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Roles & Permissions in Cario 

Purpose 

Roles in Cario define what users can see, access, and perform within the Freight Management System (FMS) and Cario Connect TMS. Proper role configuration ensures users have the correct access based on their responsibilities while maintaining security, governance, and operational control. 

Benefits 

Using well-defined roles allows organisations to: 

  • Control access to sensitive configuration and pricing data 
  • Reduce the risk of accidental changes 
  • Improve operational efficiency 
  • Streamline user onboarding 
  • Maintain consistent permissions across teams 

Scope 

This article applies to tenant administrators and system administrators who are responsible for managing user access and permissions within Cario. 

Prerequisites 

Before creating or modifying roles: 

  • You must have Admin or Tenant Admin access 
  • Confirm the user’s job function and responsibilities 
  • Identify which modules and actions the user needs access to (e.g. Consignments, Warehouse, Customer Service, Driver Tracking) 

 

How to Create a Role in Cario 

  1. Log in to Cario using an Admin account 
  2. Navigate to Administration and select Roles 
  3. Click the plus icon to create a new role 
  4. Enter the following details: 
    1. Role Name 
    2. Display Name 
    3. Role Description 
  5. Enable permissions based on the user’s function 
  6. Click Save to finalise the role 

Once saved, the role becomes available for assignment to users. 

 

Permission Categories Explained 

Maintenance 

Controls access to master data used across the system, including: 

  • Addresses 
  • Products 
  • Hazardous Materials 
  • Descriptions 
  • Codes such as Cost Centres and Custom Labels 
  • Printer Configuration 

These permissions are usually restricted to Admin or Accounts users. 

Consignments 

Controls the full consignment lifecycle, including: 

  • Creating outbound and return consignments 
  • Modifying and deleting consignments 
  • Viewing and manifesting consignments 
  • Reprinting labels and manifests 
  • Quoting, consolidation, and autofill from orders 
  • Hazardous goods handling 
  • Status updates 

Commonly assigned to Dispatch, Operations, and Customer Service teams. 

Controlled Returns 

Controls return workflows, including: 

  • Activating returns 
  • Receiving returned items 
  • Managing expired controlled returns 

These permissions should only be assigned to users managing returns operations. 

Warehouse 

Controls order and warehouse execution, including: 

  • Creating orders and packed orders 
  • Orders maintenance 
  • Packing optimisation 
  • Event scanning and milestone updates 

Assigned to Warehouse and Operations users. 

Customer Service 

Provides visibility and support tools, including: 

  • Consignment status screens 
  • Viewing invoices 
  • Reprinting and emailing documents 

Typically read-only with limited modification rights. 

Analytics and Reports 

Controls access to: 

  • Dashboards and analytics widgets 
  • Standard and custom reports 
  • Report maintenance 

Usually restricted to Management or Admin roles. 

Tenant Features and Configuration 

Advanced configuration permissions, including: 

  • Viewing carrier costs and charges 
  • Manual pricing 
  • Carrier allocation 
  • Auto print configuration 
  • EDI downloads 
  • Locking addresses 
  • Hiding pricing and reprint options 
  • Auto consignment postback 

These permissions should be tightly controlled and limited to senior administrators. 

Administration and Security 

Controls system-level access, including: 

  • Roles management 
  • User management 
  • Drivers and Vehicles configuration for Cario Connect TMS 

Restricted to Admin or Tenant Admin roles. 

 

Recommended Role Presets 

Tenant Administrator 

Purpose: Full system administration 

Typical access: 

  • All Maintenance modules 
  • All Consignment actions 
  • Warehouse functions 
  • Roles and Users management 
  • Tenant Features and Configuration 
  • Reports and Analytics 
  • Controlled Returns 

Accounts / Finance 

Purpose: Billing, reporting, and compliance 

Typical access: 

  • Maintenance (Addresses, Products, Codes, Hazardous, Descriptions) 
  • View charges and costs 
  • Create, modify, and view consignments 
  • Manifest and reprint 
  • Customer Service invoice viewing 
  • Reports and exports 

No access to roles or driver management. 

Dispatch / Operations 

Purpose: Day-to-day freight execution 

Typical access: 

  • Create and modify consignments 
  • Quoting and manifesting 
  • Consolidation and autofill orders 
  • Hazardous goods handling 
  • Consignment status updates 
  • Controlled Returns (if applicable) 

Limited access to maintenance and no pricing configuration. 

Warehouse Operator 

Purpose: Order handling and scanning 

Typical access: 

  • Warehouse Create Order and Create Packed Order 
  • Orders Maintenance 
  • Packing Optimiser (if enabled) 
  • Event Scanning 
  • Create consignments from orders 

No access to pricing, carriers, or user administration. 

Customer Service 

Purpose: Visibility and issue resolution 

Typical access: 

  • Consignment Status (Basic and Advanced) 
  • Reprint and email documents 
  • View consignments and tracking 
  • Controlled Returns viewing or receiving if required 

No access to consignment creation or pricing. 

Driver Supervisor (Cario Connect TMS) 

Purpose: Driver oversight and compliance 

Typical access: 

  • Driver Assignment 
  • Live Map 
  • Driver Timeline 
  • Assessment Policies and Responses 
  • Time Approval 
  • Notifications 

No access to consignment creation or billing. 

 

Best Practice Guidelines 

  • Start from a role preset and adjust as needed 
  • Limit Tenant Feature permissions to Admin users 
  • Review roles regularly to remove unused access 
  • Keep Accounts, Warehouse, and Dispatch roles clearly separated