Assigning roles and tasks to users in fireTMS

From this article you will learn about features such as: 

• User roles 
• User data visibility
• Assignment of tasks to users
• Payment marking and merging
• Exporting documents to PDF

Effective team management with fireTMS

In managing a team, it is fundamental that each employee knows their responsibilities and the duties assigned to them. This makes it easy to check the status of their progress and makes work more efficient. fireTMS has functions that allow for efficient organisation of the company.

User roles

User roles in fireTMS allow the functions of employees to be defined, depending on their duties. There is the option to use predefined settings or to create your own roles according to your company’s needs. To edit a selected role, go to System configuration >> Roles >> Edit. In the edit view, you will see a list with the range of permissions that can be selected. The system has also a possibility to assign a component role, such as Accountant, Forwarder or Management. This way, when creating a new role, there is no need to select additional permissions, because these will be automatically added from the previously selected roles.

User data visibility

In fireTMS, it is possible to limit the visibility of data for each user. Changes to this are only available from the Administrator level. To do this, you go to System configuration >> Users and double-click on the user name or select Edit.

Then move to the Branches field. In a situation where the user should have access to the data of all branches and to be able to create orders to the branches to which the user is assigned, the checkbox The user can see data (…) should be ticked.

To assign an employee to a selected branch and change the preferred data availability, one of the options must be selected:

• Only user’s own data – the user sees only their own data (contractors to be entered, orders created by them).
• All the data within a branch – the user can see all data (contractors, orders created by other users).
• Own data but shared client data base – the user can only see their own orders, but has access to clients introduced into the system by other users.

The chosen settings are saved by confirming with the OK button. The presented functions are available in selected packages.

Assignment of tasks to users

Moving to Files >> Tasks >> Add, can be create tasks and assign them to selected team members. The user can, for example, give the task a specific date of implementation or select the country of realisation. Tasks can be assigned to a single user or to more than one person, as and also to a working group.

Payment marking and merging

In the payments view, there are receivables and payables generated by the system based on accounting documents. These include, among others, sales and purchase invoices, corrective invoices, and debit notes. After the customer pays the invoice, it is necessary to mark the payment of the invoice in the system. To do this, go to Accounting >> Payments >> All payments. Then, select the invoice for which the payment has been made (total or partial) and click on Mark payments on the right. After defining the date and inserting the amount – it can be full or partial – you confirm the payment with the OK button.

fireTMS has a feature to merge payments for the same contractor. This option is available in Accounting >> Payments >> All payments. Has to be clicked Merge payments, which is located on the right hand side, and then select the payments assigned to the same contractor and confirm with the Merge button.

Export of documents to PDF 

The programme allows you to export sales invoices and sales corrective invoices to PDF. To do this, go to Accounting >> Export documents and select Export. Then need to choose the branch and define the date and confirm with OK. The exported PDF document will be sent to in an email or will be ready for download in the Export documents main panel.

The described functionalities are available in the individual plans. If you would like to find out more about the features of fireTMS, please contact us.