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Tracovy Guide

Roles and permissions

A role is a set of permissions. Every user has one role, and the role decides which screens they see and what they can change. Tracovy comes with eight roles; you cannot add or rename roles, but you can change which permissions each one has (except Administrator).

Where to find it: Settings > Roles Who can use it: “View roles” to see roles and their permissions; “Edit role permissions” to change them.

The roles screen with one card per role

When you use this

Section titled “When you use this”
  • Check what a role can do before giving it to a new user.
  • Let your Staff role see something it cannot today, or take something away.
  • Work out why a user cannot see a screen.

The built-in roles

Section titled “The built-in roles”
Role Intended for What it starts with
Administrator The owner and the people who run the workspace. Every permission. It cannot be edited, so you can never lock yourself out. Only an Administrator holds the security-sensitive permissions (API keys, webhooks, phone numbers, billing, user and role management, settings changes, price list changes, setting a different price on an order, and invoice numbering and VAT rates).
Manager Office and transport managers. Orders, deliveries, routes (including planning, reopening and route money), bookings, vehicles, customers, zones, reminders and scanning. Can view price lists, add charges to priced orders, and create, issue and send invoices. Can view, but not change, users, roles, templates and settings.
Staff Office staff who take and look after orders. Create and update orders and deliveries, manage recipients and customers, view routes, reminders, scanning and labels, and place calls.
Viewer Anyone who needs to look but not touch. Read-only access to orders, deliveries, routes, vehicles, depots, zones, recipients and customers.
Warehouse Manager The person who runs the warehouse. Stock, locations, receiving (including amending locked manifests), picking, packing, dispatch, loading, returns, labels and scanning.
Warehouse Operator Warehouse floor staff. Receive, put away, pick, pack, load and scan. Can view stock and locations but not change them.
Team Leader Warehouse supervisors. The Warehouse Manager’s access, without order prices or route money.
Finance Accounts staff. Read-only access like Viewer, with order and route money visible. Can also view price lists, add charges to priced orders, create, issue and send invoices, record payments, issue credit notes and export finance CSVs.

The role screen

Section titled “The role screen”

Click Manage on a role card to open it. The page shows how many permissions the role has, then one card per permission group. Each permission shows its code (for example orders:create) and a short description. Tick or untick permissions, then press Save permissions.

What each permission group allows

Section titled “What each permission group allows”

The groups appear in alphabetical order by their code, as on screen.

Group Permissions In plain words
Api_keys api_keys:read, api_keys:write See and manage the API keys your systems use to send orders and manifests to Tracovy. Anyone holding a key can act as your business, so keep this to administrators.
Billing billing:manage Manage your subscription, top up communication credit and handle the regulatory paperwork for phone numbers.
Bookings bookings:read, bookings:write See and manage delivery bookings - the date offers sent to recipients and their answers.
Calls calls:place Phone recipients straight from the browser.
Carriers carriers:read, carriers:write See and manage carriers.
Charge_zones charge_zones:read, charge_zones:write See and draw custom charge, advisory and avoidance zones that routes are checked against.
Charges charges:write Add returns, storage, QC time and other charges to orders priced from the price list.
Credit_notes credit_notes:write Create and issue credit notes.
Customer_products customer_products:read, customer_products:write See and manage each customer’s product catalogue.
Customer_suppliers customer_suppliers:read, customer_suppliers:write See and manage your customers’ suppliers and retailers.
Customer_users customer_users:read, customer_users:write See and manage customer portal logins for your customers’ staff.
Customers customers:read, customers:write See and manage your customers.
Damage damage:report Record damage found when goods are received.
Deliveries deliveries:read, deliveries:create, deliveries:update, deliveries:status:update See, create and update deliveries. deliveries:status:update lets a scanner device change a delivery’s status.
Delivery_slots delivery_slots:read See the delivery slot catalogue (it cannot be edited).
Depots depots:read, depots:write See depots; add, change and delete them.
Devices devices:read, devices:write See and manage registered devices such as scanners.
Dispatch dispatch:read, dispatch:operate See parcels waiting for dispatch, and stage and prepare them.
Finance finance:export Export invoices, payments, statements and aging as CSV.
Invoices invoices:read, invoices:write See invoices, credit notes, payments, statements and aging; create invoice drafts, issue and send invoices.
Invoicing invoicing:publish Set invoice numbering, VAT rates, and supplier and bank details.
Labels labels:print Print and reprint labels.
Loading loading:operate Scan parcels onto a route’s vehicle.
Locations locations:read, locations:write See and manage warehouse locations (bays, shelves).
Manifests manifests:read, manifests:write, manifests:receive, manifests:amend See and create manifests, scan goods in against them, and amend a manifest after it is locked (a supervisor task).
Numbers numbers:read, numbers:write See your phone numbers and change their settings.
Orders orders:read, orders:create, orders:update, orders:delete, orders:import See, create, change and delete orders, and import orders in bulk from a file.
Packing packing:operate Pack picked stock into parcels.
Payments payments:write Record, allocate, reverse and refund payments.
Picking picking:operate Pick stock for orders.
Pod pod:write Upload proof of delivery.
Pricing pricing:read, pricing:write, pricing:override See and edit price lists, price zones, serviceable countries and order property prices; set or remove a different price on an order.
Putaway putaway:operate Put received stock away into locations.
Recipients recipients:read, recipients:write See and manage recipients, and use messaging with them.
Reminders reminders:read, reminders:write See and manage reminders.
Returns returns:operate Scan returned goods back into stock.
Roles roles:read, roles:write See roles and change which permissions they have (this screen).
Routes routes:read, routes:write, routes:plan, routes:reopen, routes:financials:read See routes; plan and edit them; commit a plan from the planning map; reopen a finalised or dispatched route; see route income, profit, cost and zone charges. Route money is separate so warehouse staff can see the route without the figures.
Scans scans:read, scans:write, scans:operate, scans:revoke See scan codes and scan history, issue scan codes, scan in the warehouse or office, and revoke a scan code.
Settings settings:read, settings:write See and change workspace settings: system settings, scheduling settings and order properties.
Stock stock:read, stock:write, stock:adjust, stock:import, stock:count See stock levels, placements and movements; manage stock; adjust quantities; import stock from a CSV file; do cycle counts.
Templates templates:read, templates:write See and edit email and SMS templates.
Users users:read, users:write See and manage users and user groups.
Vehicle_types vehicle_types:read, vehicle_types:adjust See the vehicle type catalogue and tune each type’s travel time adjustment.
Vehicles vehicles:read, vehicles:write See and manage your vehicles.
Warehouse warehouse:read, warehouse:write See and manage the warehouse.
Webhooks webhooks:read, webhooks:write See and manage webhook endpoints that tell your other systems when things happen.
Zones zones:read, zones:write See and manage the service-area zones under Organization > Zones. Not the same as charge zones.

Buttons and actions

Section titled “Buttons and actions”
Action What it does
Manage Opens a role to see or change its permissions.
Tick / untick a permission Adds or removes it from the role. Nothing is saved until you press Save permissions.
Save permissions Saves the role. Only shown if you can edit roles, and never on Administrator.

Tips and common mistakes

Section titled “Tips and common mistakes”
  • When you give a role a “write” or “manage” permission, give it the matching “read” permission too, or the screen will not open.
  • Users cannot be given a role whose permissions you do not hold yourself, so a Manager cannot make someone an Administrator.
  • Keep API keys, webhooks, billing and role editing with Administrators.
Section titled “Related”