One tenant, many teams: Control who sees what in Qargo

The bigger your transport company, the more complicated your setup can become. But even smaller companies can have added complexity with multiple business units, depots or legal entities to manage. When everyone works in the same system, teams spend time on work that isn’t theirs.

Often, it has been hard to keep these distinct within your transport management system (TMS) without having to set up multiple tenants.

Now, with Qargo, you can manage them separately but within one tenant.

A typical complex setup

Let’s take a look at a typical large transport company, operating across multiple countries. Their setup is likely to include:

• Two legal entities, each with its own VAT and invoicing
• Three business units: general haulage, network/palletised, and secure transport
• Separate planning teams, including a small group of vetted planners for secure work
• Several depots and vehicle pools

On paper, these may seem like distinct and separate groups that can be easily split up and handled under the same company. However, many TMS are simply not equipped or configured to cope with this level of complexity – resulting in a lot of sticking points.

It can lead to confusion and ambiguity about who should be planning what, as a planner at one depot may see another depot’s vehicles and re-plan a trip onto them. Or if one depot handles secure transport work, that work gets mixed in with everyone else’s, and the secure team and the other planning teams all have to scroll past each other’s jobs. Finance can also bear the brunt if there’s a lack of division between each entity’s rate cards and invoices.

All of this makes it harder to do an already challenging job.

Qargo’s new visibility restrictions let each team see its own work more clearly. You can set them by department, planning group, resource group or billing entity.

Here’s how.

Four restrictions, one clearer view for every team

• Department – who sees which orders, quotes and customers
• Planning group – who sees work still to be planned
• Resource group – who sees planned trips and resources
• Billing entity – who sees which charges, invoices, and rate cards

All four of these restrictions can be enabled within the platform under Configuration → Organisation settings → Users. We’ve set it up so it’s off by default, so nothing will change in your tenant until a Super Admin switches it on for users. Restrictions apply from the user’s next session.

And of course, there may be some people within your organisation which still need to see the full picture, so restrictions can simply remain off for them.

Department restrictions also limit editing: a user can’t create, change, delete or copy orders for a department they don’t have access to. Planning group and resource group restrictions only filter what planners see, so a planner can still open a trip from another group through its order. Anything with no department or group set stays visible to everyone, so it’s worth filling these in before you switch restrictions on.

Conclusion

Running several entities, depots or teams no longer means running several tenants. Visibility restrictions give each team a view built around its own work, all within one Qargo tenant. This makes it much easier for each team to see their own work at a glance, instead of wading through mountains of information not relevant to them.

If you’re interested in learning more about Qargo, speak to the team today.