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Where to start and who can do what (roles and permissions)

This page consists of two parts:

  1. First steps by role — what to do in the first 10-15 minutes after logging in.
  2. Permission matrix by role — a precise breakdown of "who sees and can do what" for each module.

LogiFlow has six roles: superuser (platform administrator), admin (company administrator), boss (head), manager (manager), warehouse (warehouse worker), client (client). The scenarios below cover admin, boss, manager, warehouse, and client. The superuser is a technical platform administration role; its scenarios are not covered here, but its exclusive capabilities are noted separately.

The core principle: multi-company isolation

Employees of one company see only their own company's data. A client sees only their own requests. Only the platform administrator (superuser) can switch between companies — ordinary roles are always "locked" inside their own company.

First steps by role​

Logistics manager​

Your main task is to collect client enquiries into requests and group them into shipments (transportation runs).

  1. Open the Requests section — see what the list looks like and which statuses are used in your company.
  2. Create a request: the Add request button. A 4-step wizard: Client (the only required field), the route (sender/recipient and addresses) and the carrier, the cargo (places, weight, volume, tariff), files. Details are in the Requests section. A request can be created before you know which shipment the cargo will travel in.
  3. Collect requests into a shipment. A shipment is a specific transportation run; several requests can be gathered into one shipment. Shipments are created and maintained in the Shipments section — a request does not create a shipment by itself. There are two ways to link a request to a shipment: directly in the request via the "Link to shipment" field, or in bulk — by ticking requests in the table and clicking "Change statuses and shipments". A request can stay without a shipment until the run is decided.
  4. If the transportation has several stages (several carriers, transloading, different modes of transport), study Multimodal transportation.
  5. Attach files (waybills, photos, specifications) to requests and shipments. See Files in logistics.
  6. Manage the statuses of requests and shipments as they move along — a request's status can be changed straight from the table or in bulk. See Statuses and their setup.
Tracking the bill for a request

In the requests table, the "Bill" column shows whether a bill has been issued for the request and whether it has been paid — a convenient way not to miss issuing a bill. Bill totals and debt are visible only to the Head and the Administrator, but the indicator itself is visible to the manager too. Details are in the Requests section.

Finances are unavailable to the manager

The manager does not see the Finances, Balance, and Analytics sections (the client, meanwhile, does see the Finances section — but only their own operations). Financial accounting (income from the client, expenses on the carrier, postings) is handled by the Administrator and the Head. If you need to record money for a transportation run, pass the data to the head or the administrator.

What matters to you is the big picture, control of key metrics, and finances.

  1. Go to the Dashboard — a summary of requests, shipments, finances, and debts.
  2. Open Finances → Operations — this is where incoming and outgoing operations are recorded. Get comfortable with postings: an operation affects the balance only after you click "Post". See What "post" means and Financial operations.
  3. Study the Balance — account balances and mutual settlements with counterparties. See Accounts.
  4. Open Analytics — detailed reports:
    • Profitability — how much the company earned on each shipment.
    • Carrier performance — who works fast and who misses deadlines.
    • Accounts receivable — how much is owed and by whom. See Receivables and aging.
    • Multimodal analytics — bottlenecks in transportation with several legs.
  5. Unfamiliar metrics are explained in the Analytics glossary: DSO, aging, unit economics.
  6. If necessary, check the Activity Log — who changed what.

Warehouse worker​

You work with the physical receipt and dispatch of cargo.

  1. Open Shipments — filter by the status you need (for example, "Loading" / "Unloading").
  2. When the cargo arrives at the warehouse, open the shipment, fill in the actual loading/unloading date and attach warehouse documents (cargo photos, waybills). See Files in logistics.
  3. After completing the operation, move the shipment to the next status. See Statuses and their setup.
  4. For quick work "in the field", use the mobile version (/mobile) — it opens automatically when you log in from a phone.
note

The warehouse worker does not create or delete requests/shipments — they update their statuses, dates, and files. Finances and analytics are unavailable to the warehouse worker in the menu.

Administrator​

You configure the system to fit your company's business processes.

  1. Create users and assign them roles. See Managing users.

  2. Set up reference data and parameters (grouped by area — Logistics, Finances, Users and system, Documents):

    • Request and shipment statuses — to match your workflow.
    • Shipment types, vehicles, drivers, addresses.
    • Income and expense items, currencies, accounts, services.

    See Reference data and settings.

  3. If needed, create custom fields for requests, shipments, bills, or payments. See Custom fields.

  4. Set up print templates (Excel files with variables). See Print templates.

  5. Set up notifications — which events are sent to which roles. See Notification settings.

  6. Monitor employees' actions through the Activity Log, and finances and analytics through the corresponding sections.

The head can do almost the same

Everything listed above, except assigning the head/administrator role and editing notification email templates, is also available to the head (boss). Details are in the "How boss differs from admin" section below.

Client​

You are the transportation customer and you see only your own requests.

  1. On the Dashboard — a summary of your current requests.
  2. In the Requests section — all your enquiries and their status. You can create a new request yourself. A request can be edited while it is in the initial status ("new"); once it has been taken into work, changes are made by the manager.
  3. In the Shipments section — the leg and status of transportation for your requests.
  4. Address questions about a specific transportation run to your manager.
What is unavailable to the client

The client does not see analytics, the balance section, the activity log, other parties' requests, or other clients' data. The client's access to files in logistics is limited — the main document exchange goes through the manager.

The Finances section, on the contrary, is available to the client — but only their own documents and read-only: they cannot create or post operations. The access table below says the same.

Permission matrix by role​

Legend: ✓ — access/action available, — — not available, own — own records only, R — view only (read-only).

The "superuser" column is omitted: they have full access to all companies and are used only for platform administration.

The core principle: admin and boss can do almost everything

Administrator and Head are senior roles. By the hierarchy (superuser → admin → boss → manager → warehouse → client) a senior role holds all the permissions of the junior ones. Therefore admin and boss create, edit, and delete requests and shipments, post and cancel postings of financial operations — everything the manager does, plus the settings.

The differences of the head (boss) from the administrator (admin) are in user management (the head role, changing roles and deactivating senior users), the activity log and exporting all company data; the full list is in the How boss differs from admin section. In logistics, finances and analytics admin and boss are equal.

Visibility of menu sections​

Sectionadminbossmanagerwarehouseclient
Dashboard✓✓✓✓✓
Shipments✓✓✓✓✓
Requests✓✓✓✓✓
Finances✓✓——✓ (own only)
Shipment calculation✓✓✓—✓
Balance✓✓———
Analytics✓✓———
Activity Log✓(see below)———
Users✓✓✓——
Settings✓✓✓✓✓
The "Activity Log" menu item

In the side menu the "Activity Log" item is shown only to the administrator. At the system level, however, the head (boss) also has access to the log — they see the full log of their company. So for boss this is a navigation matter, not a prohibition: the data is available to them.

The "Analytics" menu item

In the menu, "Analytics" is shown to the administrator and the head. The Dashboard, meanwhile, is available to all roles (to the client — only their own data).

The "Shipment calculation" menu item

The section is visible to the administrator, the head, the manager, and the client; it is not visible to the warehouse worker. The manager and the client calculate cost and view the tariffs reference; creating, changing, and deleting tariffs is done by the administrator and the head.

The client works only with "their own": requests where they are the customer, and tariffs that are public plus those set in their requests. See What the client sees.

note

The Companies / Tariffs (service pricing plans) / Subscriptions sections are visible only to the platform administrator (superuser).

Requests​

Actionadminbossmanagerwarehouseclient
See the list✓ (whole company)✓ (whole company)✓ (whole company)✓ (whole company)own
Create✓✓✓—✓ (own)
Edit✓✓✓status/comment/actual datesown, in the "new" status
Delete✓✓✓—own, in the "new" status
Change status✓✓✓✓—
See the request tariff✓✓✓—✓ (view)
Select/change the request tariff✓✓✓——
Filesupload/downloadupload/downloadupload/downloadwork with fileslimited

Shipment calculation and tariffs​

Actionadminbossmanagerwarehouseclient
See the section in the menu✓✓✓—✓
Calculate cost from a request and a tariff✓✓✓—for own requests
Calculate without a request (weight and volume by hand)✓✓✓—for available tariffs
View the tariffs reference✓✓✓ (all)—public + from own requests
Create / change / delete tariffs✓✓———
Change a tariff's "Public" flag✓✓———
The client does not see the whole price list

A tariff's "Public" flag is off by default — including for all tariffs created before this capability appeared. The client sees only public tariffs and those the manager has set in their own requests. Details — What the client sees.

Shipments​

Actionadminbossmanagerwarehouseclient
See the list✓ (whole company)✓ (whole company)✓ (whole company)✓ (whole company)for own requests
Create✓✓✓——
Edit✓✓✓actual dates, status, comment—
Delete✓✓✓——
Change status✓✓✓✓—
Filesupload/download/deleteupload/download/deleteupload/download/deleteupload/download (own files)—
The warehouse worker in logistics

The warehouse worker (warehouse) does not create or delete requests/shipments — they update statuses, actual dates, and files. The request tariff is not shown to them anywhere: not in the card, not in the table column, not in the export, not in the printed forms. Senior roles (manager, boss, admin) do everything listed without restrictions.

Finances (operations, postings, bills)​

Actionadminbossmanagerwarehouseclient
See the section in the menu✓✓——✓
View operations✓✓via API*—own only**
Create operations✓✓via API*——
Post / cancel a posting✓✓via API*——
Manage accounts / items / currencies✓✓———

* "via API" means: at the system level the action is available to the manager role (posting requires the "manager and above" role), but in the interface the Finances section is not shown to the manager.

** The client sees the section, but only their own operations: those linked to their requests, and those where they themselves are named as the counterparty. The narrowing is done by the server, not by the interface. The client cannot create or post operations.

Who actually handles the finances

Posting and cancelling postings of financial operations is possible in code for manager and above (that is, manager, boss, admin). However, the Finances section is hidden from the manager in the interface, and the working scenario for financial accounting in LogiFlow is assigned to the administrator and the head. Managing the finance reference data (accounts, items, currencies) belongs to admin and boss; it is unavailable to the manager.

For users and for the AI assistant the rule is simple: finances in LogiFlow are handled by admin and boss — and both do it in full, including postings.

Analytics​

Actionadminbossmanagerwarehouseclient
Dashboard✓✓✓✓✓ (own data)
Reports (profitability, receivables, carriers, multimodal)✓✓———
note

The Dashboard is available to all roles, but the client sees on it only a summary of their own data. The detailed analytical reports in the "Analytics" menu are available to the administrator and the head.

Activity Log​

Actionadminbossmanagerwarehouseclient
View the log (whole company)✓✓———
Item in the side menu✓————
note

The activity log shows changes within your own company. Access to the log is held by the administrator and the head (boss sees the full log, not only their own actions). In the side menu the item is shown only to the administrator — the head opens the log via a direct link.

Users / Clients / Counterparties​

Actionadminbossmanagerwarehouseclient
See the section✓✓✓——
Create clients✓✓✓——
Create managers and warehouse workers✓✓———
Create heads (boss)✓————
Assign the administrator role (admin)— (only at company registration)————
Change the role of an existing user✓————
Deactivate a user✓✓———
Edit your own profile✓✓✓✓✓
Manage clients/counterparties✓✓✓——
The key difference between boss and admin regarding users

Users can be created by admin, boss, and manager (the manager — clients only). But:

  • only the administrator can assign the head (boss) role;
  • the administrator (admin) role cannot be assigned at all through the "Users" section — it is set at company registration or by a special action of the platform administrator;
  • only the administrator can change the role of an already existing user.

Settings (reference data, custom fields, print templates, notifications)​

Actionadminbossmanagerwarehouseclient
Open the Settings section✓✓✓✓✓
Reference data: view✓✓✓✓✓
Statuses, shipment types: change✓✓———
Items, accounts, currencies: change✓✓———
Services: change✓✓✓——
Custom fields: change✓✓———
Company print templates: setup✓✓———
Generating documents from a template✓✓✓✓—
Notifications: personal settings (own channels)✓✓✓✓✓
Notifications: routing by role✓✓———
Notifications: email templates, triggers, test—————
Billing: viewing (plan, balance, limits)✓✓———
Billing: changing the plan, requesting an invoice, renewing and resuming the subscription✓✓———
Exporting all company data✓————
What in the settings is available only to the platform administrator

Inside Settings the scope of permissions varies. Changing most reference data, statuses, custom fields, company print templates, and notification routing is available to the administrator and the head. But editing notification email templates, configuring timers/deduplication, sending a test email, and global (shared across all companies) print templates are available only to the platform administrator (superuser).

Changing the services reference is available to the manager and above; the other references (statuses, items, accounts, currencies, types, custom fields) are changed only by admin/boss.

Billing: the tab is visible to the administrator and the head — both change the plan, request a top-up invoice with the "Request an invoice" («Запросить счёт») button, renew and resume the subscription. Only the administrator exports all company data. See Billing and subscription.

Files​

Typeadminbossmanagerwarehouseclient
Request/shipment files: upload✓✓✓✓limited
Request/shipment files: download✓✓✓✓limited
Deleting files✓✓✓own—
caution

There are no direct public links to files in LogiFlow: every download checks access permissions. You can share a file with someone outside the system only by downloading it and sending it the usual way.

Multi-company and the mobile version​

Capabilityadminbossmanagerwarehouseclient
Switching between companies—————
Mobile version (/mobile)✓✓✓✓✓
info

Switching between companies is available only to the platform administrator (superuser). All other roles work strictly within their own company. The mobile version opens automatically when logging in from a phone, for any role.

How boss differs from admin​

The administrator and the head are equal in day-to-day work: both see the whole company, create/edit/delete requests and shipments, post finances, view analytics, configure reference data, statuses, custom fields, company print templates, and notification routing.

The head's (boss's) differences come down to the following:

Capabilityadminboss
Create heads (the boss role)✓—
Assign the administrator role (admin)— (only at company registration)—
Change the role of an existing user✓only for a manager or a warehouse worker
Deactivate a user✓only a manager, a warehouse worker or a client
Activity log✓—
Exporting all company data✓—
Everything else (logistics, finances, billing, analytics, reference data, templates)✓✓
Platform administrator (superuser) only

A few things are unavailable to both the company administrator and the head — only to the platform administrator:

  • switching between companies;
  • global print templates (shared across all companies);
  • editing notification email templates, configuring timers/deduplication, sending a test email;
  • the Companies / Tariffs / Subscriptions sections.

What's next​