Team & Permissions
The Team tab is where you invite employees, set what each one is allowed to do, and remove people who leave. Permissions are granular — you can give a driver access to chat and ratings only, while a dispatcher gets full freight and fleet rights.
Where to find it
Two ways:
- Settings → Team — embedded view inside Settings
- Sidebar → Employees (
/employees) — the full standalone page
Both render the same employee list — Settings is a quick view, the standalone page is the full management screen.
Inviting, editing and removing employees requires the „Manage team" permission. Owners have it automatically.
Roles vs. positions
Pickup2 separates role (your authority on the account) from position (your job title).
Role
Owner or Member. Owner has full control of the company. Members have whatever permissions you grant them.
Position
Job title — Driver, Dispatcher, Speditor, Manager, etc. Used to suggest a default permission preset, but doesn't grant access by itself.
Permission presets
When you invite a member, you can pick one of four presets:
- Full Access — everything except team management. Closest to Owner without the role.
- Operations — freights, fleet offers, deals, chat, ratings. Ideal for dispatchers and speditors.
- Driver — view deals, chat, ratings only. Read-only for everything else.
- Custom — start from a blank slate and tick exactly what you need.
Position auto-suggests a preset — choose Driver as position and Pickup2 will preselect the Driver preset, with a 5-second tip in the corner. You can override it.
Inviting an employee
Click „+ Invite employee"
Top-right of the Team tab or the Employees page.
Step 1 — Basic info
- First name (2+ characters, required)
- Last name (2+ characters, required)
- Email (required, validated, must not already be a team member)
- Position (optional, suggests a preset)
- Phone (optional, validated against country code)
- Salutation (optional: Mr. / Mrs. / Diverse)
Pickup2 checks the email in real time — you'll see „Email is available" in green or „This person is already a team member" in red.
Step 2 — Permissions
Pick one of the four presets, or pick Custom and toggle each permission individually. Some permissions are always enabled for members (chat, view ratings, view team) and can't be turned off.
Click „Send invitation"
An email is sent to the address you entered. The employee appears in the list with status „Pending".
What the invitee sees: an email with a link. Clicking it opens a page asking them to set a password. They confirm, get logged in, and the status flips to „Active".
Pending invitations
Employees who haven't accepted yet show with a „Pending" badge. For each pending invite:
- Resend invitation — sends the email again (in case the first one was missed or filtered as spam)
- Cancel — removes the invitation; the email link becomes invalid
Invitation links don't expire automatically, but if the company has changed substantially since you sent the invite — different name, NIF, etc. — cancel and re-invite to send the current details.
Granular permissions
Custom preset (and the editor for existing employees) exposes these toggles:
| Group | Toggle | What it allows |
|---|---|---|
| Freight orders | View | See published freights and the marketplace |
| Create | Publish new freights | |
| Manage | Edit and delete any company freight | |
| Fleet offers | View | See published fleet offers |
| Create | Publish new fleet offers | |
| Manage | Edit and delete any company fleet offer | |
| Deals | View | See active and past deals |
| Manage | Accept, decline, mark as completed | |
| Chat | — | Send and receive chat messages |
| Ratings | View | See ratings the company received |
| Give | Rate counterparties after a deal | |
| Manage | Reply to or moderate ratings | |
| Fleet (vehicles) | View | See the vehicle list |
| Manage | Add, edit, deactivate vehicles | |
| Team | View | See the employee list |
| Manage | Invite, edit and remove employees | |
| Company profile | Edit | Change name, address, phone, logo |
| Documents | Upload, replace and delete company documents |
Owners always have everything. The toggles only matter for Member-role employees.
Editing an employee
Click an employee in the list and the side panel opens. Click Edit:
- First name, last name, position, phone — all editable
- Permissions — switch preset or fine-tune individual toggles
- Email — locked (immutable). For email changes, contact support.
- Role — not editable here. Use the Promote / Demote buttons instead (see below).
Save with Update. The employee sees the new permissions on their next page load.
Promoting and demoting
Promote member to owner
Click „Promote to Owner" in the side panel. The member becomes an Owner with full company control. Use sparingly — owners can delete the company.
Demote owner to member
Click „Demote to Member" in the side panel. The Owner becomes a Member; their existing permissions are preserved as a custom set, which you can adjust afterwards.
At least one Owner must always exist. If you're the only Owner, you can't demote yourself or remove yourself — promote someone else first.
Removing an employee
Click Remove in the side panel
A confirmation dialog appears: „This action cannot be undone. The employee will lose access to all company data."
Confirm
The employee loses access immediately. Past chats, deals and ratings remain attributed to them in the company history.
Soft delete behaviour: the employee record is marked removed but their footprint stays in the audit trail. They can't log back in unless re-invited under the same email.
What you can't do
- Remove yourself. Deletion is hidden on your own row — change Owner first if you want to leave.
- Remove the last Owner. The system blocks the action.
- Edit an Owner if you're a Member. Even with „Manage team" permission, only other Owners can edit Owners.
- Change someone's email. Email is immutable — they need to register fresh under the new address (and you re-invite).
Empty state
A brand-new company sees:
- People icon
- „No employees yet"
- „Invite team members to help manage your business"
- „+ Invite employee" button (if you have permission)
Common errors
„This person is already a team member"
The email belongs to an employee already (active or pending). Check the existing list before resending.
„Please enter a valid email address" / „Please enter a valid phone number"
Format check failed. Phones are validated against the country code you select — a German number with a French dial code will be rejected.
„Failed to send invitation"
Temporary network or mail-server hiccup. Try again in a moment — the form keeps your input.
„You don't have permission to perform this action"
You're missing the „Manage team" toggle. Ask an Owner to grant it from your employee record.
Tips
Get team setup right the first time
- Use position to your advantage. Setting Position = Driver auto-suggests safe permissions — saves clicks and avoids over-granting.
- Avoid creating multiple Owners unless you genuinely co-own the company. Owners can delete everything.
- Audit permissions quarterly — staff change roles, and the Custom toggles drift. A 5-minute review keeps things tight.
- Disable rather than re-invite isn't possible yet; if someone's on leave, the cleanest move is to remove and re-invite when they return.
Need more help?
Our support team is available 24/7. Contact support