Invite Your Team and Set Roles in TruckTA

You’ve set up TruckTA. Now your office staff need their own logins, and you need to decide what they can see and change. The invitation gets each person into your company with a chosen role; the permissions for that role control their access. This guide follows the video “Invite your team and set roles in TruckTA”, from opening Users to saving role permissions.

Open Users

Open Settings from the sidebar. In the settings menu, find People and access, then select Users. This is where you can see your company’s logins before inviting another person or managing someone who already has access.

Every company login appears here once. Alongside each login, TruckTA shows its account type and what it can open: staff access, the Driver App, or the Owner Portal. Those details let you see both the account type and the access associated with a login, rather than working from a name alone.

Start here when your question is about a particular person’s login. Later in the walkthrough, you’ll return to Users to edit an account type, send a password reset link, or suspend access. For now, you’re ready to invite your office staff.

Invite a team member

Select Invite staff. Enter the person’s name and email, then choose their role. The video gives Dispatcher, Accountant, and Manager as examples. If you’re inviting a dispatcher, choose Dispatcher on the form; when that person accepts, they’ll join your company with the role you selected.

Keep the office-staff invitation separate from the driver invitation. Invite staff is for office staff. Drivers are invited through Invite driver instead, so their login connects to their driver record. The Users area shows different kinds of access, but that doesn’t make the staff invitation the route for every person in your operation.

You can add a short message to the staff invitation if you want. The message is optional. Once you’ve entered the name and email and chosen the role, select Send invitation.

TruckTA emails the person a secure invitation. It also gives you a personal invitation link that you can share only with that person. If you share the link yourself, keep it specific to the intended recipient. Sending the invitation starts the process; the recipient still needs to open the link and create a password before joining your company.

Follow the invitation

Open the Invitations tab to follow what happens after you send the invite. While it’s waiting for acceptance, the invitation appears under Pending. You can see the chosen role, the date it was sent, and the date it expires.

Invitations expire after seven days. The expiration date is shown with the pending invitation, so you can refer to that entry when following up with the person. A sent invitation and an accepted invitation are different stages: the recipient joins your company once they open the link and create a password.

If the person can’t find the email, select Resend. This creates a new invitation link. Use that action for a missing invitation email rather than the password reset action covered later, which is available when you’re managing a person’s login.

If you need to take an invitation back, select Cancel. Its link stops working immediately. Resend and Cancel serve different purposes: Resend creates a new link for the invitation, while Cancel stops the invitation link from working.

Accepted, expired, and canceled invitations remain in Invitation History. That gives you a place to look for invitations that are no longer pending. Use Pending to follow an invitation awaiting acceptance and Invitation History to find one that has been accepted, expired, or canceled.

Manage a login

Go back to the Users tab and select Edit next to the person you want to manage. Here, you can change their account type or send them a password reset link. These are login-management actions for the selected person, rather than changes to the permissions shared by a role.

For a password reset, use the option to send a reset link from this edit view. For an account-type change, use the account-type control here. The distinction matters when you’re deciding whether you need to manage an individual login or adjust what everyone with a particular role can do.

If someone leaves your company, select Suspend login. Suspension blocks their access to every workspace immediately. Its scope is broader than switching off an individual role permission: you’re blocking that login’s workspace access. You can reactivate the login later, so suspension does not have to be permanent.

Set what each role can do

To control access by role, open Roles and Permissions, directly below Users in the settings menu. Each role starts with default permissions, and the Owner always has full access. This is where you move from managing a particular person’s login to setting permissions that apply to everyone assigned a role.

Open a role, such as Dispatcher. You’ll see every permission grouped by area, from company and drivers to loads and finance. Use those groups to review what the role can see and change instead of assuming its name tells you every permission it has.

The video shows a useful distinction within the Dispatcher role: dispatchers can view the company profile, but Edit company profile is switched off. Viewing information and changing it are separate permissions in that example. Being able to open the company profile doesn’t mean the displayed role can edit it.

Switch a permission on or off, then select Save permissions. The saved change applies to everyone with that role, not just the person whose access prompted you to open settings.

Use TruckTA to organize your team’s access as part of your office workflow. Start with Invite staff for your next office team member, follow their invitation, then review the chosen role’s permissions so you know what everyone assigned that role can see and change.