Support - TransFollow Portal

Roles, (sub)accounts and permissions

TransFollow makes use of different levels of users. We have sub-users for the TransFollow Portal and the TransFollow drive. Both users can be generated in the TransFollow Portal, put to active or inactive and assigned to transports. Next to that, we have certain roles with certain permissions and required actions.

Accounts / subaccounts

Once you have created an account you have registered to the TransFollow Portal. All your company information is registered in ‘Company’ under the administrative settings. The account registered in the register screen is the administrative account of the company and from this account, it is possible to create sub-accounts and manage them.

(Sub)accounts to use the TransFollow Portal

You can add new users to the TransFollow Portal in the ‘User’ screen, enabling them to use the TransFollow Portal. Click on ‘create new user’. Fill in the Surname, name, email address, username, the role (user,admin) and if the user is active or inactive. Check the box of ‘Admin’ if the new user also should have admin settings.

If the administrative accounts are creating new users in the portal there will not be send an activation email to this (sub)account user. The administrator himself will activate or inactivate the (sub)accounts accounts.

One of the available signing options in the TransFollow Drive is 'Scan company code'. To use this signing method, you can enter a unique code to the Company settings and the user settings. Click on 'create QR code' to generate the QR code. This code can be saved as an image and printed. Read more about this signing method on this page. Due to technical limitations, the Signature Code on Company level can only be added, edited, but not deleted. For the user, the signature code can be edited and removed. If the code is not valid any more, the app will give a notification of this when scanned for signing.

Manage admin settings or activity

You can manage the (sub)accounts for the TransFollow Portal in the user overview and put the users in active or inactive and change the checkbox to give the user admin settings.

This account this is not able to log-in to the TransFollow Drive application. The users for TransFollow Drive, can be created in the ‘Assets’.

TransFollow Drive mobile application accounts

The TransFollow Drive accounts can be created in the ‘Assets’. You can click on the ‘create button’ or ‘create vehicle’.

With the TransFollow Drive Mobile application, your driver will be able to manage all transports and missions which have been assigned to the driver. Please note that if you added an email address to your driver, the driver will receive an email containing a link to the TransFollow Drive application and the preset login details. Please note, that if you are use the TransFollow Drive android application, and you are using the mission based  signingmethod, you have to pay for each 'active account'. More about this at later in the text.

Driver

When creating a driver, you indicate the surname, name, phone number and the email of the driver.

If you would like to create a TransFollow account for the driver, you indicate the username of the account and the password. Next to that, you can immediately indicate whether you would like the driver to:

  • Allow freight documents creation: This will enable the driver using the mobile device linked to the vehicle to create freight documents from the TransFollow Drive mobile application. Please note that each freight document created by your driver will deduct one transport credit from your credit balance.
  • Chang password on first login: The first time the user will login the TransFollow Drive mobile application, the application will require that the user changeds the password.
  • Request GPS tracking: The application will request your driver to accept to enable GPS tracking while using TransFollow Drive mobile application.

Vehicle

When creating an account for a vehicle, you create an account dedicated to a vehicle. If you would like to create such account, you indicate the type (trailer or truck), registration number and VIN.

Next to that, you can immediately indicate whether you would like the vehicle account to:

  • Allow freight documents creation: This will enable the driver using the mobile device linked to the vehicle to create freight documents from the TransFollow Drive mobile application. Please note that each freight document created by your driver will deduct one transport credit from your credit balance.

To change the TransFollow Drive accounts from active to inactive, you can click on the account and click on edit.

Indicate the different settings to configure the screen sequence drivers will go through before applying a signature on a consignment note in the TF Drive screen, under operations. Read more about these settings here. Click on save to finish.

It is also possible to create your subaccounts in the TransFollow Drive settings. In the overview, you will see all the driver and vehicle accounts. When creating an account in this screen, you can label the accounts as a driver, vehicles (trailer or track) account.

 

Payments active accounts

To use the TransFollow Drive app, the signing of the eCMR as our customers are already familiar with, is for free. Now, if you would like to use the mission based functionality, and therefore dispatch missions to your drivers, let your drivers manage their missions through the TransFollow Drive mobile application and track and visualize your fleet on a real time dashboard, TransFollow has a premium subscription module per month per driver and vehicle having an active TransFollow account.

The roles within TransFollow

TransFollow supports different roles for each transport and a role gives a set of permissions:

The role is indicated during the creation of the transport mission. During the creation, the submitter will indicate the consignor, the consignee, the carrier and the client. With these roles, specific actions are required.

  • Submitter: the submitter is the entity creating and issuing a transport. Giving the submitter role will allow your partner to view and modify transport information.
  • Carrier: the carrier is or are the entities mentioned as carriers on the transport. Giving the carrier role will allow your partner to modify some information on the transport (like goods items, vehicle, drivers…), to manage transports through the TransFollow Drive Application and to sign consignment notes on behalf of the carrier.
  • Consignor: the consignor is or are the entities mentioned as consignors on the transport. Giving the consignor role will allow your partner to sign the consignment notes on behalf of the consignor.
  • Consignee: the consignee is or are the entities mentioned as consignees on the transport. Giving the consignee role will allow your partner to sign the consignment notes on behalf of the consignee.

The carriers, consignors, consignees and clients can be added to the partner library under ‘Partners’ [link]. This way, you can easily select a partner when you are creating a transport, or when you give permissions.

Shared permissions to partners in the transport management

Share transport access and permissions with external partners in the ‘Manage Transport’ screen. You can only give the roles you own on this transport and let them act as a specific role:

Allows partner to act as a submitter

  • Submitter: the submitter is the entity creating and issuing a transport. Giving the submitter role will allow your partner to view and modify transport information.
  • Allows partner to act as a carrier: Carrier: the carrier is or are the entities mentioned as carriers on the transport. Giving the carrier role will allow your partner to modify some information on the transport (like goods items, vehicle, drivers…), to manage transports through the TransFollow Drive Application and to sign consignment notes on behalf of the carrier.
  • Allows partner to act as a consignor:Consignor: the consignor is or are the entities mentioned as consignors on the transport. Giving the consignor role will allow your partner to sign the consignment notes on behalf of the consignor.
  • Allows partner to act as a consignee: Consignee: the consignee is or are the entities mentioned as consignees on the transport. Giving the consignee role will allow your partner to sign the consignment notes on behalf of the consignee.
  • Allows partner to act as a client: Client: the client has a passive role on the transport. The client can view the transport, realtime updates and observations, but can’t actively change or sign for anything.

Select the partner to which you want to grant access to this transport or enter the partner TransFollow (email address). Please note that your partner must be connected to TransFollow systems with the email you mention.

In case you have a doubt please contact your partner's to know which address email he is using to connect to the TransFollow platform.

  • Permissions overview: Once you have shared permissions with your partners, the permissions are presented in the overview. The checkbox indicate which permissions are activated. You can click on ‘Edit’ to change the permissions.
  • Withdraw the permissions: When you would like to withdraw the permission, you can click on ‘withdraw’. You will get a warning, which you can discard or proceed.

Notifications about the shared permissions with partners

As described in the previous section, you partners who are using the TransFollow DataHub, can share permissions to their partners. You might want to be notified about these permissions which are granted to you during the creation of a transport.

You can indicate if you want to receive a notification on your device (mobile) or in an email or when the permissions are revoked to you.

Receive notifications when your rights are granted to you or revoked from you.

  • as a consignor
  • as a consignee
  • as a carrier
  • as a submitter
  • as place of taking over
  • as place of delivery