Admin guide

Create your account

The person who creates the company workspace becomes its first Admin, so start here if you are setting the company up for the first time.

1. Open Create your company from the HighwayTMS home page (or go directly to /signup).
2. Enter your work email and a password of at least 12 characters, then confirm the password. You accept the legal terms in the company setup step below, not on this screen.
3. Click Create account & continue. If email verification is on, check your inbox and confirm your address first — sign-in waits until the email is verified.
4. After verification you reach Set up your company. Under Your details, enter your full name and phone number. Under Company profile, enter the Company legal name (for example Apex Freight LLC), street address, city, state, ZIP code and company phone number. Your USDOT and MC numbers are optional (leave MC blank if you operate without MC authority) and print on your invoices once added. Fleet size, number of drivers and operation type are optional too.
5. Pick the Company timezone — the timezone drives date handling and driver credential reminders, so choose the one your dispatch actually works in.
6. Tick the required box to accept the Terms of Service, EULA, Acceptable Use Policy, and Billing Terms, and to acknowledge the Privacy Policy. You are accepting on behalf of your company, so make sure you are authorized to do so.
7. Click Create company & continue. You are taken straight to your dashboard.

Prefer Google? Continue with Google is available on the signup screen; after signing in you complete the same company-setup step.

Already have an account? Use Sign in instead — the system sends you to the right place automatically.

Open your dashboard

1. Go to /login, enter your work email and password, and click Sign in. You can also keep Keep me signed in checked on a trusted device.
2. Admins land on the Admin Dashboard. The top bar shows your role and company name; the left sidebar carries Command Center, Loads, Trucks, Drivers, Settlements, and Settings.
3. The dashboard cards show Loads on file, Trucks active, Total booked, and Pickups this week. Below them sit the Loads, Trucks, and Drivers panels, plus a credential-attention banner when a driver’s CDL or medical date needs review.
4. To sign out, open the account menu in the top bar and click Log out, then confirm.

Forgot your password? Click Forgot password? on the login screen, enter your work email, and follow the recovery link to set a new password (12+ characters). To change your password while signed in, open Settings → Security, enter your current password and a new one; other devices are signed out and you receive a confirmation email.

Invite your team

Admins invite teammates by email from company settings. Teammates do not self-register into an existing company — every signup creates a new company.

1. Open Settings (gear icon) → Team members.
2. Under Invite a teammate, enter their Email and select their Role:
   • Admin: Co-owners or managers needing full settings, financial rates, invoices, settlements, and team administration authority.
   • Employee: General operational staff handling daily loads and basic operational documents.
   • Accountant: Finance specialist managing load rates, customer invoices, credit limits, driver settlements, expenses, payment ledgers, and the Financial Journal.
   • Dispatcher: Dispatch specialist coordinating loads, stops, and accessorial requests with financial rates hidden.
   • Maintenance: Fleet specialist managing trucks, trailers, repair work orders, and fuel fills without financial access.
   • Readonly: Auditor or observer needing read-only visibility into operations and reports with database-enforced zero mutation risk.
3. Click Send invitation. HighwayTMS emails them an invitation from noreply@highwaytms.com that names your company and their role. They accept it, choose their own password, and sign in — you never see or share a password. Invitations expire after 24 hours; the member shows an Invite pending badge and you can use Resend until they accept. On their first sign-in they must accept the Terms of Service and acknowledge the Privacy Policy before they can open the dashboard; you cannot accept for them, but your company remains responsible for the users you add.
4. The Current team list below shows the owner and the invitations you send in this session. Review accounts and roles now and then; remove access promptly when someone leaves (see the Security & Data Protection page).

Daily Admin work

• Loads — click Add load to record freight: truck number, pickup/delivery locations and dates, equipment, broker, status, comments, and the Rate (money fields are Admin-only). Attach documents from the row’s Documents action: BOL, POD, and Rate Confirmation slots, each versioned with history.
• Trucks — New truck with truck number, VIN, and driver assignment; delete a profile with Delete truck when a unit is gone.
• Drivers — New driver with contact details; add CDL and Medical Card expiration dates (and file uploads) from the driver’s credentials area. Status badges (Valid, Expiring, Expired, Missing) are advisory reminders, not compliance decisions.
• Settlements — build Driver Settlement Statements for contractors/owner-operators from delivered loads, allocations, deductions, and IFTA; finalize to get an immutable statement number, then download the statement or full package. Statements are business records — not payroll, wage statements, or tax documents.
• Export CSV on the Loads panel for accounting and reporting.

Settings worth knowing

• Company & Timezone — edit the company profile (legal name, address, phone, USDOT and MC numbers) and change the business timezone; credential reminders recalculate immediately.
• Settlement formula — company revenue percentage and deduction categories used by settlement statements.
• Team members — the invite flow described above.

Employees see settings read-only. If a teammate reports a missing menu or a masked money value, that is the role boundary working as designed — see the Employee guide for what each role can reach.