# Company User Company Users are employees added to the platform with specific roles, departments, permissions, and optional payroll settings. The section allows admins and owners to manage all user-related data and control access levels across the company. *** The Company User section allows admins and owners to manage users, send invites, assign payroll, and set detailed permissions per department. *** ### Active & Inactive Lists

*Figure: Tabs for Active and Inactive users.*

Company users are listed under two tabs: * **Active** — Currently working users with access. * **Inactive** — Removed or deactivated users. You can filter users by department, pay type, or search by name/email. The action menu for each user allows you to: * Edit * Resend invite * Reset password * Deactivate *** ### Add Company User To invite a new user: 1. Click **Invite User** 2. Fill in the required fields in the **Basic** tab 3. (Optional) Enable **Include in Payroll** 4. (Optional) Open the **Additional** tab to set user permissions 5. Click **Send Invite** or **Send and Invite New** *** ### Invite User Modal - Basic Tab

Field Name	Required	Description
Email	✅	Email used for login
First Name	✅	User's first name
Last Name	✅	User's last name
Role	✅	Select between User and Admin
Department	✅	Assign department such as Dispatch or Safety
Office	✅	Office location selected from company offices
Phone	✅	Office phone number
Personal Phone	Optional	User's mobile number
Personal Email	Optional	Alternate contact email
Address	Optional	Full mailing address
Unit #	Optional	Unit or apartment number
Note	Optional	Internal note or comment

*Figure: Invite User modal (Basic tab).*

*** #### Department Input Rules **Image Placeholder:**\ \ \&#xNAN;*Figure: List of available departments.* Departments available for selection: * Accounting * Co-Owner * Dispatch * Manager * Recruiting * Repair * Safety * Other *** #### Office Field Behavior The **Office** dropdown in the modal pulls from the list of offices created via the Company Location → Office page. If no offices are available, users must first add them there. This field is required for each user and connects them to a physical or organizational location. *** ### Payroll Section This section appears in the **Basic** tab of the Invite User modal when the **"Include in Payroll"** checkbox is selected. It allows assigning pay structure, type, and banking details required for processing company payroll. All fields listed below are required if payroll is enabled. If payroll is not enabled, this section remains hidden. **Image Placeholder:**\ \ \&#xNAN;*Figure: Invite User modal with payroll section enabled and fields visible.* *** #### Payroll Section

Field	Required	Description
Include in Payroll	Optional	Toggles whether this user is included in payroll management.
Payment Type	✅	Selects how the user is paid. Options depend on department.
Start Date	✅	The date when payroll starts for this user.
Tax Type	✅	Select either 1099 or W-2 depending on user contract.
Salary	✅	Used for flat salary. Required when selected as pay type.
Base	✅	Base amount for mixed pay types (e.g., Base + Load %).
Commission	✅	Percent used for Load %, Revenue %, or mixed types.
Bank Name	✅	Selectable list of banks.
Routing	✅	Bank routing number. Must be valid 9-digit number.
Account	✅	Bank account number for payroll deposits.

*** #### Pay Type Rules by Department * **Dispatch** * Allowed pay types: * Salary * Load % * Base + Load % * **Manager** * Allowed pay types: * Salary * Revenue % * Base + Revenue % * **Accounting, Recruiting, Repair, Safety, Other** * Allowed pay type: * Salary only * **Company Owner / Co-Owner** * Not included in payroll. These roles do not support payroll setup in this modal. *** `![UserModalAdditionalTab](../assets/user-modal-additional-tab.png)`\ \&#xNAN;*Figure: Additional tab for creating or editing a company user, including role-based permissions and tools access.* ## Invite User Modal – Additional Tab (Permissions) ### Permissions Overview The Additional tab defines what parts of the system the invited user can access and in what capacity. This includes permissions to **view**, **add**, **edit**, and **delete** items across all major modules. Permissions are set dynamically based on the **Department** selected in the Basic tab. Admins and Owners can override these permissions. ### Interaction Types * **View (👁️)** – Allows read-only access * **Add (➕)** – Allows creation of new records * **Edit (✏️)** – Allows modifying existing records * **Delete (🗑️)** – Allows deletion * **Multi-Select (Top Buttons)** – Enables or disables one action across all modules at once **Image Placeholder:**\ \ `![PermissionSelectors](../assets/user-permissions-selectors.png)`\ \&#xNAN;*Figure: User permission types – view, add, edit, delete, and toggle logic.* *** ### Role/Department-Specific Logic

Role/Department	Permissions & Logic
Driver / Applicant	Cannot access this modal. Role is managed separately in Driver Management.
Accounting	Full access to: IFTA, Ledger, Tax, Payroll (Driver/Owner), Factoring
Dispatch	Full access to: Boards, Load, History, Drivers, Customers
Repair	Access to: Repair Shops, Parts, Work Orders, Maintenance
Safety	Access to: Accidents, Inspections, Logs, Tests, Insurance
Recruiting	Access to: Driver Applicants, Active/Inactive drivers
Manager / Co-Owner	Full permissions across all modules; can edit roles and access
Owner / Admin	Superuser: Can configure all users and override any module access
Other	Custom-defined access per tool, with default to limited view-only

*** ### Role/Department-Specific Logic

Role/Department	Permissions & Logic
Driver / Applicant	Cannot access this modal. Role is managed separately in Driver Management.
Accounting	Full access to: IFTA, Ledger, Tax, Payroll (Driver/Owner), Factoring
Dispatch	Full access to: Boards, Load, History, Drivers, Customers
Repair	Access to: Repair Shops, Parts, Work Orders, Maintenance
Safety	Access to: Accidents, Inspections, Logs, Tests, Insurance
Recruiting	Access to: Driver Applicants, Active/Inactive drivers
Manager / Co-Owner	Full permissions across all modules; can edit roles and access
Owner / Admin	Superuser: Can configure all users and override any module access
Other	Custom-defined access per tool, with default to limited view-only

*** ### Default Module Permissions (Per Department)

Department	Default Modules Enabled
Accounting	IFTA, Tax, Ledger, Payroll, Factoring, Report
Dispatch	Boards, Load (All states), Drivers, Customers, History
Repair	Repair Shop, Truck/Trailer Equipment, Parts
Safety	Accident, Inspection, MVR, Insurance Logs
Recruiting	Drivers, Applicants, Driver Tools
Manager / Admin	All modules enabled
Other	Minimal – must manually assign per tool

*** ### Permission Customization `![PermissionOverrides](../assets/user-modal-additional-multiselect.png)`\ \&#xNAN;*Figure: Permissions can be toggled individually or in bulk using multi-select buttons.* * **One-by-One Select:** Hover each icon to toggle per module. * **Multi-Select Row Buttons:** Activate or deactivate add/edit/delete/view across all modules. * Disabled states (grayed out) indicate a dependency (e.g., cannot edit unless view is enabled). *** ### Edit User **Image Placeholder:**\ `![EditCompanyUserModal](../assets/company-user-edit-modal.png)`\ \&#xNAN;*Figure: Edit modal for active and invited users.* When editing a user: * You can update contact or payroll info * Reset password or resend invite * Deactivate users For **Company Owner**, department, name, and email fields are locked. *** ### Master User Restrictions **Image Placeholder:**\ `![MasterUserRules](../assets/company-user-master-modal.png)`\ \&#xNAN;*Figure: Edit modal for master user.* The Company Owner (master user): * Cannot change first name, last name, department, or email * Can update payroll info and phone extension * Always has access to all permissions *** `![UserOptionsLogic](../assets/user-options-list.png)`\ \&#xNAN;*Figure: Available user options shown in the dropdown menu based on status.* ### User Option Logic #### Invitation Handling * **New User Invitation:**\ When a company user is created, they are automatically marked as *Invited*, and an invitation email is sent immediately. They appear in the **Active** tab with a status of *Invited*. This status is valid for **7 days**. * **Invitation Expiration:**\ If the invited user does not accept the invitation within 7 days, their status changes to **Expired Invitation** automatically. * **Resending Invitations:**\ Users with *Invited* or *Expired Invitation* status can have their invitation resent. After clicking “Resend Invitation,” the system disables the resend button for **24 hours** and displays a **green checkmark** with the label *Invitation Sent*. *** #### Password Reset Rules * **Active Users Only:**\ The *Reset Password* option is only available for users with **Active** status. Once used, the system sends a reset link valid for **24 hours**. * **Unavailable for Inactive/Invited Users:**\ Users who are *Invited*, *Expired Invitation*, or *Inactive* cannot receive password reset emails. The *Reset Password* option remains disabled. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://rute.gitbook.io/carrier/company/company-user.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.