Team Settings
Team Settings let admins separate day-to-day work by branch, office, business unit, or operating desk. When teams are enabled for your organization, users see and create records for the teams they can access.
When to use teams
Use teams when different groups should work from separate load, customer, location, billing, reporting, spot quote, tracking, or EDI views.
Common examples:
- Branch offices
- Regional operations groups
- Dedicated customer pods
- Brokerage desks
- Separate accounting or dispatch teams
If everyone should see the same records, a single team is usually enough.
Create a team
- Open Settings.
- Go to Organization Settings.
- Find Teams.
- Enter the team name.
- Add notes if helpful.
- Add the team address, phone, and email when the team uses separate contact details.
- Save the team.
Team name is required. Address fields are optional and should match the contact details your team wants associated with that operating group.
Team fields
- Name: the team label users see in filters, assignments, and setup screens.
- Notes: internal context for the team, such as office, desk, or ownership details.
- Address: street address for the team when different from the main organization address.
- Address 2: suite, unit, floor, or secondary address detail.
- City: city for the team address.
- State: state or province.
- Zip: postal or ZIP value.
- Phone: phone number for the team.
- Email: team email address.
Edit a team
- Open Settings.
- Go to Organization Settings.
- Find the team.
- Update the name, notes, or contact details.
- Save.
Changing a team name updates what users see in team selectors and filters. It does not change the records that already belong to that team.
Assign users to teams
- Open Settings.
- Go to Users.
- Select the user.
- Find Teams.
- Select each team the user should access.
- Choose one selected team as the user's default.
- Save teams.
Each user needs at least one team. The default team is used when ARK TMS needs a starting team for new work or a default view.
Choose a good default team
Set the default team to the group where the user creates most new loads, customers, locations, and spot quotes. For managers with access to several teams, choose the team they use most often, then they can switch the dashboard filter when reviewing other teams.
Change the active team view
When a user can access more than one team, team controls appear on supported dashboard pages.
Use Teams to choose:
- All teams: show all teams the user can access.
- One team: focus the page on a single team.
- Multiple teams: review a selected group of teams.
The selected team view affects visible records, filters, reports, exports, billing lists, spot quotes, lane history, and new record defaults on supported pages.
Creating records with teams
When team controls are shown, confirm the correct team before creating work.
- Loads and spot quotes use the selected or default team.
- Customers may be visible to one or more teams.
- Locations are tied to one team.
- Billing and reports follow the teams selected in the dashboard.
- Imported customers and locations need a team when multiple teams are available.
If a new record does not appear after saving, switch Teams to All teams or the team used when the record was created.
Removing access
To remove a user from a team, open the user's Teams panel, clear that team, choose a valid default team from the remaining selections, and save. Review that user's assigned work before removing access.
Teams that are no longer used should be renamed or reserved according to your company process. Contact support if you need help retiring a team that has existing records.
Setup checklist
- Create the organization teams.
- Assign admins to every team they need to manage.
- Assign each user to the right team or teams.
- Set each user's default team.
- Ask users to sign in and confirm their Teams selector shows the expected options.
- Create or review one customer, location, load, report, and billing view for each team.