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Logging in & roles

DepoViz has two separate front doors. Staff (your depot's own employees — gate clerks, yard supervisors, billing team, admins) log into the main application at the depot's staff URL, using an account created under Settings → Users. Customers and shipping lines log into a separate self-service Portal, using an account that must be invited by an admin under Settings → Portal Users — there is no self-registration on either side. The two logins are entirely independent: a staff account never grants portal access, and a portal invite never grants staff access. If a person needs both (rare — e.g. a depot employee who is also testing the customer-facing view), they need two separate accounts with two separate emails.

Before you start

  • Nothing — this is the first thing every user encounters. If you're setting up the depot for the first time, see Overview & order of setup for what to configure once you're in.

Walkthrough

Staff login and the sidebar

Once logged in, staff see a left sidebar with these groups:

  • Dashboard — a single link, no sub-items.
  • Operations — Gate, Yard, Containers, Orders.
  • Commerce — Shipping Lines, Customers.
  • Inventory — parts/stock (a single link).
  • Finance — Billing, Reports.
  • Settings — a single link that opens the Settings sub-navigation (Organisation, Finance, Communications, Operations, Work Orders, Integrations, System — see Overview & order of setup).

Every sidebar group and every item inside it is shown or hidden based on what your role is allowed to see — a group with no visible items for your role is hidden entirely, not shown greyed-out.

Role visibility

DepoViz has six staff roles:

Role Dashboard Operations (Gate/Yard/Containers/Orders) Commerce (Shipping Lines/Customers) Inventory Finance (Billing/Reports) Settings
Admin Yes Full read/write Full read/write Yes Full read/write Full access
Manager Yes Full read/write Full read/write Yes Billing/reports read + invoice approve Read (operational settings)
Gate Operator Yes Gate/Yard/Containers read-write; no Orders No No No No
Yard Operator Yes Containers/Gate read, Yard read-write; no Orders No No No No
Billing Yes Containers read only Customers read + billing-write No Full — invoices, tariffs, payments, reports No
Viewer Yes Read-only: Containers, Gate, Yard, Orders Customers read only No Reports read only No

A few things worth calling out:

  • Admin is the only role with unrestricted access — it sees and can do everything, including every Settings page.
  • Manager can read Settings (operational settings like charge codes, email templates, alert rules), but the Settings section as a whole is only visible to Admin and Manager — Gate Operator, Yard Operator, Billing, and Viewer never see the Settings link at all.
  • Gate Operator and Yard Operator are both operational-floor roles: neither can see Commerce, Finance, or Settings, and neither can approve orders.
  • Billing is the inverse of the floor roles — full billing/invoicing/tariff/payments access, read-only on containers, and no gate or yard write access at all.

The search box in the top bar searches across the whole system and only ever returns four types of result: Containers, Customers, Gate Passes, and Shipping Lines. It does not search Orders, Invoices, Work Orders, or any Settings data — for those, use the relevant list page's own filters instead.

Portal login

Portal contacts sign in at a separate URL and see only their own organisation's data, scoped to either a Customer or a Shipping Line — never both, and the scope is fixed when the admin sends the invite (see Users & portal access). See Customer Portal and Shipping Line Portal for what each scope actually sees.

Who can access this

Every authenticated user sees the sidebar filtered to their own role — there is no separate "access roles page" permission; this page just documents what the product already enforces automatically in the interface (and independently enforces behind the scenes as the real authority).