Organizations make it easier to access and share information across multiple related accounts. In this article, we will go over organizations and how to manage them.
| Who can use this feature | |
|---|---|
| Available for Pro and Custom plans | |
| Users that have administrator privileges | |
| All regions | |
What is an organization?
An organization is a group of related accounts that belong to the same company. This is especially useful for companies that have independent operations, branches, or offices.
When accounts are combined into an organization in OptimoRoute, admins can quickly switch between accounts directly in the web application without logging in and out. They can also manage user access to accounts in one place and share certain settings across the associated accounts.
Setting up an organization
To set up an organization in OptimoRoute, reach out to our support team and we will assist you with combining your existing accounts into an organization.
Adding accounts to an organization
In order to add accounts to your existing organization, you will need to reach out to our support team and we can help you get your new accounts set up.
Switching between accounts
Once your organization is set up, you will be able to easily switch between accounts in the top left corner of your OptimoRoute web application.
Managing users
You can manage users and user access from one place for the accounts in the organization. To do this:
- Go to Administration→Settings
- Then in the left menu, choose Account→Organization
- In the “Organization” section, go to the “Users” tab
From here you can add, edit, and delete users, as well as set their permissions for each account in the organization.
Adding new users
To add users from this screen:
- Click “Add User”
- Input their name and email address
- Choose the language they will see in the web application
- Click “Add”
Once the user is added, you will need to assign them access to an account before they are able to login to OptimoRoute.
Setting user access permissions
To set up which accounts a user can access and how:
- Click on the user you want to edit
- On the right, an account menu will appear showing all the accounts in the organization
- Set the permissions using the dropdown to select a role for the user by account
Each role has different permissions:
| Role | Definition |
|---|---|
| Organization Admin |
Organization admins can access all areas, users and settings across your OptimoRoute organization and its accounts. This can be granted to the user by checking the box at the top of the account access menu. Organization admins will also automatically get access to any new accounts in the organization. |
| Administrator | Administrators have access to all areas and settings of permitted accounts in the organization. Administrators also have access to the "Administration" menu and can make changes to account settings, add and edit users, drivers, vehicles, and more. |
| User | Users do not have access to the administrator settings menu but can manage orders, perform planning, view analytics, and monitor live. |
| Read-only user | Read-only users can only view the account but cannot make any changes to orders or planning. |
| No access | The user does not have access to this account at all. |
| You can also set user access by going to the “Accounts” tab. This will let you review each account individually and manage the users at an account level. |
Editing users and passwords
Apart from access permissions, you can also edit the user’s name, email address, password, and language after you have added them. To do this:
- Click on the user you want to edit
- Click “Edit”
- Make your changes
- Click “Save”
This is also where you can reset the user’s password in the event they have forgotten it or it needs to be changed. You can either change their password manually, or send them a reset link so that they can choose one for themselves.
Deleting users
By deleting a user, they will be deleted from the organization as a whole. To delete users in an organization:
- Select the user you want to delete
- Click "Delete user"
- Confirm the deletion
You can also restrict access to your accounts by choosing “No access” for all accounts in the organization.
Sharing settings across accounts
There are some settings you can share across accounts including:
Take a look at each of these articles to learn more about how to use these settings and share them in your organization.