Manage multiple accounts in an organization

Use organizations to access and share information across related OptimoRoute accounts. This article explains how to set up and manage organizations.

Who can use this feature
	Pro and Custom
	Users that have administrator privileges
	All regions

What is an organization?

An organization is a group of related OptimoRoute accounts that belong to the same company. It is useful for companies with separate branches, offices, or operations.

When accounts are part of the same organization, admins can:

• Switch between accounts in the web application without signing in and out
• Manage user access across accounts in one place
• Share certain settings between related accounts

To set up an organization in OptimoRoute, contact our support team. They can also help combine your existing accounts into one organization.

Adding accounts to an organization

To add accounts to an existing organization, contact our support team. They can help set up the new accounts and add them to your organization.

After your organization has multiple accounts, use the account dropdown in the top navigation bar to switch between them.

Managing users

You can manage users and their account access from one place for all accounts in the organization.

1. Go to “Administration → Settings.”
2. In the left menu, go to “Account → Organization.”
3. In the “Organization” section, open the “Users” tab.

From here, you can:

• Add, edit, or delete users
• Set each user’s permissions for individual accounts in the organization

Adding new users

To add users to an organization: 

1. Go to “Administration → Settings.”
2. In the left menu, go to “Account → Organization.”
3. In the “Organization” section, open the “Users” tab.
4. Click “Add User”
5. Input their name and email address
6. Choose the language they will see in the web application
7. Click “Add” and then an invitation link to set up the password will be sent to their email. 
8. Set their account permissions

You must assign them access permissions to an account before they are able to login to OptimoRoute.

Setting user access permissions

You can control which accounts a user can access and what role they have in each account.

1. Go to “Administration → Settings.”
2. In the left menu, go to “Account → Organization.”
3. In the “Organization” section, open the “Users” tab.
4. Select the user you want to edit.
5. In the account panel on the right, find the accounts in the organization.
6. For each account, use the dropdown to choose the user’s role.

Each role has different permissions:

You can also manage user access from the “Accounts” tab. This lets you review each account separately and set which users can access it.

Editing users and passwords

You can update a user’s name, email address, language, and password after they are added.

1. Go to “Administration → Settings.”
2. In the left menu, go to “Account → Organization.”
3. In the “Organization” section, open the “Users” tab.
4. Click on the user you want to edit
5. Click “Edit”
6. Make your changes
7. Click “Save”

You can also reset a user’s password from this screen. Either set a new password for them by clicking "Manually edit" or send a reset link so they can choose a new password themselves.

Deleting users

Deleting a user removes them from the entire organization, including all accounts they can access.

To delete a user:

1. Select the user you want to delete.
2. Click “Delete user.”
3. Confirm the deletion.

If you do not want to delete the user, you can remove their access instead. Set their role to “No access” for every account in the organization.

Sharing settings across accounts

Some settings can be shared across accounts in the same organization. This can help keep related accounts consistent and reduce duplicate setup.

Custom order fields

Custom fields let you store additional order information that is not included in the standard OptimoRoute fields, such as internal references or other details related to your orders. 

When custom fields are shared across an organization, related accounts can use the same field setup.

Learn more about custom fields.

Export templates

Export templates let you control which information is included when you export data from OptimoRoute. Exports can combine information from planning, route execution, order status, and other operational records.

Sharing an export template lets related accounts use the same export setup instead of creating separate templates for each account.

Learn more about export templates.