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Choosing the Right Cario Role for Your Team Members
Purpose
This guide helps Tenant Administrators and System Administrators choose the right Cario roles and permissions for each team member based on their real-world responsibilities in logistics and freight operations.
Correct role mapping ensures users have the access they need to do their job—no more, no less, improving security, efficiency, and accountability across Cario FMS and Cario Connect TMS.
Why Role Mapping Matters
In freight operations, different teams touch the system in very different ways. A dispatcher, warehouse operator, accounts user, and driver supervisor all need very different access.
Well-defined roles help organisations:
- Protect sensitive pricing and configuration data
- Prevent accidental changes to rate cards or system settings
- Speed up onboarding for new staff
- Reduce training time and support tickets
- Maintain clear separation between operational, financial, and administrative functions
Who This Guide Is For
- Tenant Administrators
- System Administrators
- Operations Managers
- IT / Systems Owners
Before You Assign a Role
Before creating or assigning a role, confirm:
- The user’s day-to-day responsibilities
- Which modules they need (Consignments, Warehouse, Reports, Driver Tracking, etc.)
- Whether they should view pricing, edit pricing, or not see pricing at all
- Whether the user is operational, supervisory, or administrative
Understanding Roles & Permissions in Cario
Roles in Cario control:
- What modules a user can access
- What actions they can perform
- What sensitive data they can view or modify
Permissions are grouped by functional areas, allowing precise control over access.
Permission Categories Explained
Maintenance
Used to manage core master data, including:
- Addresses
- Products
- Hazardous Materials
- Descriptions and codes (Cost Centres, Custom Labels)
- Printer configuration
🟦 Typically assigned to Admin or Accounts roles only.
Consignments
Controls the full freight execution lifecycle:
- Create, edit, and delete consignments
- Quoting and carrier selection
- Manifesting and label printing
- Consolidation and autofill from orders
- Dangerous Goods handling
- Status updates and events
🟦 Commonly assigned to Dispatch, Operations, and Customer Service (view-only).
Controlled Returns
Manages return freight workflows:
- Activating controlled returns
- Receiving returned items
- Managing expired returns
🟦 Assigned only to teams responsible for returns processing.
Warehouse
Supports warehouse execution:
- Create Orders and Packed Orders
- Order maintenance
- Packing Optimiser
- Event scanning and milestones
- Create consignments from orders
🟦 Assigned to Warehouse and Operations teams.
Customer Service
Provides visibility and support tools:
- Consignment status and tracking
- Invoice viewing
- Reprinting and emailing documents
🟦 Usually read-only with limited modification rights.
Analytics & Reports
Controls access to:
- Dashboards
- Standard and custom reports
- Report exports and scheduling
🟦 Typically assigned to Management, Accounts, or Admin roles.
Tenant Features & Configuration
Advanced system configuration permissions:
- View carrier costs and charges
- Manual pricing
- Carrier allocation logic
- Auto-print setup
- EDI downloads
- Locking addresses
- Auto consignment postback
- Hiding pricing and reprint options
🔒 These permissions should be tightly restricted to senior administrators.
Administration & Security
Controls system-level access:
- Role creation and management
- User creation and password resets
- Driver and vehicle configuration (Cario Connect TMS)
🔒 Restricted to Admin and Tenant Admin roles only.
Recommended Role Profiles by Job Function
Tenant Administrator
Who: System owners, senior IT, platform administrators
Purpose: Full system control
Typical access includes:
- All Maintenance modules
- All Consignment and Warehouse functions
- Roles and Users management
- Tenant Features and Configuration
- Reports and Analytics
- Controlled Returns
- Accounts / Finance visibility
Accounts / Finance
Who: Finance, billing, compliance teams
Purpose: Financial accuracy and reporting
Typical access includes:
- Maintenance (Addresses, Products, Codes, DG)
- View charges and costs
- Create, modify, and view consignments
- Manifesting and reprints
- Invoice viewing
- Reports and exports
🚫 No access to roles, users, or driver management.
Dispatcher / Operations
Who: Dispatchers, freight coordinators
Purpose: Day-to-day freight execution
Typical access includes:
- Create and modify consignments
- Quoting and manifesting
- Consolidation and order autofill
- Hazardous Goods handling
- Status updates
- Controlled Returns (if applicable)
🚫 No access to pricing configuration or tenant settings.
Warehouse Operator
Who: Warehouse floor staff
Purpose: Picking, packing, scanning
Typical access includes:
- Create Orders and Packed Orders
- Order maintenance
- Packing Optimiser (if enabled)
- Event scanning
- Create consignments from orders
🚫 No access to pricing, carriers, or user administration.
Customer Service
Who: Support and service teams
Purpose: Visibility and issue resolution
Typical access includes:
- Consignment status (basic and advanced)
- Reprint and email documents
- Tracking visibility
- Controlled Returns viewing (optional)
🚫 No access to consignment creation or pricing.
Sales / Commercial
Who: Sales and account managers
Purpose: Quoting visibility and customer support
Typical access includes:
- Quote visibility
- Consignment history
- Reports and analytics
- Customer-level data
🚫 No access to system configuration or carrier costs.
Driver Supervisor (Cario Connect TMS)
Who: Fleet managers, driver supervisors
Purpose: Driver performance and compliance
Typical access includes:
- Driver assignment
- Live Map
- Driver timelines
- Assessment policies
- Time approvals
- Notifications
🚫 No access to consignment creation or billing.
Best Practice Role Mapping Tips
- Start with a role preset and fine-tune permissions
- Keep Accounts, Warehouse, Dispatch, and Admin roles clearly separated
- Restrict Tenant Features to the smallest possible group
- Review roles regularly as teams and responsibilities change
- Avoid giving “just in case” access — add permissions only when needed