Employee accounts

Updated 1 week ago by Małgorzata

Who can use this feature?

This feature is available to all users of the Trans.eu Platform and CargoON.

From this article, you will learn:

  • how to add an employee account
  • what roles and access rights are available in a Platform account and what a technical account is
  • how to manage access to exchanges and fees for additional active seats
  • how to change settings on an employee account
  • how to activate or delete an account

Adding an employee account in the My company tab

Only an authorized user or administrator can add new employees and manage their accounts. Click here to learn more about roles and access rights in the company.
  1. Open the My company module, go to the Employees tab and click the Add employee button.

  1. Fill in the Employee details:
  • Enter the first name, last name and email address.
Use an email address that has never been registered on the Platform before.
  • Select a position, e.g. driver. Selecting this function makes it possible to use the Loads4DRIVER mobile application.
Adding a position will help your contractors identify the right person to contact for specific needs.

  1. Click the Next button to go to the next step.
Every employee using the Platform should have their own account.

Adding an employee account via the Trans.eu website

Plan: All Permissions: Unregistered user
An account added this way requires activation by an authorized user.
  1. On the Trans.eu website, go to the menu and select the "Register" option.
  1. Then click: 'Join your company"
  1. Enter the company’s tax identification number to identify the company you work for, and then complete the employee details.
Use an email address that has never been registered on the Platform before.
  1. Complete the details, then click Next.
  1. Accept the statement concerning personal data.
  • An email with first login instructions for the Trans.eu Platform will be sent to the email address provided during employee registration.
  • An email requesting activation of the new account will be sent to the email address of the person managing the company account.
  • Once the authorized user activates the account, it can be used.
By default, the new employee’s role is Basic user, their access is set to Full access, and the account is set as visible to other users. If you want to learn how to change an employee’s roles and access rights, click here.

Automatic user account addition in the context of Private Exchanges

In selected cases of invitations to a Private Exchange, it is possible to automatically add a user account to an existing company without administrator confirmation.

This process applies only when a new user account is created as part of an invitation to a Private Exchange.

A user from an authorized company that exists in the system and has access to the exchange will receive an account without exchange access, and the company administrator will be notified.

Roles and access rights

You can skip this step when creating the account and return to it later, after the account has been created, using the Manage employee option in the My company module.

Decide what permissions the employee should have:

  1. Select the Administrative role to decide on access to company and employee management options. You can choose from:
  • Administrator: viewing and managing the employee list, company details, documents and product plan.
  • Basic user: viewing the employee list only. This option is selected by default.
  • No access: no access to the employee list or other company data.

  1. Select the Operational role to define the user’s access to Platform functionalities. Depending on the product line, you may see a different list of available options, which will be expanded.

Available operational roles:

  • Full access - the user has access to all functionalities in the products they have.
  • Freight management - the user has full access to freight operations, can handle orders and manage the company’s contractor base and fleet.
  • Order management - the user has full access to order and freight operations, can use monitoring tasks and manage the company’s contractor base.
  • Driver - the user has access only to the Loads4DRIVER mobile application.
  • Technical account (free) - the user can issue ratings, manage the fleet and use monitoring tasks. They have access to settlements with contractors, factoring, debt collection and financing. This user’s account is not included in fees for additional active seats. A technical account is available only to a user with the Administrator role.
  • No access - the user has no access to the Platform’s operational functions.
Click to expand the list of operational roles for Dock Scheduler:

Dock Scheduler Manager - full support for managing the company, warehouses and their schedules, managing the booking process from the shipper’s perspective, and the ability to book slots as a carrier with other shippers using the Dock Scheduler product.

Warehouse manager - creates and manages warehouse work schedules. Has permissions to assign time slots and manage bookings created by carriers.

Warehouse worker - views loading schedules, confirms the start and end of operations.

Security guard - views the booking list, confirms that the data matches the booking, marks arrival and departure from the operation site.

Booking user - can book slots with shippers using the Dock Scheduler product and manage their bookings as a carrier.

  1. Select what permissions the user should have within the selected role.

The following permissions are available within individual operational roles:

  • Ordering Platform products - the user can order products available on the Trans.eu Platform.
  • Viewing financial data - the user has access to invoices issued by Trans.eu, billing and fees for additional active seats, and details of the purchased subscription.
  • Suspending cooperation with contractors - the user can suspend and resume cooperation with other companies in the Contractors module.
  • Taking over colleagues’ negotiations - the user can take over negotiations of freights published by other users from their company.
  • Managing the private exchange - the user can manage members of their company’s private exchange and send invitations to the private exchange.
  • No access to offers from the Trans.eu exchange - the user does not have access to offers from the Trans.eu exchange, but has access to other offers. No fee for additional active seats related to the company having a public exchange is charged for this user’s activity.
  • Access only to direct offers - the user has access only to direct offers. They do not have access to exchange or group offers. No fee for additional active seats is charged for this user’s activity.
When you hover the mouse cursor over a selected permission, a window with a short explanation will appear.

  1. Select the Account type:
  • Visible: users from other companies will be able to find this employee’s profile, e.g. in Messenger or in information about your company. Personal and contact details will be visible.
  • Hidden: all data of this employee will be hidden and will not be visible to other Platform users when searching in Messenger.

  1. Click the Next button.
  2. Fill in Additional details (optional):
  • Driver details and driver’s licence, if the previously selected position is driver.
  • Personal data.
  • Skills.
You can skip this step and return to it later, after the account has been created, using the Manage employee option in the My company module.

  1. Click Save to finish the process of adding a new employee.
  2. You will see the newly added employee row at the top of the list and a message confirming that the user has been added correctly.

Managing access to exchanges and fees for additional active seats

The administrator can manage employee access to exchange offers in the My company module.

To change permissions, go to: avatar > My company > Employees > Manage employee > Account settings > Operational role.

No access to offers from the Trans.eu exchange

This permission blocks the user’s access to offers from the public Trans.eu exchange. This means that the user cannot see offers from the public exchange and cannot negotiate or publish them.

A user with this permission may have access to other types of offers, e.g. private exchanges, direct offers and fixed routes, depending on account settings.

Access only to direct offers

This permission limits the user to direct offers. The user then has no access to exchange or group offers.

Both functions can be set by a person with the administrator role in the My company section.

How are fees for additional active seats charged?

As part of the subscription, you receive two accounts for which no login fees are charged. In practice, these are not permanently assigned accounts, but the first two accounts where a login is recorded in a given month.

An additional fee is charged for the third and each subsequent Derived User account (User TransID) that was logged in during a given billing period.

The fee amount is in line with the current price list available at: https://www.trans.eu/pl/cennik/.

You can verify logins on an ongoing basis in the Settlements and invoices → Seat fee tab.

If the person whose account was deleted managed to log in to their account in a given billing month, the system will include this in the settlement.
No fee for additional active seats will be charged if the user has the appropriate access restriction enabled for the entire billing month.

Changing the company account administrator

Only a user with the Administrator role can assign and remove roles. There can be more than one such person on a company account. If you want to change the company account administrator:

  1. Open the My company module, Employees tab.
  2. Click the three-dot symbol next to the selected employee and select: Manage employee.

  1. Select the Account settings tab, then select the Administrative role for the given person:
  • Administrator, if you want to give the employee a role that manages the company and its employees.
  • Basic user, if you want to keep the user’s ability to view the employee list.
  • No access, if you want to remove all employee permissions to manage your company data.
  1. Click Save.

Changing details on an employee account

Details can be changed by an employee with the administrator role.
  1. Open the My company module, Employees tab.
  2. Click the three-dot symbol next to the selected employee and select: Manage employee.

You will see an employee management window with three tabs:

User details:

  • Personal details: here you can change phone numbers, date of birth and form of address.
  • Professional details: define the position, department, responsibility and foreign languages.

Account settings: here you can define roles, access rights and permissions, described here.

Driver details: this tab is visible for employees with the driver position. Here you can enter driver details and licences.

Free technical account

It can be created both for a new employee and assigned to an existing employee. Remember that a technical account:

  • remains hidden, which means that the employee will not be visible to other Platform users when searching in Messenger,
  • does not have access to the Exchange, Freights, Orders or Messenger,
  • no fees for additional active seats are charged for activity on this account.

Technical account for a new employee - to create one, follow the employee adding path described here.

Changing access rights and permissions on an existing employee account can be done by a user with Administrator permissions.

  1. Open the My company module, Employees tab.
  2. Click the three-dot symbol next to the selected employee and select: Manage employee.

  1. You will see the employee management window. Go to the Account settings tab.
  2. Then assign the Administrator role.
  3. In the Operational role section, select: Technical account (free) and click Save.

The technical account (free) has been assigned to the selected employee.

Authorized user

When viewing the employee list in the My company module, you may see a shield icon next to one of them, and after hovering over it, the text: Authorized user.

An authorized user is a person who has extended permissions to represent the company in its relationship with Trans.eu and to perform actions that require a higher level of permissions on the company account.

This does not have to be the person who registered the company on the Platform. The permission can also be assigned to another user, in accordance with the rules applicable to the company account.

Account activation

An account can be activated by an employee with the administrator role.

Go to the My company module, Employees tab. Next to the employee whose account you want to activate, click the Activate button and confirm the account activation.

Deleting an account

An account can be deleted by an employee with the administrator role.

To delete an employee account:

  1. Go to the My company module, Employees tab and click the row with the first and last name of the selected person.
  2. You will see a details window. Click More, then Delete employee account.
  1. Confirm your decision by clicking Delete employee account.

Deleting your own account

If you want to remove your account from the company profile because you are no longer an employee, send a request and attach confirmation of termination of employment to info@trans.eu.

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