The User Management section under Settings allows administrators to configure and control user-level preferences and access. It contains several tabs:

• About – Maintain personal profile and company information.

• Account Roles – Define and assign roles for users.

  • (Note: This tab is not visible for Super Admins, as they already have full access privileges.)

• General Settings – Configure default user and system-wide behaviour.

• Email Config – Manage outgoing email server and account settings.

• Calendar Feed – Enable and sync calendar subscriptions.

At the top of the user page, you will find the following controls:

• Active/Inactive Toggle – Activate or deactivate a user account.

• Super Admin Toggle – Grant or revoke Super Admin rights.

Each user page also displays key account details such as Name, Email, Account Role, Join Date, and Last Login for quick reference.

About

The About tab allows you to manage your profile details and company assignment. This information flows into the system for identification, reporting, and, if enabled, visibility in sales transactions.

User Management - About

Profile Bio

• User ID – A unique system-generated ID (cannot be changed).

• Email – Your login email, also used for notifications.

  • You can choose to automatically include it in the CC field for outgoing emails.

• First Name / Last Name / Display Name – Your name as stored and displayed in the system.

• Phone Number – Optional contact number.

This section keeps your personal contact details consistent across the system and in any related documents.

Company Info

• Office – The office you are assigned to.

• Branch & Department – Defines your position in the company structure, which also controls data visibility and reporting.

This ensures your workplace details are properly mapped to the right branch and department.

Sales Person

• Set as Sales Person – If enabled, this user will appear in the selectable sales person list for quotations and shipments.

• Sales Type – Categorizes the sales person’s role type (if used in your organization).

This section is only relevant if the user should be treated as a Sales Person within the system.

Account Roles

Account roles define what a user can do in the system. Administrators should assign roles carefully to ensure each user has the right access based on their responsibilities.

User Management - Account Roles

User Account Roles

Depending on your company setup, roles can be created to reflect different functions (e.g., Operations, Finance, Warehouse, Sales). Each tenant will have their own set of roles configured.

Data Access Level

Data access level determines how broad the user’s visibility is:

• Company – Company-wide row visibility across branches, subject to the user's module and action permissions. This scope does not grant every permission.

• Branch – Access limited to data within the assigned branch.

• Department – Access limited to data within the assigned department.

• General User – Access restricted to the user’s own records only.

Account Permissions

Account Permissions are tied to the company’s overall Company Permission Management, but apply at the individual user level. This allows administrators to fine-tune a specific user’s ability, even if they share the same role as others.

Operator assignment and lookup access

Changing a shipment's Operator requires SHIPMENT_CHANGE_OPERATOR; changing a quotation's Operator requires SALES_QUOTATION_CHANGE_OPERATOR. Without the relevant permission, the User Operator modal may be hidden or read-only.

Opening a shipment detail page does not grant access to every lookup list. If a dropdown such as Master Job No., Vessel, Quotation No. or Partner is empty or disabled, review its corresponding LIST permission. See User Permission Reference for the permission keys.

Require security steps at the next login

In the admin Set Password action for a user, administrators can select Require password change on next login. The same workflow also provides an option to require 2FA enrollment at the next login. Review the intended user's account before saving these requirements.

These options take effect when the user next signs in. For enrollment instructions, see Two-Factor Authentication (2FA).

General Settings

Manage Job Nomination Access

This setting controls whether a user can nominate bookings and jobs to other branches within the company.

• Allow user to nominate bookings and jobs to other branches – Enable this option if the user should have cross-branch nomination rights.

• Company & Branch – Displays the company the user belongs to.

• Branch – Select the branch that the user is assigned to.

User Management - Job Nomination Access

Job Estimation Conversion Setting

• Use the nearest value exchange rate before invoice date (checkbox)

  • If checked: The system will automatically use the exchange rate closest to (but before) the invoice date when performing currency conversions in Job Estimation.

  • If unchecked: The system will use the default exchange rate setup instead.

Note: When enabled, this option is pre-selected by default in Job Estimation. Users can still manually change it during estimation if needed.

User Management - Job Estimation Checkbox

Email Config

The Email Config tab allows you to manage both incoming and outgoing email settings for a user account. This ensures that system-generated notifications, alerts, and transactional emails are properly delivered.

User Management - Email Config

The configuration is divided into the following sections:

1. Notifications

• Turn on Notification – Enable or disable email notifications for system activities.

2. Inbound Configuration

Used to configure incoming mail handling.

• Protocol – Define the protocol (e.g., SMTP/IMAP/POP).

• Host – Enter the mail server host address.

• Port – Specify the correct port for the selected protocol.

• Email Address – The email account to be linked.

• Password – The authentication password for the account.

3. Outbound Configuration

Used to configure outgoing mail delivery.

• Protocol – Protocol used for sending mail (commonly SMTP).

• Host – Outgoing mail server host.

• Port – Port used for outbound mail (commonly 465 or 587, depending on the provider).

• Email Address – Sender’s email account.

• Password – Authentication password for outbound mail.

• Sender Email – Default email address that will appear in the “From” field.

• Default Email Signature – Customize the default signature to be appended to all outgoing emails.

Supported Email Providers

Currently, the system supports configuration with:

• Outlook 365 – Requires specific SMTP and port settings.

• Gmail – Requires different host and authentication details.

⚠️ Note: Each provider requires its own set of configuration data. Please ensure you have the correct credentials and server information from your email provider before setup.

Calendar Feed

The Calendar Feed tab allows you to subscribe to your system calendar and view scheduled events across external platforms such as Google Calendar, Outlook, and Apple Calendar. This makes it easier to keep track of tasks, meetings, and activities without logging into the system directly.

User Management - Calendar Feed

• Calendar Feed URL – A unique subscription link is provided for each user.

• Copy this link and add it to your preferred calendar application to automatically sync events.

• Supported platforms include:

  • Google Calendar

  • Outlook Calendar

  • Apple Calendar

💡 Once subscribed, your external calendar will periodically update to reflect changes made in the system.

If you need help setting this up, click the “Download View Instructions” button available on the page for step-by-step guidance.

Documentation owner: Fr8Labs Customer Success. Text reviewed: 21 September 2026.