Staff List

Staff List


Creating a New Staff Card

  1. In your TransVirtual web portal menu, click on Home > Card Files > Staff List

  2. Click on the button in the top right corner of the page.

  1. Enter a new username, ensure it ends with a @yourcompanyname (no need to include a .com) ie tom@yourcompanyname

  2. Enter a password with at least 6 characters

  3. Ensure Enable Mobile is ticked if the user will be scanning and delivering consignments.

  4. Once all of the above has been entered, select Add


  1. To add more information and advanced user settings, please see the Edit/Modify User article.


Staff List Import

This import can only be done by a TransVirtual staff member! Please contact us to help you achieve this.
This process uses a csv/excel file to create staff users in bulk.
If you require this, contact TransVirtual and we will send you two files; an 'Import' file and a 'Values' file.
The Import file is what needs to be filled out and sent back to us and the Values file will contain the data you can use to fill out the Import file - it will help with ensuring all entered data is formatted correctly.

The Import file you receive will look like the below:


You will be required to populate this file with the appropriate values for each new user you wish to create. An example could be the below:


Timezone = This is the timezone the user will operate out of. Common examples are Brisbane timezone users need to be set as E. Australia Standard Time (from the Values file) and Sydney timezone users need to be set as AUS Eastern Standard Time (from the Values file).
Employee Code = A unique code you can assign to each user if you wish but not required.
Customer Name = This column allows you the ability to link a user to a customer - in this case you would actually be creating a customer login for that customer.
Agent Name = This column allows you the ability to link a user to an agent - in this case you would actually be creating an agent login for that agent.
Permission Group = The level of access you wish the user to have to your TransVirtual account. Most of your users may be drivers or operations. If so, ensure they are in the relevant Security Group.
If this field is left blank in the Import file, the user will default to the group specified here:

This can be changed under Settings > General > Global Setup > General tab > Other (bottom-right of page).
If creating customer or agent logins, they also default to the specified group as above, if the the Permission Group field is left blank.
Force Password Reset = Typing YES means that the user will be forced to create their own custom password after they login (recommended).
Mobile Enabled = Typing YES means the user will have access to use the same login on the mobile app. Recommended for drivers or operational staff that require device usage (scanning/deliveries through Sign on Glass, etc).
The rest of the columns are self-explanatory but let us know if we can assist with these.

Each row represents a unique user you wish to create.
At a minimum you only need to enter a Username and Firstname for each new user in this file.
However, we recommend that the Headport, Security Group, Email Address and Password also be included.

The other file that you will be sent will be a Values file.
This Values file will contain options on what can be entered under each column in the Import file that will be used to create the new users.
It will look a bit like this:

The highlighted text in the above image represents column names in the Import file.

For example, in the above image there are two options under ForcePwdResetList:


These are the ONLY two available options to be entered into the below section in the import file:


You can see that YES has been typed which means that each of these new users will be forced to reset and change their password - useful if you want each user to define their own custom password (recommended).

The Values file contains data for the columns in the Import file. For the import to work correctly the column data for each row MUST match exactly to exiting options from the Values file you will receive - this does not apply to username, names, passwords etc where there will be no existing data and each value will need to be unique. Things like Headports, Time-zones, etc will need to be entered EXACTLY as per what is listed in your Values file.
Any columns that exist in the Values file MUST be used to populate the corresponding column in the Import file.
Once the import file has been filled out, send to TransVirtual. It will then be checked to ensure no errors and imported from there if okay or sent back to you to change/modify if errors are present.

Searching/Finding a User

  1. To open the Staff List page, go to Home > Card Files > Staff List
  2. This will open a window that allows you to search/filter for a user
  3. This page allows you to filter the users on a number of fields stored against each customer. In this case, Under the "Login Name" column there is a search box you can enter part of the name. Push the Enter key on the keyboard and you will be showed a list of the customers that match the search criteria.
  4. Double left click the User to see its details.

Edit/Modify a User

  1. Find/Locate a User
  2. Once you have found your user you will be presented with a window as follows;
  3. You can double left click on any field you wish to modify across each of the areas described below:
  4. When finished modifying any field, select save to update the customer.

Disabling a User

  1. Search/Find a customer

  2. Once you have found your customer you will see the following page;

  1. Click on the  button in the top right hand corner of this page:  

  2. You will be prompted with a confirmation screen, click Yes.

Re-Adding a deleted User

Users that are deleted through the Web Portal are only disabled and not presented in the User list. Working through the following instructions shows you how to find and re-enable a User that has been deleted.
  1. To open the Staff List page, go to Home > Card Files > Staff List

  1. This will open a window that allows you to search/filter for a User

  1. In the top right hand corner there is a tick box labeled "Show Deleted". If you select this tick box it will refresh the User List and any deleted Users will be highlighted in orange.

  2. This page allows you to filter the customers on a number of fields stored against each customer. In this case, Under the "Login Name" column there is a search box you can enter the part of the name. Push the Enter key on the keyboard and you will be showed a list of the customers that match the search criteria.

  3. Double left click on the customer you wish to re-enable and the editing screen will come up for that User.

  4. Select the  button in the top right hand corner of the page.

Reset a Login Password


  1. Locate your user from Home>Card Files>Staff List
  2. Double Click on user card you wish to reset password for
  3. Select Change Password from the top right hand side of the user card
  4. Enter new password for the Staff/User login
  5. Select Save

User Edit/Modify - General Information

General Information

This section will describe general information and assignments within TransVirtual.
  1. Double left Click or single click the sliders to change the value's
  2. Make changes and click Save

Field Information:

  1. First Name: Users First Name
  2. Last Name:  Users Surname
  3. Email Address:  Users Email Address
  4. Mobile Number:  Users Mobile Number
  5. Time Zone: Users Time Zone - This is used extensively throughout TransVirtual to display timing for events both relative to the user but also users across timezones.
  6. Headport Assigned: Users default Headport
  7. Employee Code: Could be used in sending data through EDI in place of using a name
  8. The following 3 must be used together. They allow the auto login of a user to a specific page. This is generally used for in conjunction with devices &/or display information about the current work
  9. Auto Login URL: This is Auto-Generated on User Creation
  10. Auto Login Location IP: You must set your public IP address if you require auto login to function. This ensures your auto login is bound to your single location. To obtain your IP, website such as www.whatismyipaddress.com can assist you.
  11. Auto Login Redirect To: Enter the full transvirtual URL of the page you would like to auto load against the auto login feature. 
  12. Enable Google Authenticator: 2-Step Authentication is available for logins and is important to protect vital financial and client data.
    1. Get the iOS app at  http://buff.ly/2sr1xpH
    2. Get the Android app at http://buff.ly/2srcszB
    3. Enable this setting and follow the prompts to complete the setup.
  13. Send Mobile App Download Link via SMS: Send a link to a mobile number to download the Android application.

User Edit/Modify - Mobile Settings

General Information

In this section you set settings for mobile devices within TransVirtual against the user.

  1. Double Left Click or single click the sliders to change the value's

  2. Make changes and click 

Field Information:

  • Sync Blackout Periods (Start & End): Are used to ensure that information (ie Consignments) are not sent to mobile devices between a start and end time. These can be set in the global settings to have a default for all mobile devices (Click Here for instructions) but can be overridden on a user basis. These are set to 5 minute intervals in both AM and PM. When you select either the Start or End time you will be presented with a selection box like the following:

Select the hour, and then the minute and click .

  • Enable Mobile Access: Enables this user to log on via a mobile device via the TransVirtual app. Additionally if enabled this user will display as an option for allocations.

  • IT Support Only: Removes GPS Tracking for this user.

User Edit/Modify - Permission Groups

General Information

In this section you set the security groups for the user.

These group permission are populated from the Settings > General > Security menu within TransVirtual. This allows you to add the user to the appropriate groups.

User Edit/Modify - Visible Alerts

General Information

In this section you can turn on visible alerts for the user. These alerts will appear in the top right of the header as a red notification. Clicking will display a drop down list with the actions required.

Field Information:

  • When Driver has Requested Mobile Access: When a users signs up via the mobile app they will need your company TransVirtual number to connect to your system. A notification will be displayed for you to authorise access to these devices.

  • When Customer has Requested TransVirtual Link: Your customers who are TransVirtual users can request to link accounts. This gives you seamless access to consignment data relating to freight they have assigned to you. The customer will also have access to consignment status data as it moves through your delivery network.

  • When Agent has Requested TransVirtual Link: Your agents who are TransVirtual users can request to link accounts. This gives you seamless access to consignment data relating to freight you are assigning to them. Your agents will also have limited access to consignment data that you assign to them.

  • Customer Export Rule Requires Approval: Enables notification when customers send export rules to your TransVirtual account.  

  • Authority to Leave entered by Receiver: Allow Authority to Leave in Tracking option must be enabled from the Settings Page for this option to work. When a receiver enters an Authority To Leave (ATL) on the delivery day before the driver arrives, an alert will be displayed to notify the driver of the ATL update.

  • Additional Service Requires Approval: If a delivery was unable to be delivered and requires an additional service, this will notify the user that this service requires approval.

User Edit/Modify - Customer Enquiry Groups

General Information

In this section you assign the customer enquiry groups for the user.

These group permission are populated from the Settings > Lists and Zones > Dictionary Lists > Customer Enquiry Groups menu within TransVirtual. This allows you to add the user to the appropriate groups.

User Edit/Modify - Printer Settings

  1. In the Printer Settings section you can left click the "Edit Printers"
  2. This will enable you to assign a printer to each of the 3 Print types.
  3. Select the appropriate printer for each of the Print Types
  4. If you wish to remove a printer from a Print Type, select the red clear button to the right.





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