👥 Primary Audience: Admins , Partner Admins, Office Admins, Operation Managers, Dispatchers, Billers, Sales Agents, Data Entry
In Alvys, "companies" encompass various business entities beyond customers. The system supports multiple company types. The Company Management Permissions category governs who can create, modify, activate, and delete non-customer company records. This includes shippers, warehouses, factoring companies, and other business entities your operation interacts with but does not haul loads for on behalf of. With four individual permissions, this category mirrors the Customer Management category in structure but applies to different company types. The Companies List of Alvys is visible to all non-driver roles. Having navigation access to the Companies page does not automatically grant the ability to create, edit, activate, or delete records; each of these actions requires the specific permissions described in this article.
💡 The Company Management permissions govern actions on non-customer company types, while Customer Management permissions govern actions on Customer and Broker/3PL types.
Where to Manage Company Management Permissions
⚠️ To modify these permissions, the logged-in user, preferably an administrator, must possess the “Set Permission” permission located within the Management category. Without “Set Permission”, a user can view the user profile or form but cannot adjust any permissions. For additional information regarding the “Set Permission”, please refer to the Management & Privacy Permissions article.
Company Management Permissions are configured at the individual user level within the User Management interface. To adjust these settings:
Select your username located in the bottom left corner.
Navigate to the Company Profile and select the Users tab.
Choose an existing user to Edit or select the Add User button to create a new profile.
Scroll to the Permissions section and locate the Company Management category.
Identify the four (4) individual checkboxes corresponding to the Company Management permissions detailed in this article: Create Company, Edit Company, Activate Company and Delete Company
Company Management Permissions Breakdown
Create Company
The Create Company permission controls whether a user can create new non-customer company records and import shippers into the system. This applies to company types such as Shippers, Warehouses, Lease Companies, Terminals, Factoring Companies, and other business entities that are not classified as Customer or Broker/3PL.
As your trucking operation grows, you add new stop locations, warehouses, and business contacts. These companies must exist in Alvys before they can be referenced on loads as pickup or delivery locations, as partners in your network, or as operational contacts. If the person responsible for creating these records does not have the Create Company permission, they are blocked from doing so, causing delays in load creation and setup workflows. The “New Company” button is displayed if a user has either the Create Customer permission (for Customer or Broker-type companies) or the Create Company permission (for non-customer companies).
However, if a user has only the Create Customer permission (for Customer or Broker-type companies), they will receive an error if they attempt to create a non-customer company type, such as a Shipper or Warehouse, because they do not have the Create Company permission.
By default, this authorization is extended to the Support, Partner Admin, Admin, Operation Manager, Dispatcher, Biller, Sales Agent, Data Entry, and Office Admin roles. Conversely, this specific permission is not assigned by default to the Safety or Driver roles.
✅ Best Practice: Assign the Create Company permission only to roles responsible for operational setup, such as Data Entry staff, managers, owners, or a dedicated Operations Coordinator. Always review new company records promptly to ensure accuracy before they are referenced on loads or in operational workflows.
Edit Company
The Edit Company permission allows a user to modify information on an existing company profile for company types such as Shippers, Warehouses, Terminals, and others. This includes updating addresses, contacts, phone numbers, operating hours, notes, and any other editable fields on the company record. Without this permission, the user can view the company profile, but all fields appear in read-only mode, and no changes can be made.
By default, this authorization is extended to the Support, Partner Admin, Admin, Operation Manager, Dispatcher, Biller, Sales Agent, Data Entry, and Office Admin roles. Conversely, this permission is not assigned by default to the Safety or Driver roles.
✅ Best Practice: Grant the Edit Company permission alongside Edit Customer. Users who maintain one type of company record typically need access to modify all company types.
Activate Company
The Activate Company permission controls whether a user can modify the activation status of non-customer company records including Shippers, Warehouses, and other non-customer entity types. Status options include Active, Inactive, On Hold, Do Not Use and Disabled. Active companies are available for use in load operations and can be referenced in new transactions. Deactivating a company removes it from active use, preventing it from being referenced in new loads while preserving all historical records tied to that entity. Without this permission, a user cannot change a non-customer company's activation status.
By default, this authorization is conferred upon the Support, Partner Admin, Admin, Operation Manager, Dispatcher, Biller, Sales Agent, Data Entry, and Office Admin roles.
ℹ️ Deactivating a company does not affect loads that have already been created referencing that entity. In-progress and historical loads remain fully intact and accessible. Deactivation only prevents the company from being selected for new load transactions going forward.
To modify a company's activation status:
Navigate to the Companies page.
Open the Shipper, Warehouse, or relevant company profile.
Locate the status button in the top right.
Click the status dropdown and select the desired status (e.g. Inactive).
To reactivate a company:
Navigate to the Companies page. You may need to filter for inactive records, look for an "Inactive" or "Show All" filter.
Open the inactive company's profile.
Locate the same status button.
Click the dropdown and select Active.
The company is now active again and available for use in load operations.
✅ Best Practice: Use deactivation as the default action when a shipper, warehouse, or facility relationship ends or becomes temporarily unavailable. Reserve deletion for confirmed duplicate records or test entries with no load history. When in doubt, always deactivate.
Delete Company
The Delete Company permission allows a user to remove a non-customer company record, such as Shippers, Warehouses, and other non-customer entity types, from Alvys. When this permission is enabled, a Delete button appears in the top-right corner of the company's profile, allowing the user to initiate the removal.
Deletion is rarely the right tool. In almost every case, what a user actually wants is deactivation (see Activate Company above). This permission should be tightly restricted and used only in clearly justified, exceptional circumstances. The Delete Company permission is restricted to the highest-level administrators as a last resort. By default, this specific authorization is extended exclusively to the Support and Partner Admin roles. Conversely, this permission is not assigned by default to the Admin, Operation Manager, Dispatcher, Biller, Sales Agent, Data Entry, Office Admin, Safety, or Driver roles.
To delete a company record:
Navigate to the Companies page.
Open the Shipper, Warehouse, or relevant company profile.
Locate the Delete button in the top right corner.
Confirm the deletion when prompted.
✅ Best Practice: Never grant the Delete Company permission to non-admin roles. Assign it only to one or two trusted administrators in your Alvys account, typically the owner and a senior manager. Before deleting a company, verify that it has no current or active records. Consider requiring a second approval outside of Alvys, via your internal process, before proceeding with the deletion.
Frequently Asked Questions (FAQs)
Q: Why are Customer and Company permissions grouped together in default role assignments?
A: The six non-delete permissions (Create/Edit/Activate for both Customer and Company) are grouped because operational staff typically manage both customer and non-customer company records. This ensures roles like Dispatcher can handle all relevant entities in one workflow.
Q: Can I grant Company Management permissions without Customer Management permissions?
A: Yes, you can manually configure permissions to include Company Management but exclude Customer Management. However, default roles grant both sets together, so separation requires manual adjustment after assigning a role.
Q: What company types use Company Management permissions?
A: Any company type that is not Customer or Broker/3PL uses Company Management permissions. This includes Shippers, Warehouses, Terminals, and other non-customer entities.
Q: Can a user see all company types without Company Management permissions?
A: Yes. Viewing company records is separate from management permissions. Users without Company Management permissions can see records in read-only mode but cannot create, edit, activate, or delete them.
Q: If a user has all four Company Management permissions, can they do everything with company records?
A: Yes, for non-customer company types. They can create, edit, activate, and delete Shipper, Warehouse, and other non-customer records. Customer and Broker/3PL records require the corresponding Customer Management permissions.
Q: Are company creation and editing actions logged in the system?
A: Yes, all actions are tracked and shown in your logs.
Q: What is the best practice for assigning Create Company permission?
A: Assign it only to roles responsible for operational setup, like Data Entry staff, managers, or Operations Coordinators. Review new company records promptly for accuracy.
Q: What is the best practice for deleting company records?
A: Delete permissions should be limited to trusted administrators only. Verify that no active or historical records reference the company and consider requiring secondary approval before deletion.
Q: How should deactivation be used versus deletion?
A: Deactivate companies by default when relationships end or become temporarily unavailable. Deletion should only be used for duplicates or test records without historical references.
Q: Do default roles like Dispatcher or Office Admin have Activate Company permission?
A: Yes, default roles like Support, Partner Admin, Admin, Operation Manager, Dispatcher, Biller, Sales Agent, Data Entry, and Office Admin are granted Activate Company permission. Safety and Driver roles are excluded.
Next Steps
⏭️ Proceed to the App Permissions article to learn how to manage driver and carrier access in the Alvys mobile app. This includes setting up permissions for viewing trip values and pay, issuing or canceling e-checks, editing trailer numbers, and sending carrier rate confirmations.