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Self-service tenant configuration: Setting up your Admin console

To ensure your tenant is configured for the optimal experience for your organization, you can configure settings, integrations, rules, and more within Turvo’s Admin console during onboarding. These settings, integrations, rules, and other features can also be managed after onboarding, to ensure your Turvo tenant grows and changes along with your company.

This article covers:

How to access the Admin console

You can access the Admin console by clicking the profile icon at the top-right corner of the page and selecting Admin console from the drop-down menu.

From there, users with Admin level permissions and above can access a number of different tiles that allow you to set up user permissions, integrations, configure tenant settings, and others.

Important note: Users with permissions below Admin will not be able to configure settings via the Admin console.

Important note: Users with Editor, Operator, and Owner level permissions can access the Admin console, but can only see the Turvo data importer and API & Webhooks tiles. While users with Editor, Operator, and Owner permissions can contribute to uploads via the Turvo data importer tile, they can only view API documentation in the API & Webhooks tile.

Self-service setup flow recommendation

For executing the self-serve steps in the Admin console, we recommend the order of operations outlined below. Each section links to the appropriate documentation throughout our Help Center, to ensure you have all of the information needed to complete each portion.

Important note: Only users with Admin or Super admin permissions can perform the following actions.

Step 1: Import data via TDI

The Turvo data importer (or TDI) available in the Turvo data importer tile of the Admin console allows users to bulk upload data into the Turvo platform using .csv files in a specified format. TDI allows the user to create new entities as well as make updates to existing entities via file import.

To learn more about TDI, the recommended order of importing data, and to view the field mapping tables for each entity, see the Turvo Data Importer (TDI) section of the Help Center. The articles available in this section will introduce you to TDI, explain how to import data via TDI, and break down the field mapping tables for each entity available in TDI.

Note: TDI imports can be completed at the same time as the other configurations available in the Admin console. If you’re utilizing the Public API, we recommend importing data via the API rather than TDI uploads.

Additionally, if you have RMIS and plan on integrating your tenant with RMIS, TDI will be executed first in your Sandbox environment, then your Production environment. Turvo should automatically sync the imported carrier info with carrier information from RMIS.

Step 2: Configure your Company profile

Using the Company profile tile in the Admin console, you can configure your company’s profile settings including:

  • Company name, address, and phone number
  • Default phone country code
  • Company logos including Primary logo and Account logo

For step-by-step instructions on how to configure your company’s profile settings, see the following articles in our Help Center:

Step 3: Setup Document templates

Note: This feature is only available to tenants using standard Turvo document templates. If you want to enable Document templates for your tenant, contact your Turvo representative.

Using the Document template tool in Admin console, you can easily change and update templates for Customer rate confirmation, Carrier rate confirmation, Bill of Lading, and Customer invoice. 

Each document type has a default template that is applied to all customer or carrier accounts by default. The default template can be based on a Turvo-provided Turvo template, or based on your own HTML file using the Custom template feature. 

In addition to the default template, each template can have secondary templates that can be assigned to specific customer or carrier accounts, depending on the document type. All secondary templates must be based on a custom template that your organization creates and uploads. 

See the Configuring Document templates in Admin console article in our Help Center for step-by-step setup instructions.

Best practices to keep in mind while configuring:

  • If there are email or phone communications specific to an internal team, be sure to configure that here.
  • The Customer invoice has a status option. Remember that Approved is the status that triggers the sync to your FMS.
  • If you want customized signatures on your Rate Confirmations, toggle off the Show signatures option and add your signatures in the Terms & conditions section.
    Note: If you want a specific reply-to email for certain documents sent from Turvo that will require assistance from Support.

After your tenant is configured and you’re actively working in Turvo, review our additional resources for working with Documents in Turvo:

Step 4: Establish tenant settings

Next, using the Settings card in the Admin console, configure basic tenant settings for all of your Turvo users for a uniform environment such as time format, Shipment ID preferences, and more.

To learn more about the settings available in the Settings card, review the following documentation We recommend viewing the video first, then reading the written article for more details:

Step 5: Configuring Payment settings

The Payments tile available in the Admin console helps keep payment settings organized, allowing you to tweak and adjust payment methods and advances, as well as view the payment terms that are available for third parties you do business with, as well as set up billing document rules for your tenant.

Note: Payment Terms are not available for self-service at this time. See the Exceptions to self-service configuration section of this article for more information on setting up Payment Terms. Additionally, if you have RMIS, you will need to configure your payment terms before enabling RMIS.

For a full understanding of how to manage and update your payment methods and advances, as well as establishing billing document rules, see the How to adjust payment terms, methods, and advances in Admin console available in our Help Center.

Step 6: Self-service integration configuration via Integration hub

The Integration hub tile available in the Admin console and can be used to configure specific integrations without needing to contact Turvo.

There are several different Payment, Load board/Tracking, Carrier tools, and Telematics integrations available for self-service within Integration hub. For an overview of how to use Integration hub for self-service, see our Integration hub article. For articles detailing how to enable specific integrations via Integration hub, see the Integrations section of our Help Center for the full list.

Step 7: Creating Users and Groups

Note: We recommend migrating User and Groups via TDI for account ownership and filtering purposes, then post-go-live you can add new users and groups manually. However, if you need to add users and groups manually, you can follow the references linked below.

Creating a user in Turvo grants them access to your platform and assigning them to created groups allows you to streamline their visibility and access when working in Turvo. To create new users and manage existing ones, as well as create new groups and manage existing ones,  navigate to the Users and Groups tiles, respectively, within the Admin console.

For detailed step-by-step instructions on how to create and manage your users and groups, please refer to the following documentation within our Help Center. We find it’s helpful to watch the videos first, then reference the written articles for a full understanding of the features.

Best practices to keep in mind while adding and managing users and groups:

  • If you need to restrict functionality, you can use the Operator permission to lock shipments/orders at a certain status from this permission. More information on locking orders and shipments can be found in the following articles: Locking shipments from changes and Locking orders from changes.
  • We recommend limiting the Admin permission level to a select few users.
  • If you have multiple users associated with groups and you are using TDI, you will need to upload Groups first, then upload the Users. When uploading the Users, you will also need to upload the optional group.csv file available for the Users entity.

Protip: Here are a few additional resources to view once your tenant is up and running to help you better understand and utilize the features available to groups and users!

Step 8: Configuring business rules for your tenant

The Rules tile within the Admin console allows you to configure tenant level rules and automate workflows to help streamline your organization’s Turvo experience.

Business rules are split into 6 categories: Carrier, Customer, Orders, Payment, Shipments, and Users. You can find information on how to configure rules for each category, detailed descriptions of the rules, and error messages/resolutions available in the following articles:

The Rules tile also houses the Autopilot feature, which allows you to define up-front rules to automatically trigger an exception once specific criteria is met. To learn more about Autopilot, reference the following articles:

Step 9: Configuring and managing Tags

The Tags tile available in the Admin console gives you the ability to create specific tags for your tenant to help organize shipments based on varying statuses, needs, or issues.

While many tags in Turvo are system-generated, meaning they are applied to shipments automatically when they meet specific criteria, creating a list of unique tags for your organization can help further organize your shipments.

To learn more about creating, managing, and using tags in Turvo, see the following Help Center articles:

Exceptions to self-service configuration

The following tenant configurations are not available for self-service and would need to be enabled by your Turvo representative. To request one of the following configurations, submit a Support ticket with the following information:

Payment terms

Provide the payment terms, their associated fees, and the payment methods they should be mapped. All payment terms that need to be enabled can be included in one ticket.

An example would look like: “Please enable Net 30, no fee, and map to ACH, Wire, and ComCheck.”

More information around payment terms can be found in our How to adjust payment terms, methods, and advances article.

Auto-invoice

Auto-invoicing automatically creates and sends an invoice to the billing email listed in the customer profile when a shipment status is manually changed to Ready for billing. Alternatively, if no documents are required to bill the customers, you can select No documents required to invoice and, once the shipment reaches a Route complete status, the customer will be invoiced.

To enable this for your tenant, submit a Support ticket and specify that auto-invoicing should be toggled off for all customers at the time of enablement. This is to ensure you can control who auto-invoicing should be enabled for through the Billing section of the customer’s profile. You can find more information about setting up auto-invoicing in the following Help Center article: How to use Auto Invoicing.

You will also need to provide a fallback email address in your enablement required. This email address will be a backup email address if auto-invoicing is established for a customer and either 1. The billing email address associated with the customer profile is invalid, bounces, etc. or 2. A billing email address was not provided for the customer profile.

An example of the request could look like: “Please enable auto-invoicing, off for all customers. The fallback email address is: email123@email.com”

Dwell time

Expected dwell time in Turvo is set at a Location level and is an important factor for estimating arrival times. To simplify the process, you can set an expected dwell time value at a tenant level to be applied to all Locations by default. You can then change the expected dwell time for a given location to differ from your tenant default.

The standard dwell time enabled is 2-hours, but you can choose the appropriate dwell time for your organization. An example request for enabling dwell time for your tenant might look like: “Please enable a dwell time of 1 hour tenant-wide”.

For more information about dwell time in Turvo and how it affects ETA calculations, you can see the following articles in our Help Center:

Email set-up

Reply-to emails

When your Turvo tenant is first created, a generic support email is used for reply-to emails. To ensure your documents have the appropriate reply-to emails, this email address needs to be updated. Reply-to emails can be defaulted to the email address of the sender of the email or a specific email address. You can also configure a different email address for each document type available in Turvo.

The enablement request might look something like: “Please change the reply-to emails for the following document types to the following email addresses:

  • BOL: operations@turvo.com
  • Invoices: accounting@turvo.com
  • Carrier Rate Confirmations: carriersales@turvo.com

Additionally, please default all reply-to emails to the user who is sending the document.”

Email templates

When emailing documents via Turvo, there is a standard subject line and email text that populates with each email. Review the text in your Turvo Sandbox, and if there are any changes that need to be made, let us know.

To review the email templates, log into your Turvo Sandbox environment and create a test shipment. Then, navigate to the Documents tab in the shipment and create a Customer rate confirmation, a Customer invoice, and a Carrier rate confirmation.

To review the template, click the Email icon at the top of the view document page.

From there, you can view the available text in the text box of the Email document modal.

To update the text displayed in the email, the Support request could look something like this: “Please update the standard email text on the carrier rate confirmation to below:

Email subject: Rate confirmation for shipment: #5618H

Email body:

Hi,

Thank you so much for giving {Your Company Name} the opportunity to partner with you for your freight needs. It is our aim to ensure the entirety of this process is as seamless as possible, so please reach out to your Customer Account Owner with any questions or reach us directly at XXX-XXX-XXXX

Thank you,

{Your Company Name}”

Restrict tag creation

You have the option to restrict tag creation to Admin users only. Restricting tags allows you to standardize workflows across your entire team, while enabling users to create their own tags gives them the flexibility to create their own workflows.

An example of this request in a Support ticket might look like: “Please restrict tag creation to Admin users only.”

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