Managing users and roles

This section describes how the administrator and the head create employee accounts, assign roles to them, disable accounts, and how exactly roles determine access to the system's features. It also covers the principles of data isolation between companies (multi-tenancy).

Who this guide is for

The guide covers all roles except the "superuser" (that is a platform employee — the service administrator). Wherever a feature is available only to them, it is marked "available to the platform administrator".

Roles in the system

LogiFlow has exactly six roles. Every account has one role:

Role code	Name in the interface	Who this is
superuser	Superuser	A platform employee (outside your company). Full access to all companies.
admin	Administrator	The head/owner of your logistics company. Full access within their own company.
boss	Head	The head of a division. Almost all of the administrator's permissions, except creating users and changing roles.
manager	Manager	A manager who works with clients and cargo. Handles requests, shipments and finances.
warehouse	Warehouse worker	A warehouse employee. Records the actual dates of cargo receipt and release.
client	Client	The customer. Sees only their own requests and shipments (read-only).

Roles are hierarchical

A senior role includes the permissions of the junior ones. The order of seniority is: superuser → administrator → head → manager → warehouse worker → client. For instance, everything available to a manager is also available to a head and to an administrator.

Where users are created

The Users section is built as a page with three tabs: Users (company employees), Clients and Counterparties. All three are covered below. The section itself is available to the administrator, the head and the manager (a manager mostly works with clients); it is not shown to the warehouse worker or to the client.

A client and a counterparty are different things

• A client is a full account with the client role: they can log into the system and see their own requests/shipments.
• A counterparty is an external organisation or person without an account and without access to the system. It is used in financial operations and in logistics as a party to a deal. A counterparty has no login and no password.

A counterparty can be turned into a client if needed (by creating an account for them).

Creating a user

1. Open the Users section and make sure the Users tab is selected.
2. Click "Add user".
3. Fill in:
   • First name and Last name.
   • Email — the address the "Set password" link and notifications will be sent to (the login is created automatically, see below).
   • Phone — optional, for contact and notifications.
   • User role — one of the six (see the table above). See also Login and roles.
4. Click Create.

Every active staff member takes a seat on the plan; clients do not. If there are no free seats: on a scalable plan a window with the surcharge for the seat opens (the administrator or the head can pay it), on other plans the message "User limit exceeded…" appears, and the staff member can be added after changing the plan. Details — in Billing.

How onboarding works (important)

LogiFlow does not ask for a password when a user is created. Instead:

1. The system creates the login itself and sends an email with the login and a "Set password" button («Задать пароль») to the address given. There is no password in the email — the employee sets it themselves.
2. The link is valid for 7 days and works only once. If it has expired, the employee clicks "Forgot password?" on the login page, or you send the link again (see Passwords).
3. On the first login the user confirms their email with a one-time code (OTP) that arrives by email. The code is valid for a limited time, and the number of entry attempts is limited.

Assign the minimum role needed

Do not give everyone the administrator role "just in case". It is insecure, and the interface gets cluttered with features they do not need. A manager only needs the "Manager" role, a warehouse employee the "Warehouse worker" one.

Who can create whom

Users can be created by more than just administrators. The following matrix applies:

Who creates	Whom they can create
Administrator (admin)	Any roles: head, manager, warehouse worker, client
Head (boss)	Manager, warehouse worker, client
Manager (manager)	Clients only
Warehouse worker, client	Nobody

Changing a role — administrator only

Only an administrator can change the role of an existing user. A head can create clients and junior employees, but cannot reassign roles.

Changing a role

Double-click a user → change the "Role" field → save. The new permissions apply to the user's subsequent requests (in practice — after the session/token is refreshed; ask the user to log in again if necessary).

Disabling a user (deactivation)

If an employee has left or is temporarily not working — do not delete the account. Deletion will break the links in historical data and in the activity log. Instead:

1. Right-click the employee's row → "Deactivate" («Деактивировать»).
2. Confirm.

A deactivated user cannot log into the system, but all of their past actions and the records they created remain linked to their account.

Deleting an employee is restricted

Deleting an account outright is possible, but the system will block it if the employee is linked to data — for example, if they are named as the manager/client on requests, take part in financial operations, have a non-zero balance, or created shipments. The last administrator of a company cannot be deleted either. The standard path for a departing employee is deactivation, not deletion.

Passwords

Only the account owner knows the password. The administrator neither sets nor sees anyone else's password: the edit window of an employee or a client has no "Password" field.

• New account — the person sets the password themselves using the link from the email (see "Onboarding" above).
• Forgotten password — the person recovers it themselves via "Forgot password?", provided the account has an email address and is not disabled. A client can do the same, even if no email was sent to them at creation.
• A new link is needed — right-click the row → "Send login link" («Отправить ссылку для входа»); the same button is in the edit window. An email with a "Set password" link valid for 7 days will be sent.
• The account may have been compromised — in the same "Send login link" window, tick "Reset the current password" («Сбросить текущий пароль») and click "Reset and send" («Сбросить и отправить»). The old password stops working immediately and open sessions are closed. The person receives a "Password reset" email («Пароль сброшен») with a link to set a new one. There is no need to disable the account.

Without the checkbox the link does not reset the password

The old password keeps working until the person sets a new one. If someone else may have learned the password, tick "Reset the current password".

Before resetting, check the email address in the card: the email goes to that address. If the address is wrong, correct it and save first.

"Deactivate" («Деактивировать») — for an employee and for a client alike — closes access but does not reset the password: after "Activate" («Активировать») the old password works again. A link cannot be sent to a disabled account.

The checkbox is available to whoever can send the link. It is not shown for your own account — change your own password in the "Profile" window («Профиль»).

If the email or login has been changed in the edit window, the button is unavailable with the hint "Save the changes first" («Сначала сохраните изменения») — otherwise the email would go to the old address.

Clients

A client is a customer with their own account: they log into their personal cabinet with a login and password and see only those records where they are named as the client (their own requests, shipments, operations). Clients are maintained on the Clients tab.

Creating a client

Available to: administrator, head, manager. Click "Add client" and fill in:

• Email — the address the "Set password" link and notifications will be sent to.
• First name and Last name.
• Phone — optional.
• Responsible manager — the employee assigned to this client (you may choose "No manager"); see below.

The login is created automatically, and the client receives an email with the login and a "Set password" link — just as employees do.

If the client is created from another form — for example, from a request, a shipment or a financial operation — that form has the "Send login link by e-mail" checkbox («Отправить ссылку для входа на e-mail»). Without it no email is sent; you can send the link later from the client card.

Actions on a client

Right-clicking a row opens the menu:

• View — the client card.
• Edit — a window with two tabs: General information and Details (see Details).
• Send login link («Отправить ссылку для входа») — an email with a "Set password" link (if the email did not arrive, the link has expired or the client has forgotten the password). The password is reset only if you tick "Reset the current password" — see Passwords.
• Deactivate («Деактивировать») — the client loses access immediately, and the open session is closed. A disabled client has "Activate" («Активировать») instead: the client can log in again with their own password. The item is available to the administrator and the head, not to the manager.
• Delete.

The client card (View) has a "Client access" block («Доступы клиента») that shows whether the email went out: "Sent: date" («Отправлены: дата») or "Access not sent" («Доступы не отправлены»). The "Send login link" button is there too.

On the General information tab you can edit: Email, Login, First name, Last name, Phone, Responsible manager. There is no "Password" field — the "Send login link" button is there instead. The "Tell the client the new login by e-mail" checkbox («Сообщить клиенту новый логин на e-mail») is ticked automatically when the login changes; the email is sent only if the login has actually changed.

Counterparties

A counterparty is an external organisation or person taking part in your deals (a carrier, a service provider and so on), without a personal cabinet and without access to the system. In finances and logistics a counterparty is used in the same way as a client (as a party to settlements). Counterparties are maintained on the Counterparties tab.

Creating a counterparty

Click "Add counterparty" and fill in:

• Name — required.
• Email, Phone, Address — optional.
• Contact person — optional.
• TIN — optional.

Actions on a counterparty

Right-clicking a row:

• View / Edit (the General information and Details tabs) / Delete.
• Convert to client — create a full client account for the counterparty (an email will be required — the "Set password" link will be sent to it). Handy when an external counterparty becomes a customer with cabinet access.

Converting to a client

An administrator or superuser selects Convert to client, checks the preview, enters an email and optionally assigns a responsible manager. The email must not belong to another user in this company; the check ignores letter case.

The new client receives the legal and bank details, legal form, passport and non-resident identity, contract, financial documents and balances in all currencies. Posted documents are not posted again.

If the counterparty is used in shipments, drivers, vehicles or EDI, its card remains and is marked Linked client. Existing shipment parties and signed documents stay unchanged. The linked card cannot be converted again or deleted. Without logistics links, the original card is deleted after transfer.

Details are copied once; subsequent edits in the two cards are independent. Select the client for new documents that should contribute to its balance. Selecting the retained external counterparty creates separate settlements with that party.

The result shows the client's login, the line "Login link sent to …" and Go to Clients. There is no password in the window — the client sets it themselves. If the email did not go out or the counterparty was disabled ("The client is disabled — send the login link from the client card once it is enabled."), send the link from the client card; enable a disabled client first with "Activate" («Активировать») in the row menu. The client must personally accept the mandatory consent before signing in; the administrator cannot accept it on their behalf.

Deleting a client or a counterparty is restricted

A client or counterparty that already has financial operations or a non-zero balance (and for a client — requests/shipments as well) cannot be deleted by the system: this protects you from losing linked data. If the party is no longer used, leave it in the reference book (marking it inactive if necessary) instead of deleting it. Deletion is irreversible.

Details of clients and counterparties

Both a client and a counterparty have a Details tab in the edit window — the party's legal data: legal form, organisation name, TIN, KPP, OGRN, general director, chief accountant, legal and actual addresses, bank details (settlement account, BIC, bank name, correspondent account).

Details are substituted into print forms

These details are used when printing documents, as the data of the counterparty/client. Your side's details are taken from the document's account/cash desk (see Accounts and balances). Fill them in beforehand so that bills and acts print correctly. For details, see Print templates.

The responsible manager for a client

In the client card (the Clients tab) you can specify a Responsible manager — the employee assigned to this client. This field is used by notification routing: by default, events concerning the client go to their responsible manager. Invoice and payment notifications reach the manager only for request invoices, and negative client balance ones not at all: the Finances section is closed to managers.

Automatic assignment

If a client has no responsible manager set, the system may automatically assign the company's administrator/head to them. To make sure events go to the right manager, assign one manually.

The activity log

A separate menu item, "Activity log", shows who did what in the system:

• creation/modification/deletion of records (action type: Creation, Modification, Deletion);
• changes of request and shipment statuses;
• posting and unposting of financial operations (Posting, Unposting);
• uploading and deletion of files;
• notifications sent by the system.

For every entry you can see: the time, the user, the action and a description of the object; in the details — which fields changed. Log entries cannot be edited.

Changes made by LogiFlow support are marked "Platform staff" next to the name. If platform staff disabled or enabled an account, the entry details may show a "Reason".

Log tools

• Filters — selection by user, action type, category, period.
• Search — by the text of an entry.
• Export — downloading the log.
• Columns and Density — configuring how the table is displayed.
• Grouping — related operations are combined into a single group operation. For example, allocating a payment is shown as the operation "Linking documents (payment #… - bill #…)", inside which are the "Document balance" changes for both documents. Clicking such an entry opens the "Group operation details" window with the list of related operations.

Who can see the log

The "Activity log" menu item is available to the administrator (and to the platform administrator) — they see the full log of their own company. A head does not see this menu item (although the log data is available to them through the API). Managers, warehouse workers and clients do not see the log. Entries are always limited to the user's own company.

The administration permission matrix

A summary of who can configure what. "Yes" = available, "—" = unavailable.

Action	Administrator	Head	Manager	Warehouse worker	Client
See all of the company's requests/shipments/finances	Yes	Yes	Requests/shipments	Limited	Their own only
Create/edit/delete requests and shipments	Yes	Yes	Yes	Statuses/dates/files	Their own (in the "new" status)
Post/unpost financial operations	Yes	Yes	Technically yes*	—	—
Create clients	Yes	Yes	Yes	—	—
Create managers/warehouse workers	Yes	Yes	—	—	—
Create heads (boss)	Yes	—	—	—	—
Change user roles	Yes	—	—	—	—
See the activity log (whole company)	Yes (menu item)	Data — yes, no menu item	—	—	—
Configure custom fields	Yes	Yes	—	—	—
Configure print templates (company)	Yes	Yes	—	—	—
Configure request/shipment statuses	Yes	Yes	—	—	—
Configure items, accounts, currencies	Yes	Yes	—	—	—
Configure shipment types, vehicles, drivers, addresses	Yes	Yes	—	—	—
Configure notification routing by role	Yes	Yes	—	—	—
Edit notification email templates	Available to the platform administrator	—	—	—	—
Global print templates (for all companies)	Available to the platform administrator	—	—	—	—
Switching between companies	Available to the platform administrator	—	—	—	—

* In terms of the code, posting and unposting financial operations is available to "manager and above", but the Finances section is hidden from the manager in the interface — in practice finances are handled by the administrator and the head.

Administrator and head are almost equal

Under the role hierarchy a senior role includes the permissions of the junior ones, so the administrator and the head work in full with requests, shipments and finances (including postings), rather than merely viewing them. The real differences between a head and an administrator amount only to creating heads/administrators, changing roles and a few fine settings. A detailed comparison matrix is in the Where to start (roles and permissions) section.

The "settings vs work" split

Most settings (reference books, templates, custom fields, statuses) are available to the administrator and the head. Managers, warehouse workers and clients make use of the results of those settings but do not change them themselves. Some of the finer settings (notification email templates, global print templates, multi-company) belong to the platform administrator only.

Multi-tenancy: data isolation between companies

LogiFlow is a multi-tenant system. This means:

• Every user belongs to one company.
• A user sees and changes the data of their own company only. Access to another company's data is impossible.
• All reference books (items, currencies, accounts, statuses, types, custom fields, templates) are tied to a company as well: your settings are not visible to and do not affect other companies.

Switching between companies

The company switcher is available only to the platform administrator (the superuser) — for support and maintenance. An ordinary company administrator or head works strictly within their own company and does not see the switcher.

What's next

• Reference books and settings — what else an administrator configures.
• Custom fields — adding your own fields to entities.
• Notification settings — who receives which notifications.
• Print templates — generating documents.