Prerequisites
• Sign in with an Admin or General Manager (GM) account.
• For companies with multiple offices, you can only view and manage users whose assigned offices are within your own office access.
Before You Start
User Offboarding & Onboarding Best Practice
When an existing user leaves your company or no longer requires system access, and a new team member joins, we recommend disabling the existing user account and creating a new User ID for the new employee.
Avoid renaming or reusing an existing user’s account for another employee; keeping separate User IDs ensures clear ownership of files and documents and allows your management team to track user activities effectively.
Deactivated User Files & Access
Disabling a user account does not delete or affect any existing files owned by that user. Other team members with the appropriate permissions will continue to have access to those files.
Subscription & Billing Impact
When replacing an employee, disable the departing employee’s account before creating the new account to avoid temporarily increasing your active user count. Disabled users are not counted as active users for billing purposes.
Add a New User
By default, Admin and GM users can create new user accounts directly from User Management without contacting GoFreight Support.
Step 1: Open User Management
From the navigation menu on the left, go to: Settings > User Management.
Step 2: Start a New User Profile
Click Create User to open a new User Profile.
Step 3: Enter the Login Details
• User ID: Enter a unique ID between 3 and 30 characters, such as jane.smith. The ID cannot contain only numbers and cannot be changed after the user is created.
• Password: Enter an initial password with at least 10 characters.
💡Tips: Use a strong, unique password that combines uppercase and lowercase letters, numbers, and special characters.
• Confirm Password: Enter the same password again.
Step 4: Enter the User Information
- First Name: Required. For example, Jane.
- Last Name: Optional. For example, Smith.
- E-mail: Required. For example, jane.smith@example.com.
- Phone, Ext., and Fax: Optional. This information will be displayed on the document header when the user is the Prepared By user. If the Phone and Ext. information is the same as the user’s main office’s, leave them blank.
- Blocked List: Optional. Select the trade partners whose shipments the user should not be able to access. When a shipment's customer is on the Blocked List, the user cannot access the shipment or its invoices.
Step 5: Assign Office Access
• Main Office: Required. Select the user's default office. GoFreight uses this office by default when the user creates shipments or performs other office-based actions.
• Offices: Optional. This is only available when your system has multiple offices. Select any additional offices the user needs to access. The selected Main Office cannot also be selected here.
💡 Tip: You can only assign offices that are within your own office access
Step 6: Assign Roles
- Select at least one option in Role.
If you assign multiple roles, the user receives the combined permissions of the selected roles.
💡 Role Hierarchy
Higher-level roles include the permissions of their corresponding lower-level roles.
- Hierarchy Order: Manager ＞ Member/Operation ＞ Assistant
- Example: The Operation Manager role includes the permissions of both Operation and Operation Assistant.
- Select View Permission Table to review the permissions provided by each role before saving.
Some fields are displayed depending on the selected role:
- Person In Charge Only (Login Disabled) appears for sales-related roles. When enabled:
- The account is locked to Disable.
- The user cannot log in.
- The user is not billed.
- The user can still be selected as the Person In Charge on shipments for sales commission tracking only.
💡 Tip: Sales Person In Charge Status
If a member of your sales team requires login access, you do not need to enable "Allow To Be Person In Charge". Your sales members with login access will automatically appear as selectable users in the Sales List after their accounts are created.
- Sales List may appear when a Sales Assistant role is selected.
Click the blue + button, select the applicable sales supervisors, and click Apply to specify whose shipments the user can view.
- NRA Code is optional and accepts up to four characters.
This field is only available when the Sales Manager, Sales, or Sales Assistant role is assigned to the user.
Step 7: Review Optional Access Settings
Allow Remote Access appears when the user's Main Office or additional Offices use an IP Network restriction. Enable this option only when the user should be allowed to log in from outside the office's permitted IP range.
💡Tip: This checkbox is only displayed when your office has IP Network Security Setup enabled. Contact the GoFreight Support Team if you need assistance setting up IP Network Security.
Step 8: Save the User
Click the floating Save button. GoFreight displays a green Saved successfully message and opens the new user's Edit page.
The new user account has now been created.
Edit an Existing User
Admin and GM users can also update existing users within their office access.
Step 1: Open the User
Go to Settings > User Management, then open the user you want to update.
Step 2: Update the Profile
You can update the user’s:
- Name and contact information
- Office assignments
- Roles
- Available access settings.
The User ID field is greyed out and read-only after creation.
Step 3: Save the Changes
Click the Save button. GoFreight displays Saved successfully and keeps you on the same Edit page.
Enable or Disable a User
You can enable or disable user access directly from User Management.
Step 1: Open the User's Edit Page
Go to: Settings > User Management, then open the user.
Step 2: Change the Status
Use Status, select:
- Enable: Allows the user to log in.
- Disable: Prevents the user from logging in. Disabled users are not billed.
If Allow To Be Person In Charge is enabled, the Status remains locked to Disable.
Step 3: Save the Change
Click Save to apply the new status.
Reset a User's Password
Admin and GM users can reset passwords for users within their office access.
Open the user's Edit page and click Reset Password. Enter the new password in the password fields shown in the pop-up window, then save the change.
Review User Activity Log
Open the Activity Log tab on a user's profile to review:
- User creation
- Profile edits
- Status changes
- Password resets
Each entry includes the action time and the User ID of the person who performed the action. Select More Detail when available to compare field values before and after an edit.
