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Staff Permissions

Use LSP staff permissions to control which back-office screens, actions and shipments each of your staff members can access.

What this does

Staff permissions are the checkboxes in the Permissions section of an LSP staff profile, and each one unlocks a set of screens or actions in the back office. User Allowed Org Access is the most important one: it decides whether a staff member sees every shipment in your organization or only the shipments they are on commission for.

  • Give each person only the screens and actions their job needs.
  • Keep accounting, rates and admin settings in the hands of the people responsible for them.
  • Limit sales reps to their own shipments and customers, or open the whole book to managers.

User Guide

Before you start: who can change staff permissions

  • To open the staff list, you need the LSP Add/Edit permission. You will find it under LSP > Staff.
  • To edit another staff member in your own organization, including their permissions, you need the TMS Site Admin permission.
  • New staff members start with Reports - Basic and Reports - Sales checked. Every other permission starts unchecked.

How to change a staff member's permissions

Where to go: LSP > Staff > select the staff member > Edit Record > Permissions section.

  • Check a permission to grant it, or uncheck it to remove it.
  • Hover over the information icon next to a permission to see a short description.
  • Click Save. The change is recorded in the staff member's activity log.
  • Ask the staff member to sign out and sign back in. Menus and actions update at their next sign-in.

What the visibility and admin permissions do

Where to set them: LSP > Staff > select the staff member > Edit Record > Permissions section.

  • User Allowed Org Access: with it, the staff member sees every shipment in your organization, for all customers. Without it, they see only:
    • shipments where they are on the commission;
    • customers they are linked to through a commission.
    Their dashboard, universal search and reports such as Shipped, Customer Trends and Inactive Customers are limited the same way. The Accounting, Rates and Reports menus, and Customers > Create New Company and Staff, also require it. Leave it off for sales reps who should only see their own book.
  • TMS Site Admin: gives access to your organization's setup screens:
    • My Organization, Content Templates, Account Management Links and the Onboarding Guide;
    • Configuration: Workflow Automation, System Alerts, Public Authentication Keys, Carrier Audit Setup, Validation Rules and Integration Sources;
    • Carrier Labels, Carrier Rules, Committed Volume Caps, Shipment Alerts and Shipment Reference Numbers;
    • Region Management, Accessorial Schedules and Software Billing.
    It also lets the staff member edit other staff (including their permissions), edit the Accounting Summary on shipments, review EDI messages, view any rep's Sales Dashboard and manage every custom report built in your organization. It does not by itself show more shipments; that is controlled by User Allowed Org Access.

What the accounting permissions do

Where to find these screens: the Accounting menu. It appears only when the staff member has User Allowed Org Access and at least one accounting or commissions permission.

  • Accounting AP Approve Bills: shows these screens:
    • Approve Bills, Unapproved Bills Summary, Billing Variance Report, Dispute Log, Approved Bills Summary and Bills Search;
    • the AP Accounting dashboard;
    • Document Processor, which also needs User Allowed Org Access.
    It also lets the staff member:
    • approve bills from the shipment Accounting menu, from bulk invoicing and from Document Processor;
    • trigger carrier payments (ePay, TriumphPay, RoadSync) from the shipment;
    • add or remove a factoring company in Edit Pricing.
  • Accounting AP Invoicing: lets the staff member search and view bills in Bills Search.
  • Accounting AP Payments: shows Pay Bills, Assign Check Numbers, Bill Payment History and Bills Search. Adds Make Payment on approved bills, and lets the staff member edit or delete bill payments.
  • Accounting AP Revisions: lets the staff member change pricing and modify a bill after it has been approved. Modify Bill appears in Bills Search, in the shipment Accounting menu and in Accounting Shipment Search.
  • Accounting AR Invoicing: shows Create Invoices, Variance List, Invoice Delivery, Invoice Search, Credit Hold and the AR Accounting dashboard. It also lets the staff member:
    • create invoices and variances from the shipment;
    • create invoices while approving bills;
    • edit customer accounting profiles.
  • Accounting AR Collections: shows these screens:
    • Collections Summary, Credit Hold, Invoice Search and Payment History;
    • the customer aging panel on shipments.
    Staff with this permission can also be selected as a Collection Rep on customer accounting profiles.
  • Accounting AR Payments: shows Receive Payments, Payment History and the Profitability Report. Adds Receive Payment on shipments, and lets the staff member edit or delete invoice payments.
  • Accounting AR Revisions: lets the staff member change pricing and modify an invoice after it has been created. Modify Invoice appears in Invoice Search, the shipment Accounting menu and Accounting Shipment Search.
  • Accounting Sync: shows Accounting Sync, Accounting Sync History and the GL Report. Lets the staff member connect and disconnect QuickBooks.
  • Advanced Payments: adds Advance Pay to each carrier leg in the Accounting menu of a domestic shipment, which opens the Register Advanced Payment window. The staff member also needs at least one other accounting permission, otherwise the shipment Accounting menu does not appear.
  • Cancelling a shipment that already has bills, invoices or payments requires both Accounting AP Revisions and Accounting AR Revisions.

What the commissions and sales permissions do

Where to find these screens: Accounting > Commissions, the shipment Tools menu, and the Sales menu.

  • Commissions Approve: shows Approve Commissions and Commissions Search under Accounting > Commissions. It lets the staff member:
    • approve, decline, mark a variance on and import commissions;
    • open Commissions from the shipment Tools menu;
    • manage commission links on a customer's Commissions panel;
    • check Recalculate commissions when editing pricing.
  • Commissions Admin: shows the same Commissions menu, plus these reports:
    • the Commissions Linking Report, where links can be edited in bulk;
    • the Carrier Summary Report.
    It also lets the staff member set a staff member's Default Commission and view any rep's Sales Dashboard. To approve commissions, the staff member also needs Commissions Approve.
  • Reports - Sales: shows the Sales menu, which contains:
    • Sales Dashboard, which also needs Reports - Basic;
    • Commissions Search, Inactive Customer, Customer Trends, Collections Summary and Commissions Linking;
    • Sales Shipment Report and Operations Report.
    Sales screens show the rep's own customers and shipments. When a staff member with Reports - Sales creates a customer, the system makes them the sales rep on that customer and adds a commission at the default rate in their staff profile.

What the report permissions do

Where to find these screens: the Reports menu. It appears only when the staff member has User Allowed Org Access plus Reports - Basic, Reports - Business Level or Commissions Admin.

  • Reports - Basic: gives access to the standard reports:
    • Shipped Report and Tariff Owner Report;
    • Inactive Customer, Customer Trends, Accounting Concerns, Tai Marketplace Activity and Reports for Me;
    • Operations Report, and Sales Dashboard when combined with Reports - Sales.
  • Reports - Business Level: gives access to the advanced reports:
    • the Profitability Report, including the Show Margin Details option;
    • LSP Operations;
    • Manage Custom Reports, where staff build, schedule and delete custom reports.
    LSP Operations and Manage Custom Reports also require User Allowed Org Access.
  • Profitability Report is also available to staff with Accounting AR Payments.
  • Hide Export to Excel: removes the Export to Excel button from search and report pages. Unlike every other permission, checking it takes access away.

What the customer, LSP and carrier permissions do

Where to find these screens: the Customers and LSP menus, and customer and carrier profiles.

  • Customer Add/Edit: lets the staff member:
    • create and edit customers and customer staff, including customer staff permissions;
    • add, edit and delete organization accessorials on a customer.
  • LSP Add/Edit: shows LSP > Organizations, Factoring Companies and Staff, plus these screens:
    • Carrier Labels, Carrier Rules and Committed Volume Caps;
    • Shipment Alerts and Shipment Reference Numbers.
    It lets the staff member edit LSP staff records and add shipment alerts.
  • LSP Carrier Add/Edit: shows LSP > LSP Carriers and Factoring Companies, and lets the staff member:
    • add LSP carriers from the Master Carrier list, and edit or delete them;
    • manage carrier contacts, insurance and attachments;
    • sync carrier data, edit carrier labels and send carrier packet invitations.
  • LSP Carrier Details: view-only access to LSP Carriers and carrier profiles. LSP carriers also appear in universal search.
  • Master Carrier Add/Edit: lets the staff member create a new master carrier profile with the Add New Master Carrier link on the Create: LSP Carrier page (LSP > LSP Carriers > Add New LSP Carrier). Opening that page also requires LSP Carrier Add/Edit. Search the Master Carrier list first, so you don't create a duplicate.

What the rates permissions do

Where to find these screens: the Rates menu. It appears only when the staff member has User Allowed Org Access plus Tariff Add/Edit or Margin Add/Edit.

  • Tariff Add/Edit: shows the following screens:
    • Tariff Wizard, Tariffs, Tariff Links and Integration Sources;
    • Region Management and Accessorial Schedules;
    • SMC Bulk Rating, which also needs TMS Site Admin.
    It lets the staff member create, edit, import, duplicate and delete tariffs, and rerate shipments.
  • Margin Add/Edit: shows Rates > Margins, plus Margins Search and Margins Create on a customer's profile. It lets the staff member create, edit, copy and delete margins, and add, edit and delete tariff links. Staff with this permission can also mark check-call notes as Admin, and see accessorials set to show to managers only.

What the shipment and tool permissions do

Where to find these screens: the Shipments menu and the shipment detail page.

  • Shipment Change Customer: adds an edit pencil to the End Customer panel so the staff member can change the customer on a booked shipment. On international shipments it also adds an edit pencil to the 3rd Party Bill To card. The customer can no longer be changed once the shipment has been invoiced.
  • Truckload Quoting Tools: shows Shipments > Truckload Quoting. It also adds the Truckload Quoting tool to truckload shipments, universal search results and favorites.
  • Batch Processing: shows Shipments > Bulk / Admin > Shipment Importer for importing shipments in bulk.

Tips & best practices

  • We recommend starting each new staff member with the fewest permissions their role needs, and adding more as they ask.
  • For a sales rep who should only see their own book, give Reports - Sales and leave User Allowed Org Access off.
  • For an accounting user, always add User Allowed Org Access. Without it, the Accounting menu does not appear.
  • Keep TMS Site Admin to a small group, because it lets that person change other staff members' permissions.
  • After changing permissions, have the staff member sign out and back in before they test.

Frequently asked questions

Why can't my sales rep see a shipment or a customer?

The rep most likely does not have User Allowed Org Access. Without it, they only see shipments where they are on the commission and customers they are linked to through a commission. Add them to the shipment's commissions, or grant User Allowed Org Access at LSP > Staff > select the staff member > Edit Record > Permissions.

Why is the Accounting menu missing for my accounting user?

The Accounting menu needs User Allowed Org Access plus at least one accounting or commissions permission. Check both in the staff member's Permissions section, save, and have them sign back in.

Why is the Reports menu missing?

The Reports menu needs User Allowed Org Access plus Reports - Basic, Reports - Business Level or Commissions Admin.

I changed a staff member's permissions. Why don't they see the change?

Permissions are loaded when the staff member signs in. Ask them to sign out and sign back in.

Does TMS Site Admin let someone see every shipment?

No. TMS Site Admin opens setup and admin screens. Seeing every shipment is controlled only by User Allowed Org Access.

Why doesn't Advance Pay show on my shipment?

Advance Pay needs the Advanced Payments permission plus at least one other accounting permission, so that the shipment's Accounting menu appears. It shows per carrier leg on domestic shipments.

Who can change staff permissions?

Staff with TMS Site Admin can edit other staff in their own organization, including the Permissions section.

If something doesn't work

  • Have the staff member sign out and sign back in after any permission change.
  • Check the menu requirements in this article. The Accounting, Rates and Reports menus all need User Allowed Org Access as well as their own permission.
  • If a screen shows "You do not have permission to access this page," check that the staff member has the permission listed for that screen above.
  • Still stuck? Contact Tai Support. Tell them the staff member's login, the screen or button they expected, and which permissions are checked.

To learn more, see How to create an LSP Staff member.

Applies to: Back Office · LSP Staff · Last updated: 2026-10-06