Skip to content
Manage access · Change password · Log out

Users & portal access

Two separate screens manage who can log in: Users creates staff accounts (your own employees), and Portal Users invites external contacts — customers and shipping lines — to the self-service portal. Neither supports self-registration; every account is created or invited by an admin.

Before you start

  • For staff Users: nothing — this can be done anytime, though it's typically left until the depot's core configuration is in place.
  • For Portal Users: SMTP must be configured and working (Settings → Communications → SMTP), since invitations are delivered by email — without it, an invite record is created but the contact never receives it. The target Customer or Shipping Line must also already exist, since you select it rather than create it from the invite dialog.

Walkthrough

Staff Users (Settings → System → Users)

Click Add User:

  • Full Name (required)
  • Email (required)
  • Password (required)
  • Role (required) — one of Admin, Manager, Gate Operator, Yard Operator, Billing, or Viewer. See Logging in & roles for what each role can see and do.

The list shows Name, Email, Role (as a colored badge), and Active/Inactive status, paginated. Existing users can be Edited (name, role, active status) or have their password reset via the Pwd action — both open a side drawer.

Portal Users (Settings → System → Portal Users)

This screen manages external accounts for the Customer/Shipping Line self-service portal. Two depot-wide settings sit above the table:

  • Seat limit per organisation — maximum portal users allowed per Customer or Shipping Line org (default 10)
  • Shipping lines can see which customer moved their unit — a toggle controlling whether the Shipping Line portal scope can see the customer name behind a container movement

Click Invite Portal Contact to open the invite dialog:

  • Scope (required) — Customer or Shipping Line. This choice is fixed at invite time and cannot be changed later — inviting the same person to both scopes requires two separate invitations.
  • Customer or Shipping Line (required) — a searchable select of existing orgs, matching whichever Scope was chosen
  • Full Name (required)
  • Email (required)
  • Phone (optional)
  • Portal Role — Member, or Admin — may invite colleagues within their own org

Click Send Invitation. The contact appears in the list with status:

  • Invited — invitation sent, not yet activated
  • Active — the contact has completed setup and can log in
  • Suspended — access has been revoked without deleting the account

Row actions include Resend invitation (while still Invited), Suspend / Reactivate (toggle access without deleting), and Remove (permanently deletes portal access, with confirmation). The list can be filtered by scope (All / Customers / Shipping Lines).

Who can access this

Admin and Manager — Settings is gated to these two roles (see Logging in & roles). This applies to both the staff Users screen and the Portal Users screen — neither is visible to any other role.