User Setup for Shippers

How to create Flexe users and manage user roles.   

IN THIS TOPIC

• Before you start
• Creating New Users
• Adding Existing Users to a Reservation
• About User Roles
• Signing In

You can use the User Management page in Flexe to create, view and manage users who have access to the Flexe web platform. 

Before you start

To access the User Management page, you'll need to be assigned the Admin or User Management user role in Flexe. To learn more, go to About User Roles. 

Creating New Users

To create a new user in Flexe: 

1. Open the dropdown menu next to your user name and select User Management. 

Hover over your user name (at the top of the left menu) to open the Settings dropdown. Then, select User Management. 

2. Select the Add New User option at the top of the page. 

3. Enter the user's information, then select Add User.  

Use the text boxes to enter a First name, Last name and Email address for the new user. Then, select Add User.

Note: The email address is what the user will use to sign in. This email address can only be tied to a single company in Flexe. If for some reason you need an email address assigned to a different company, or if you have multiple companies set up with Flexe, contact us at [e-mail] for additional help.  

4. Select the reservation.

Use the dropdown to select the reservation you want to add the user to.

5. Select one or more roles for the user, then select Submit. 

Use the checkboxes to select roles for the user. 

For a detailed overview of each role, including the functions and features each can access, go to About User Roles.

Once you've added all roles the user needs, select Submit. 

Note: Roles you select during this step will only apply to the reservation assigned to the user. To learn how to add existing users to a reservation, go to Adding Existing Users to a Reservation. 

The user will then receive an automated "welcome" email message, with a link to sign in to Flexe to verify the new account. To learn more, go to Signing In. 

If you have any issues setting up a new user account, reach out to [e-mail] for additional help.

Adding Existing Users to a Reservation

If you have multiple reservations, each one is listed separately in the Reservation Users section on the User Management page. 

Once a user has been created, you can add that user to as many of your reservations as needed. For example, if you start with one reservation but then open a second at another site, you can add all existing users to that new reservation.

To add existing users to a reservation:

1. Open the dropdown menu next to your user name and select User Management. 

Hover over your user name (at the top of the left menu) to open the Settings dropdown. Then, select User Management. 

2. Go to the Reservation Users section, then select Add Users to Reservation. 

Find the reservation you want to add the user to. Then select the Add Users to Reservation option.

3. Choose the user's name, then select roles for the user. 

Open the User dropdown to select the existing user you want to add. Next, use the checkboxes to choose the appropriate role(s) for that user.

Then, select Add User. 

About User Roles

Here's a quick visual overview of available user roles, as well as the features and functions users each can access in Flexe: 

Admin

Users with the Admin role have access to all functions within the Flexe platform, including sensitive information like pricing and scope approval. Admin is also the only role that can assign the User Management role.

Only Flexe is able to assign the Admin role; if you need help with this, contact us at [e-mail]. Keep in mind that adding an Admin user to an account requires written approval of a user already assigned as an Admin. If you need Admin access, be sure to forward that approval to Flexe.

Manager

This role can: 

• Create and edit inbound deliveries
• Create and edit orders and carrier pickups
• Create and manage the Item Master (add SKUs/items and view inventory)
• Request cycle counts
• Request fulfillment, shipment and inventory on hand reports
• Review reservation pricing (but not monthly invoices)

Billing

This role has access to invoice information and reporting functions, but not pricing. Billing users can also create SKUs. 

Note: This role works well for users in an AP department, as they will receive email notifications each month, when invoices are generated.

Operations 

This role can create and edit inbound deliveries and outbound orders. It can also create and manage the Item Master, add new SKUs/items, review inventory and request cycle counts. 

This role is similar to the Manager role, but does not have the ability to pull reports or view pricing information.  

Note: Depending on the reservation, automated email volume for users with the Operations role may be large. Email notifications are sent each time an inbound is requested; they are also sent with each submitted outbound order. We recommend applying filters to your email inbox to manage these notifications.

Reporting 

This role can request fulfillment, shipment and inventory on hand reports.

However, users with this role cannot view or access any other function, process or transaction (e.g. creating inbound deliveries, viewing inventory, viewing pricing and more).

User Management

Only Admin users can assign the User Management role. 

This role has access to the User Management page in Flexe. Individuals with this role can create, deactivate and re-activate users; they can also make changes to user roles.  

Note: To deactivate users, the User Management role must be assigned to an individual across all active reservations. To learn more, go to Deactivating Users. 

Signing In

Before new users can access Flexe, they must first verify their account.

When a new user is created, a "welcome" message is sent to the email address that was entered during user setup on the User Management page.

The message includes a sign in link to the Flexe web platform. Once users open this link, they’re prompted to enter their account email address and password to sign in to Flexe and complete verification.

Users have 48 hours to confirm their account before the sign in link expires. If the account isn't verified within this timeframe, contact us at [e-mail]. 

Note: Users can select Forgot your password to request a password reset. If they enter an incorrect password enough times, the account will lock. If this occurs, contact us at [e-mail] for additional password assistance.