Add & Manage Users – Route4Me Team Management Guide

Route4Me’s Last Mile Transportation Team Software helps you build a structured routing team with clearly defined roles: Managers, Route Planners, Drivers, and other team members. Each team member can be given tailored permissions, route visibility, and access to specific drivers and vehicles, all based on your enterprise model and last mile routing needs. This makes it easy to assign the right routes to the right people in real time. And, to keep everyone aligned, Route4Me syncs updates instantly across all connected devices. Use this guide to add, invite, upload, and manage users.

Add, invite, upload users to your Route4Me account and manage your team by editting users and permissions.

NOTE: To learn about your account’s user limit or to increase your user limit, please contact Route4Me Support.

 

 

Add New User – Manually Create Profiles, Upload Users Spreadsheet, Invite Users Via Email

Open Your Users Page

Route4Me offers several ways to add users to your team. You can create individual profiles manually, bulk upload multiple users via spreadsheet, or send email invites to new team members. Each method is explained in more detail below.

To view your team’s hierarchy and reporting structure, use the Tree View toggle at the top of the Users page.

Enable Tree View to visualize your Route4Me Last Mile Transportation team hierarchy and reporting structure.

 

Create Users – Manually Add New Users and Sub-Users To Your Team

To create a new user, go to “Team” in the Navigation Menu, select “Users“, then, from your Users page, click “Add User(s)“. Alternatively, click the Down Arrow Button next to an existing user and select “Add Sub-User“.

Your ability to view and manage users depends on your User Type. Based on your permissions, you can add sub-users with different roles and assign them under your account or another team member.

NOTE: Learn more about Route4Me’s Team Hierarchy and User Account Level Permissions.

Add drivers, route planners, dispatchers, and other team members by creating user profiles.

 

Next, click the “Create” tab to manually set up a new user account. Fill in the required profile fields, then click “Create User” to add the user to your team. Details about each profile section and field are provided in the table below.

Fill out a user's information and personal details and click Create User to add a new user profile to your last mile team.

FieldDescription
Profile Info
Profile PictureClick the empty avatar and upload an image or a photo of the team member for personalization.
Full NameEnter the first and last name of the user in the corresponding field.
Date of BirthEnter the user’s date of birth on the calendar.
PasswordEnter and confirm the password the new team member will use to sign in to their account on the Route4Me Mobile App or Web Platform. NOTE: Users can use the email address specified in the “Contact Info” section as their username when signing in.
Contact Info
EmailThis email address will be used as the sign-in username by the team member to access their new Route4Me user account.
PhoneContact phone number of the team member. The user’s phone number can then be used to dial the user from Route4Me’s Mobile Route Planning apps.
Attribution
Reporting ToSelect a manager who will view and manage the new user.
User TypeSelect the preferred User Type: Administrator, Regional Manager, Route Planner, Dispatcher, Driver, Analyst, Sorter, or Customer Support. Each User Type has a specific set of default account-level permissions. Learn more about Route4Me’s User Types Hierarchy and Customizing User Account-Level Permissions.
Optimization ProfileSelect an Optimization Profile that will automatically be used to optimize last mile routes whenever the user attempts to plan a route.
FacilitiesAssign the user to one of your Last Mile Business  Facilities.
Custom DataRoute4Me’s Custom Data enables you to add additional information to your users that doesn’t fit into reserved fields. To add custom data to users, enable the Custom Data Add-On on the Primary Route4Me Account. Additionally, learn more about User Custom Data.
Permissions
User Permissions: Travel-OnlyEquivalent to enabling Read-Only Mode when creating users without the Grab & Go feature. The user can see the routes, addresses, orders, users, and work assigned to them but can’t edit routes, addresses, orders, users, and work assigned to them.
User Permissions: Travel and Plan Routes with OrdersEnables the user to scan barcodes on orders and add them as destinations to a route. Routes planned this way will be optimized with the user’s associated Optimization Profile. Additionally, learn more about scanning barcodes on iPhone and using the Android mobile barcode scanner.
User Permissions: Travel and Plan RoutesEquivalent to Read-Only Mode disabled when creating users without the Grab & Go feature. The user can see and edit the routes, addresses, orders, users, and work assigned to them.
Route And Destination StatusesAllow the user to change route and destination statuses on the Web Platform. NOTE: This feature is not enabled by default. To enable it, contact Route4Me’s Support Team.
Return To SenderEnable “Return to Sender” scanner option for the Mobile App used to scan order barcodes and mark orders for return to sender.
Proof of Visit ActionsAllow the user to add, edit, or delete notes, photos, signatures, and other records that confirm a destination was visited or completed.

 

Invite Users – Invite New Team Members Via Email Link

To invite users, select the “Invite” tab in the “Add User” panel. Enter each user’s email address in the Email field and choose their User Type in the Role field. When ready, click “Invite User(s)” to send email invitations for account creation.

You can also enable Read Only Mode for any invitee by checking the box in the “Read Only” column. Add more invitation rows with the “Add More” button, or remove invitations by clicking the delete icon.

Send email invites to drivers, route planners, dispatchers, and other team members to join your Route4Me company account.

 

Track User Invitation Status And Re-Send User Invites

After sending user invitations, you can click the “Invitations” Button to view invitation statuses, or resend or cancel invitations.

To resend an invitation, click the Resend button next to the entry. To cancel one, click the delete icon; this deactivates the registration link immediately. You can also check “Show History” to view all accepted, canceled, or expired invitations.

Below, you’ll find descriptions of all invitation statuses.

Check team member invitation statuses for invited drivers, route planners, dispatchers, and other members.

Invitation StatusStatus Description
PendingUser invitation was sent, and the invited user hasn’t accepted it yet.
AcceptedThe invited user has accepted the sent invitation and registered a new Route4Me account with the pre-assigned User Type. Accordingly, you can find the users who have registered their Route4Me account on your Route4Me “Team Members” page.
ExpiredA user invitation link is active for 48 hours. Accordingly, if the invited user doesn’t accept the invitation and register within 48 hours, their registration link automatically expires.
CanceledUser invitation was canceled. You and your sub-users can cancel user invitations. Accordingly, when an invitation is canceled, the sent registration link is automatically deactivated.

 

Upload Users – Team Members Spreadsheet Formatting And Upload

To import team members into your Route4Me account, click the “Upload A File” tab in the “Add User” panel.You can drag and drop a CSV, XLS, or XLSX file with user data into the highlighted area or click “Browse Files” to select your file.

For convenience, use Route4Me’s Bulk User Import Spreadsheet Template. Download the template, fill in your team’s information, and upload it to create multiple users at once.

Download Spreadsheet Template

Drop and drop or upload a CSV, XLSX, or XLS file with user data to bulk upload multiple users to your Route4Me account.

 

Spreadsheet Formatting Details For Bulk User Upload

The user upload spreadsheet is organized into columns and rows. To add a new column, enter the desired column name in the header row, then fill in the corresponding user data below. Each row represents a single user.

NOTE: Learn more about Route4Me’s Spreadsheets Formatting Requirements.

Format spreadsheet to bulk upload drivers, route planners, dispatchers, and other team members into Route4Me.

 

Below, you can find the list of column names you can add to your spreadsheet. Learn more about Route4Me’s User Types and User Permissions and Route4Me’s User Permissions Settings, Read-Only Mode, Route and Company Visibility Settings.

Column NameExample ValueColumn Description
First NameJohnFirst name of the user.
Last NameDoeLast name of the user.
Email[email protected]Valid email address of the user. This email address will be used by the user to sign in to their Route4Me account.
PasswordPassword12345#This password will be used by the user to sign in to their Route4Me account.
User TypeSUB_ACCOUNT_DRIVERAdd the following User Types (in capital letter only): SUB_ACCOUNT_ADMIN, SUB_ACCOUNT_REGIONAL_MANAGER, SUB_ACCOUNT_PLANNER, SUB_ACCOUNT_DISPATCHER, SUB_ACCOUNT_ANALYST, SUB_ACCOUNT_DRIVER.
Owner Email[email protected]Email address of the user’s manager – an existing user that the newly added user will report to.
Date of Birth9/25/1980Date of birth of the user.
Phone1-888-555-5555Phone number of the user.
Hourly Rate50Hourly rate of the user.
Driving Rate per Mile50Driving rate per mile of the user.
Driving Rate per Route50Driving rate per route of the user.
Service Time Rate per Hour50Service time rate per hour of the user.
Wait Time Rate per Hour50Wait time rate per hour of the user.
Hide Routes Scheduled for Before the Current DateTrue or FalseAdd “True” to enable or “False” to disable. When enabled, the user can’t see any routes that are scheduled for before the current date.
Show Future Routes Scheduled Number of Days in Advance30Add the preferred number of days for future routes visibility. For example, if you add “30” days, the user will see only those routes that are scheduled to start within 30 days from the current date.
See All DriversTrue or FalseAdd “True” to enable or “False” to disable. When enabled, the user can see and optionally manage all Drivers stored on the Primary Route4Me Account and accounts of all other users branched under the Account Owner.
See All VehiclesTrue or FalseAdd “True” to enable or “False” to disable. When enabled, the user can see and optionally manage all Vehicles stored on the Primary Route4Me Account and accounts of all other users branched under the Account Owner.
Global Address BookTrue or FalseAdd “True” to enable or “False” to disable. When enabled, the user can see and optionally manage all Address Book addresses stored on the Primary Route4Me Account and accounts of all other users branched under the Account Owner.
Global Orders ListTrue or FalseAdd “True” to enable or “False” to disable. When enabled, the user can see and optionally manage all Orders stored on the Primary Route4Me Account and accounts of all other users branched under the Account Owner.
Read-OnlyTrue or FalseAdd “True” to enable or “False” to disable. When the Read-Only Mode is enabled for the user’s account, the user can see the routes and work assigned to them but can’t edit the routes and work assigned to them.

 

After uploading your spreadsheet, Route4Me automatically matches column headers to its user profile fields. If any columns don’t match correctly, you can manually assign them by selecting the appropriate field from the dropdown menu.

To do this, click the mismatched column name and choose the correct option based on the type of data it contains.

Match user data from the uploaded spreadsheet with Route4Me's user profile fields.

 

Manage Users – Edit Team Member Account Details, Permissions, And More

With Route4Me’s Last Mile Team Management Software, you can manage, edit, delete, or reassign users with just a few clicks. All the settings available when creating a new user, such as personal details, team hierarchy, user type, permissions, pay rates, and driver skills, can also be updated for any existing user or sub-user.

View And Edit Users – Adjust User Information, Visibility, And Access Permissions

On your Users page, you can view and manage all users associated with your Route4Me account. Likewise, each user can see and manage the sub-users assigned under them.

To view a User Snapshot, an overview of key metrics and details associated with the user, click the “Open User” button. To edit a profile, click the Down Arrow next to their name. This opens a menu with additional options, described below.

Edit accounts and profiles of drivers, route planners, dispatchers, and other team members.

Edit ActionAction Description
Add Sub-UserAdd a new sub-user with the respective User Type that will report to the given user. Learn more about creating new users and sub-users.
View Assigned RoutesOpen the list of all routes that the user is assigned to. Learn more about assigning drivers and users to routes.
DeleteDelete the user. NOTE: Deleting a user can’t be undone. To get help with deleting users, Contact Route4Me Support.

 

In the “Edit User” panel, you can update all the same settings available during manual user creation. After making changes, click “Save” to apply the updates.

NOTE: Once a user’s account is created, their email address cannot be edited. To use a different email, you’ll need to delete the existing account and create a new one. Learn more about deleting users later in this guide.

Edit general team member profile information such as user name, email address, password, and user type for drivers, route planners, etc.

 

Edit User Permissions – Account-Level Permissions Settings

Once a user account is created, you can adjust their visibility and access rights in the “Permissions” tab of the “Edit User” panel. Detailed explanations of each permission setting are provided below.

NOTE: For additional guidance, refer to Route4Me’s User Account-Level Permissions Settings support documentation.

Drivers, route planners, etc., account level user permissions for route, team, vehicle, and order visibility and editing.

Permissions SettingsPermissions Descriptions
User Permissions
Travel-OnlyEquivalent to enabling Read-Only Mode when creating users without the Grab & Go feature. The user can see the routes, addresses, orders, users, and work assigned to them but can’t edit routes, addresses, orders, users, and work assigned to them.
Travel and Plan Routes With OrdersEnables the user to scan barcodes on orders and add them as destinations to a route. Routes planned this way will be optimized with the user’s associated Optimization Profile. Learn more about scanning barcodes on iPhone and using the Android mobile barcode scanner.
Travel And Plan RoutesEquivalent to Read-Only Mode disabled when creating users without the Grab & Go feature. The user can see and edit the routes, addresses, orders, users, and work assigned to them.
Route And Destination Statuses
Route And Destination StatusesEnables the user to change route and destination statuses on the Web Platform.
Return To Sender
Return To SenderEnables the “Return To Sender” scanner in the mobile app. Contact Support to Enable.
Proof Of Visit Actions
Proof Of Visit ActionsWhen enabled, allows the user to edit or delete collected proof of visit or delivery notes.
Route Visibility
Hide Routes Scheduled For Past DatesWhen enabled, the user can’t see any routes that are scheduled for before the current date. When disabled, the user can see routes regardless of their scheduled date. Contact Support to Enable.
Hide Future Routes Scheduled Past N DaysEnable and add the preferred number of days for future routes visibility. For example, if you add “5” days, the user will see only those routes that are scheduled to start within 5 days of the current date. Contact Support to Enable.
Company Visibility
See All DriversWhen enabled, the user can see and optionally manage all Drivers stored on the Primary Route4Me Account and all other users branched under the Account Owner.
Global Address BookWhen enabled, the user can see and optionally manage all Address Book addresses stored on the Primary Route4Me Account and all other users branched under the Account Owner.
Global Orders ListWhen enabled, the user can see and optionally manage all Orders stored on the Primary Route4Me Account and all other users branched under the Account Owner.

 

Delete Users – Remove Team Members From Your Route4Me Account

To delete a user, click the Down Arrow next to their name and select “Delete” from the menu. This action permanently removes the user and all associated data, including their assigned routes, and cannot be undone.

NOTE: If you want to keep the user’s routes, reassign them to another team member before deleting the account. For assistance with deleting users, contact Route4Me Support.

Delete drivers, route planners, dispatchers, and other team member profiles from the Route4Me route planning software account.

 

Configure Users Page – Add And Customize User Data Columns

You can customize the data columns on the Users page to display only the information relevant to your needs. Click the Display Columns Icon, then check the boxes next to the columns you want to show.

To reorder columns, drag and drop the column names. The order from top to bottom reflects how they appear left to right on the Users page. Refer to the table below for details on each column.

Customize users data columns on your Route4Me Users page.

Column NameDescription
RoleUser’s respective User Type, i.e. Administrator, Regional Manager, Route Planner, Dispatcher, Driver, Analyst, Sorter, or Customer Support. Each User Type has a specific set of default account-level permissions. Learn more about Route4Me’s User Types Hierarchy and Customizing User Account-Level Permissions.
EmailEmail address of the user that functions as their account log in.
Created OnDate when the user’s account was created, invitation accepted, or User account details were first uploaded.
Last LoginTimestamp of the last time the user logged in to their Route4Me account.
Last Login DeviceThe device that was last used by the user to log in to their Route4Me account.
LoginsThe total number of times the user has logged in to their Route4Me account.
Reporting ToThe direct manager or supervisor the user reports to within the team hierarchy.
FacilitiesPhysical business locations associated with the user. These could include warehouses, depots, distribution centers, or hubs that might serve as start, end, or midpoint locations for routes.
Hourly RateThe cost or pay rate assigned to the user.
Driving RateThe cost or pay rate per mile or kilometer.
Service Time RateThe amount of time allocated or charged for service at each stop.
Wait Time RateThe cost or time allocated for delays or waiting periods at stops.
LocationThe primary worksite or base where the user is assigned or operates from.
Optimization ProfileDefault routing preferences and constraints applied to the user.
Date of BirthThe Users birthdate, typically used for identification, compliance or Human Resources records.
Phone NumberThe contact number associated with the user.
Shared TerritoryA geographic area assigned to multiple users.

 

Route4Me Mobile Team Management And Real-Time Synchronization

Route4Me provides real-time synchronization of route and team data across all connected devices. When you add a new team member, their profile is instantly available on all linked Route4Me accounts.

This allows you to access, assign, and manage users seamlessly from Route4Me Business Route Planner desktop software, as well as the iPhone Route Planning app and Android Route Planning app. For example, an Administrator can add new Drivers, and Dispatchers can immediately view them and assign routes.

NOTE: Learn more about team management using Route4Me’s iPhone Mobile App and Android Mobile App.

View and manage your entire Route4Me team directly from the Route4Me iPhone and Android Mobile Team Management App.

 

 

Last Updated:

About author: Kristian Andreev

Kristian is a Technical Writer at Route4Me. With over a decade of experience in writing and localization, he's an expert at communicating complex technical data in a clear, concise, and user-friendly way. Passionate about bridging the gap between engineers and users, he specializes in creating documentation to streamline onboarding, enhance product usability, and support global teams on the path to success.

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About Route4Me

Route4Me has over 40,000 customers globally. Route4Me's Android and iPhone mobile apps have been downloaded over 2 million times since 2009. Extremely easy-to-use, Route4Me's apps create optimized routes, synchronize routes to mobile devices, enable communication with drivers and customers, offer turn-by-turn directions, delivery confirmation, and more. Behind the scenes, Route4Me's operational optimization platform combines high-performance algorithms with data science, machine learning, and big data to plan, optimize, and analyze routes of almost any size in real-time.