Assets, Customers, Carriers, and Safety modules
  • Manage Accounting functions like Invoices, Driver Pay, and Expenses
  • Use most Reports (except Account, Customer, and Driver reports)
  • Access Maintenance and Bookings
  • Modify some Settings (⚠️ partial access)

Great for operations staff who need access to loads, scheduling, and financial info without touching company-wide settings.

Dispatcher (Basic)

  • Use Dispatch and Load Details only
  • View Assets (Trucks and Trailers)
  • View Equipment Reports
  • See Customer Overview
  • Access Safety and Incident Reports

They cannot access accounting, detailed reports, driver/carrier management, or company settings. Ideal for junior dispatchers or part-time logistics support.

Warehouse Operator

  • View-only role for dock/yard staff
  • Can see assigned loads
  • Can view pickup and delivery times
  • Can view documents and pictures (like BOLs, delivery photos)
  • Cannot create or edit loads
  • No access to billing, driver pay, or other modules

Designed for warehouse or yard personnel who need visibility into load movements but should not modify anything.

Tag Operator

  • Can view only loads associated with their assigned tag
  • No access to other modules
  • Cannot create or edit loads
  • Cannot view billing or driver pay
  • Inside a load, access is limited to:
    • Details
    • Documents
    • Pictures

For dispatchers or team members who should only access loads linked to a specific terminal or tag.

Maintenance

  • Access only to the Maintenance module
  • Can view Drivers, Trucks, Trailers, and Assets
  • Within each, only the Overview and Files tabs are visible
  • No access to Dispatch, Accounting, or Driver Pay
  • View-only role — no ability to edit records or settings

Ideal for mechanics or fleet personnel focused solely on maintenance and equipment, with no access to operational or financial data.

That’s it! You’ve now invited a new user to join your team in Truckpedia. 🎉

If you need help with anything else, reach out to us at help@truckpedia.io.