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Add Users

Grant your team members access to Dockflow by adding them as users within your organization. This guide covers how to add users, assign roles, and manage permissions.

Overview​

Users are individuals within your organization who need access to Dockflow. Each user has:

  • A unique email address for login
  • An assigned role (Administrator or User)
  • Access to tradeflows based on sharing and team assignments

User capacity:

  • No limit on the number of users per organization
  • Each user must have a unique email address
  • Users can be added or removed at any time

Adding a User​

Step 1: Navigate to Organization Settings​

  1. Click Dashboard in the main navigation
  2. Click Settings (bottom left corner)
  3. Select Organisation from the settings menu

Step 2: View All Users​

The Organisation page displays all existing users for your entity.

Information shown:

  • User name
  • Email address
  • Role (Administrator or User)
  • Last active date
  • Account status

User status indicators:

StatusMeaning
ActiveUser accepted invitation and can log in
PendingInvitation sent, user hasn't completed setup yet
InactiveUser account disabled by administrator

Step 3: Click the + Sign​

Click the + Add User button in the user list bar (typically in the top-right of the user table).

Step 4: Fill Required Fields​

A form will appear with the following fields:

FieldRequiredDescriptionExample
Email✅ YesUser's email address (will be their login username)[email protected]
First Name✅ YesUser's first nameJane
Last Name✅ YesUser's last nameDoe
Role✅ YesUser or AdministratorUser
Phone❌ NoContact phone number+1 555-0123
Job Title❌ NoUser's positionLogistics Coordinator
Teams❌ NoAssign to existing teamsImport Team, Export Team
Email Address Validation
  • Email must be unique (not already used in your organization)
  • Must be a valid email format
  • User will receive invitation at this address
  • Cannot be changed after account creation (user must be deleted and re-added)

Step 5: Assign Role​

Choose the appropriate role for the user:

User (Standard Role)​

Access:

  • View and manage assigned tradeflows
  • View shared tradeflows from partners
  • Add notes and upload documents
  • Configure personal notifications
  • Access dashboard and reporting

Cannot:

  • Add or remove users
  • Manage organization settings
  • Configure billing
  • Add or remove partners
  • Access other users' private tradeflows (unless shared)

Best for: Logistics coordinators, operations staff, customer service representatives

Administrator (Admin Role)​

Access:

  • All User capabilities (above)
  • Plus:
    • Add, edit, and remove users
    • Manage organization settings
    • Configure billing and subscriptions
    • Add and remove business partners
    • View all organization tradeflows
    • Configure automations and integrations
    • Manage teams and assignments
    • Access analytics and reports
    • Configure custom fields and properties

Best for: Operations managers, IT administrators, department heads, company owners

Role comparison:

CapabilityUserAdministrator
View assigned tradeflows✅✅
Create/edit tradeflows✅✅
View all organization tradeflows❌✅
Add/remove users❌✅
Manage partners❌✅
Configure settings❌✅
Access billing❌✅
Configure automations❌✅
Manage teams❌✅
Multiple Administrators

Best practice: Assign 2-3 administrators for redundancy.

Why:

  • Prevents lockout if one admin leaves the company
  • Ensures coverage during vacations or sick leave
  • Allows delegation of administrative tasks

Step 6: Save Changes​

Click the Save button to create the user account.

What Happens Next​

Automatic Welcome Email​

The system automatically sends a welcome email to the new user with:

  • Confirmation of account creation
  • Link to set up their password
  • Link to log into Dockflow
  • Getting started guide

Email subject: "Welcome to Dockflow - Set Up Your Account"

Email arrives within: 5-10 minutes

User Setup Process

The user must:

  1. Click the link in the welcome email
  2. Create a password (minimum 8 characters)
  3. Log in to Dockflow
  4. Complete the onboarding tutorial (optional but recommended)

Until they complete this process, their status shows as Pending.

User Status Updates​

Pending → Active:

  • User status automatically updates to "Active" when they complete password setup
  • No action needed from administrators

Check user status:

  1. Settings → Organisation
  2. Look for status indicator next to user name

Managing Existing Users​

Edit User Details​

  1. Settings → Organisation
  2. Find the user in the list
  3. Click the three-dot menu (⋯) next to their name
  4. Select Edit
  5. Make changes
  6. Click Save

Editable fields:

  • First name, last name
  • Phone number
  • Job title
  • Role (User ↔ Administrator)
  • Team assignments

Non-editable fields:

  • Email address (cannot be changed - delete and re-add user if needed)

Resend Welcome Email​

If a user didn't receive the welcome email:

  1. Settings → Organisation
  2. Find the user (status should be "Pending")
  3. Click ⋯ → Resend Invitation
  4. Confirm action

Troubleshooting:

  • Check user's spam/junk folder
  • Verify email address is correct (edit user if wrong)
  • Whitelist @dockflow.com in email server
  • Wait 10-15 minutes for email delivery

Deactivate User (Temporarily)​

Temporarily disable a user account without deleting it:

  1. Settings → Organisation
  2. Find the user
  3. Click ⋯ → Deactivate
  4. Confirm action

Impact:

  • User cannot log in
  • User's existing tradeflow assignments remain intact
  • User can be reactivated later (click ⋯ → Activate)

Use cases:

  • Employee on extended leave
  • Seasonal workers
  • Temporary suspension for security investigation

Delete User (Permanently)​

Permanently remove a user from your organization:

Irreversible Action

Deleting a user is permanent and cannot be undone. The user's account and login credentials are permanently removed.

  1. Settings → Organisation
  2. Find the user
  3. Click ⋯ → Delete
  4. Confirm deletion in the popup

Impact:

  • User's login credentials are permanently deleted
  • User can no longer access any tradeflows
  • User's past activity (notes, updates) remains visible (attributed to deleted user)
  • Tradeflows assigned to this user remain in the system (but lose lead contact)

Re-adding a deleted user:

  • You can re-add the same email address as a "new" user
  • Previous account history is not restored
  • Previous tradeflow assignments are not restored

See How to Delete a User for detailed deletion instructions.

Team Assignments​

Users can be assigned to teams during or after creation.

Assign teams during user creation:

  1. In the Add User form, find the Teams field
  2. Select one or more teams from the dropdown
  3. Save user

Assign teams to existing user:

  1. Settings → Organisation
  2. Click ⋯ → Edit next to user name
  3. Update Teams field
  4. Save changes

Benefits of team assignments:

  • Users automatically see tradeflows assigned to their teams
  • Team-based notifications and alerts
  • Easier management of user permissions at scale

See Teams Management for detailed team configuration.

Best Practices​

Role Assignment​

Start with "User" role:

  • Grant minimum necessary permissions
  • Promote to Administrator only when needed
  • Regular users don't need admin access for day-to-day work

Administrator selection criteria:

  • Trusted, experienced team members
  • People who need to manage settings or users
  • At least 2 administrators for redundancy

Avoid:

  • Making everyone an administrator
  • Having only one administrator
  • Using shared admin accounts

User Onboarding​

Prepare before adding user:

  1. Determine which teams they should join
  2. Identify which tradeflows they need access to
  3. Decide on role (User vs Administrator)
  4. Prepare onboarding materials (internal process docs)

After adding user:

  1. Verify they received the welcome email
  2. Confirm they completed password setup
  3. Walk them through first login (or share video)
  4. Assign them to relevant tradeflows or teams
  5. Share internal documentation and processes

Email Management​

Ensure email delivery:

  • Use business email addresses (avoid personal email like Gmail for business accounts)
  • Whitelist @dockflow.com in your organization's email server
  • Check spam filters don't block Dockflow emails

Email address best practices:

  • Use individual email addresses (not shared mailboxes)
  • Use consistent email domain within your organization
  • Avoid role-based emails like [email protected] (use personal emails instead)

Security Considerations​

Password Requirements​

New users must create a password meeting these requirements:

  • Minimum 8 characters
  • At least one uppercase letter
  • At least one lowercase letter
  • At least one number
  • At least one special character

Password reset:

  • Users can reset their own password via the login page ("Forgot Password")
  • Administrators cannot see or reset user passwords
  • Administrators can force a password reset (user receives reset email)

Two-Factor Authentication (2FA)​

Status: Available for enhanced security

Enabling 2FA:

  • Users enable 2FA in their personal account settings
  • Requires authenticator app (Google Authenticator, Authy, etc.)
  • Recommended for all Administrator accounts

Administrator controls:

  • Administrators can require 2FA for all users (Organization Settings → Security)
  • Users have 7 days to enable 2FA after requirement is enforced

Access Auditing​

View user activity:

  1. Settings → Organisation → Activity Log
  2. Filter by user, date range, or action type

Tracked activities:

  • Login/logout events
  • Tradeflow views and modifications
  • Settings changes
  • User additions/deletions
  • Partner connections

Troubleshooting​

User Didn't Receive Welcome Email​

Check:

  1. Email address is correct (Settings → Organisation → Find user → Check email)
  2. User checks spam/junk folder
  3. Wait 10-15 minutes (email delivery may be delayed)

Solutions:

  1. Resend invitation: ⋯ → Resend Invitation
  2. Whitelist @dockflow.com in email server
  3. Try alternate email address (delete user and re-add with different email)

Can't Add User (Email Already Exists)​

Error message: "This email address is already in use"

Possible causes:

  1. User already exists in your organization (check user list)
  2. User was previously deleted but email is still in system
  3. User belongs to a different organization on Dockflow

Solutions:

  • If user exists in your org: Reactivate or update existing account instead
  • If user was deleted: Wait 24 hours for email to be fully removed from system
  • If user is in different org: User must use a different email address (Dockflow users can only belong to one organization per email)

User Status Stuck on "Pending"​

Cause: User hasn't completed password setup

Solutions:

  1. Resend invitation email
  2. Verify user received and clicked the link
  3. Check if link expired (valid for 7 days)
  4. Generate new invitation if link expired

User Can't See Tradeflows​

Check:

  1. User role (User role only sees assigned/shared tradeflows)
  2. Tradeflow assignments (Settings → Tradeflows → Select tradeflow → Assign user)
  3. Team assignments (Settings → Teams → Verify user is in correct teams)
  4. Partner sharing (if tradeflow is from a partner, verify it's shared with your organization)

Solution:

  • Assign user to tradeflow directly, OR
  • Add user to team that has access to tradeflow, OR
  • Promote user to Administrator (if they need full visibility)

Need Help?​

Migrated from: https://support.dockflow.com/how-to-add-users-into-dockflow Last updated: January 28, 2026