Roles and permissions: each person sees and changes only their part
Thirteen built-in roles, custom roles from a permission list, and portals that show a client or carrier only its own loads. Checked on every save.
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A dispatcher needs the trucks on the road and the drivers' hours. A sales colleague needs price lists and quotes. Neither needs your margins. In Druma each person gets a role, and the role decides what they see and what they may change.
Users cost nothing extra: office users, drivers and client users are unlimited on every plan. Give each person the narrowest role that covers the job.
Thirteen roles for the jobs in a transport company
Druma comes with built-in roles your company can assign: Company Admin, Key User, Planner, Dispatcher, Fleet Manager, Customer Service, Sales, Finance, Reporting, Resource planner and Mechanic for the office and the workshop, plus Driver and Client.
Where some of them stop:
- A Dispatcher follows the trucks, confirms assignments that wait for dispatch, records short deliveries and chats with drivers, but creates no orders and sees no prices, margins or invoices.
- Sales owns price lists, quotes and clients, and can turn a won quote into an order, but cannot change an order once it is saved.
- Finance works invoices, overdue items and reconciliation, and reads cost and margin, without planning or touching the fleet.
- Reporting opens Home, Analytics and Finance and sees every figure there. It can save and share reports, and changes no order, invoice, truck or setting.
- A Mechanic runs workshop jobs from a phone or a shared tablet and sees part quantities, never a price.
A person can hold several roles in one company; the permissions add up. Someone who works for two of your companies can be a Planner in one and a Dispatcher in the other, with one sign-in.
Who sees money
Order cost and margin, the client price, invoices, workshop costs and reports on named drivers are each a separate permission. A Planner sees cost, margin and invoices but not reports on named drivers. Customer Service sees the client price and the invoices, not the cost. A Fleet Manager sees workshop costs and named-driver reports, and no client prices. Settings has a Role & Permission Matrix that lays all of this out side by side, area by area, with every permission behind each cell.
Custom roles
When no built-in role fits, a Company Admin builds one: clone the nearest role and tick or untick permissions, or start empty. A night dispatcher who may also assign trucks is Dispatcher plus one ticked box. A Customer Service desk without invoicing is Customer Service with two boxes unticked. A company can have up to 25 custom roles.
The permission list is grouped by the same areas as the matrix. Where one permission depends on another, the list says so. Nobody can grant more than they hold themselves: a permission you do not have is greyed out, and Druma refuses to assign a role that carries one.
Checked on every save
Druma checks a person's permissions on every save and on every page of data it sends, so a user who finds a way past a hidden button still cannot read the margin or save the order. When a role changes, the next save already follows the new rules; menus catch up when the person reloads or signs in again.
Deactivate ends a person's access at once and signs them out on every device. Their orders and history stay. An AI assistant a user connects to Druma works with that user's permissions and stops when the role no longer allows it.
Clients, carriers and drivers see their own part
People outside your office never get an office role.
A client user is linked to one client and sees that client's shipments, documents and, with access to the whole account, its prices and invoices. Never another client's loads, your costs or your internal notes. A carrier opens one load from a link and a code e-mailed to an address you hold for that carrier: no account and nothing else in your company. A driver sees the loads assigned to them in the driver app.
Clients and carriers can invite a colleague, but only to what they themselves may see, and you can see and withdraw every invitation.
Who changed what
The Audit Log lists every create, update and delete on orders, invoices, clients, trucks and drivers, with the user, the time and the exact fields changed. A closed record, such as a delivered order or a sent invoice, is corrected through the Key User Hub with a reason, and the correction is kept in its own ledger. A Company Admin can require two-factor sign-in for the office; drivers, client users and mechanics are not asked for it.
Questions we get asked
Can a person have different roles in two of our companies?
Yes. Roles belong to a company, and one sign-in switches between companies.
Can a dispatcher see our margins?
Not with the built-in Dispatcher role. It sees no prices, margins or invoices. A custom role can add them if you decide so.
Do extra users cost more?
No. Office users, drivers and client users are unlimited.
Who can give roles?
A Company Admin, or a custom role that holds the user-management permission. Nobody can change their own roles or grant a permission they do not hold.
What happens to a user who leaves?
Deactivate them. Access ends at once on every device, and their work stays in the history.