How to control who sees what at your DSP.

Why office access gets out of hand

In many DSP offices, everyone sees every screen, money included, and nobody knows who answers a driver's early call. Four gaps cause it:

• Everyone in the office sees everything, including the money.
• A driver calls at 6am and nobody knows who answers.
• Punch times sit in Paycom, where dispatch cannot see them.
• The tool carries someone else's name, not yours.

What good looks like

• Every office user has their own login and only the role their job needs.
• A leaver's login is deactivated the day they leave.
• Every driver question has a named person to call.
• The punch connection is checked before every payday.
• Your company name, logo and DSP code are on the product and its exports.

The procedure

Five steps: one on every hire, one on every exit, one whenever cover changes, one every pay period and one once. Most of the Admin Portal can only be changed by the Owner and Sub Admin.

1. 1

   Give each office person only the post their job needs

   On hire

   Where Admin Portal · UsersWho Owner or Sub Admin

   When someone joins the office, invite them on Users with their own email and the role that matches their job: Operations for dispatch, Finance for the money, Manager for both. Each role opens only its own pages, and a page a role cannot use is hidden.

   Done when: The person shows on Users as Invited, then Active once they accept.

2. 2

   Remove a leaver's login the day they leave

   On exit

   Where Admin Portal · UsersWho Owner or Sub Admin

   On the day an office person leaves, deactivate their row on Users. They can no longer sign in, their seat is freed at once, and their history is kept. For a driver who leaves, deactivate them on their Associates record, which also ends their app access.

   Done when: The row shows Deactivated, and Seats used drops by one.

3. 3

   Put a name on every driver question: pay, van, route

   On change

   Where Admin Portal · ContactsWho Owner or Sub Admin

   On Contacts, add the person, desk or company that answers each kind of driver question, with a phone number and the reasons they cover, such as pay, van trouble or a route problem. Drivers see them on the Help screen in Ultimate DA, and a reason nobody covers is never shown.

   Done when: Every reason drivers need is covered by at least one shown contact.

4. 4

   Check the punch connection is live before payday

   Every pay period

   Where Admin Portal · ConnectionsWho Owner or Finance

   Before each payday, open the Punch API tab in Connections. Check it reads connected, read the last sync time and click Test connection. Punches from Paycom or ADP feed the Compliance board and each driver's Timecard, so a dead connection means worked hours and overtime are missing.

   Done when: The tab reads connected, the last sync is recent, and Test connection passes.

5. 5

   Put your company name and logo on every export

   Once

   Where Admin Portal · Company & StationWho Owner or Sub Admin

   Fill in Company & Station once: your legal name, DSP code, display name, logo and brand color, and the station's time zone. Your display name shows in the top bar and on the driver app, your DSP code goes into export file names, and your legal name and logo go on the documents Ultimate DSP generates.

   Done when: The top bar shows your display name, the icon rail shows your brand color, and the next export carries your DSP code.

The three numbers to watch

Common mistakes

• Sharing one office login.
• Giving everyone Manager.
• Leaving a leaver's login active.
• Removing users who have history.
• Leaving driver reasons uncovered.
• Finding out at payroll that punches stopped.