Understanding User Roles
Choosing the right roles for your Hitrak users
Hitrak provides permission-based roles for managing user access in each application. This allows the appropriate controls to be applied based on a user's areas of responsibility within the business.
This article provides guidance on role application for the people creating internal and external users in your Hitrak system.
ℹ️ Maintenance of the users for each application is managed with separate roles. For access to create all user types, all three Admin - User roles are required.
In this article:
Freightmaster (Customer Portal) User Roles
Admin Portal
Depending on the structure of your business, access requirements may vary greatly for each Admin Portal user, with editing access granted for specific functions only. Hitrak supports this level of granularity, with a dedicated role for many Organisation page maintenance functions, and restrictions on viewing sensitive data like pricing setup.
Other roles include a broader range of permissions. These are summarised below, with examples of users in the business each role may be used for. Full details on the role access required for each specific function can be found in the Permissions table below.
Admin Roles Overview
By default, all Admin portal users have access to essential consignment and run management functions, plus read-only access to the Organisation page, excluding tabs related to customer pricing. This is the base level access role, often sufficient for Dispatch or Customer Service team members. Additional permissions are added via the other roles.
Admin - Advanced
Access to more advanced operational functions, such as maintaining Dispatch Groups and Operating Days schedules, and editing consignments after they have been delivered.
Typically used for: Branch Managers or Administrators.
Admin - Organisation
Allows initial creation of an Organisation and edit access to the Details section. This includes editing of the customer's available Service types, Freight types, and Custom logos, but none of the Organisation tabs. Additional edit access for Sites, Accounts and Pricing is provided by separate roles for the respective functions (see Permission details).
Typically used for: Sales or Admin teams.
Admin - Price Rating
Access to view an Organisation's Pricing setup and Rates, and confirm consignment pricing. This role is required for anyone who may need to update and confirm consignment pricing in preparation for invoicing.
Typically used for: Customer Service teams.
Admin - Pricing
Access to the maintenance of pricing setup and rates. This role is required for anyone who configures pricing for customers, including the configuration of Charge types, Rates and Rate Card adjustments.
Typically used for: Finance or Senior Sales team members.
Admin - Invoice
Full editing permissions for invoices.
Typically used for: Finance team members.
Admin Portal Permission details
Use the below table as a reference for Admin Portal functions and the role required for each one.
| Category | Permission | Role required |
| Organisations & Users |
View Organisation details & tabs (excl Pricing data) | Available to all users |
| Create Organisations and Edit Details | Organisation | |
| Create and Edit Sites | Site | |
| Edit Site links to Run Templates from the Site page | Run Template Site Links | |
| Create and Edit Accounts | Account | |
| Edit Account links to external Finance systems | ||
| Edit Organisation Settings tab | Organisation Settings | |
| Upload a Product list csv in the Products tab | Product Catalog | |
| Edit the Organisation Settings tab | Organisation Settings | |
| Create & Edit Admin Users | User for Admin Portal | |
| Create and Edit Drivers | User for Driver App | |
| Create & Edit Freightmaster Users | User for Freightmaster | |
| Consignments |
Create and Edit Consignments | Available to all users |
| Bulk Update Consignment Status | ||
| Bulk Deliver Consignments | ||
| Create and View Endorsements | ||
| View and Edit Delivery Notes & Exceptions | ||
| View and Send SMS | ||
| View, Add and Remove Consignment Tags | ||
| Print Consignment Documents | ||
| Edit the consignment Customer | Change Customer | |
| Edit consignments after Delivery | Advanced | |
| Create and Edit the available consignment Tags | ||
| Dispatch |
Access the Fleet Tracker application | Available to all users |
| Create and Edit Runs | ||
| Optimise and Reorder Run Routes | ||
| View Operating Days setup, Calendar & Service Days | ||
| Create and Edit Run Templates | Run Templates | |
| Create and Edit Dispatch Groups | Advanced | |
| Edit Operating Days setup, Calendar & Service Days | ||
| Create and Edit Vehicles | Vehicle | |
| Pricing & Invoicing |
View Consignment Pricing | Price Rating |
| Confirm Consignment Pricing | ||
| View Organisation Rates & Pricing Setup | ||
| View Pricing Setup Maintenance page | ||
| Manage Organisation Pricing Setup | Pricing | |
| Import and Export Site Group Rates | ||
| Create and Edit Site Groups | ||
| Create and Edit Zone Pricing Areas | ||
| Edit Draft Invoices | Invoice Draft | |
| Edit All Invoices | Invoice | |
Driver App
User Roles Overview
Driver App user roles are less complex, with only two roles available. The standard Driver role is applied to all users who need to access the Driver App, and is sufficient for most drivers delivering freight for your business.
The Storeman role provides some additional permissions which allow oversight of all Runs, filtered by depot. This is typically used for warehouse team members who require viewing and editing capabilities for all movements to and from depots.
Driver App Permission details
Use the below table as a reference for full details of Driver App permissions. The Storeman role is required for users who need to view all Runs and complete their consignment tasks.
| Category | Permission | Role required |
Consignments |
View Consignment Details. | Driver |
| Complete Tasks on on assigned Runs. | ||
| Edit Hireage Exchanged Quantity. | ||
| Add new Hireage Unit. | ||
| Upload POD and other files. | ||
| View, Create and Edit Notes & Exceptions. | ||
| View, Create and Edit Endorsements. | ||
| Communicate with Receivers via the Messages tab. | ||
| Remove or redirect consignments from an assigned Run. | ||
| Runs |
Route management: Optimise Run and Reorder Tasks. | Driver |
| View, Start and Complete assigned Runs. | ||
| View, Start and Complete all Runs. | Storeman |
ℹ️ Some addtional Hireage functions are controlled by system settings, e.g., allowing drivers to edit the base Quantity, or update the Exchanged quantity after delivery,
Freightmaster (Customer Portal)
Work with your customers to determine which users should have access to Freightmaster functions in your Hitrak system.
User Roles Overview
Summary and example use cases for the Freightmaster user roles available:
Dispatch Viewer
The default Freightmaster role. Limited to viewing consignment data and editing of some basic details.
Typically used for: Users in a customer's business who require visibility of consignment data, but are not responsible for managing consignments.
Dispatcher
Required for anyone creating and editing consignments for a customer's business.
Typically used for: A customer's Sales or Customer Service teams.
Dispatch Finance
Enables the user to view consignment pricing information.
Typically used for: Store managers or Finance teams.
Dispatch Quoting
Allows users to request a quote before creating a consignment.
Typically used for: Retail teams who want to provide a freight cost estimate up front to Receivers.
💡If you'd prefer not to provide quotes and/or display pricing information to customers in Freightmaster at all, just disable the Dispatch Quoting and/or Dispatch Finance roles for all users.
Freightmaster Permission details
Use the below table as a reference for full details of Freightmaster permissions, and the role required for each.
| Category | Permission |
Role required |
| Dashboard | View a breakdown of current Consignment Statuses, Exceptions and Deliveries. | Dispatch Viewer |
| Consignments |
View Consignment Details | Dispatch Viewer |
| Download Extracts | ||
| Edit Receiver details, Notes and Sales Reference fields on existing Consignments | ||
| Download Consignment Documents | ||
| View Delivery Exceptions | ||
| Bulk Status Changes via Consignments page | ||
| Create new Consignments | Dispatcher | |
| Fully Edit Consignments | ||
| Import Consignments | ||
| Request a Consignment Quote | Dispatch Quoting | |
| Pricing |
View Pricing data on Consignments and the Dashboard | Dispatch Finance |
💡For instructions on creating users for your Hitrak Organisations, see Managing Users.