How to Add and Manage Office Employees in OpenRoad TMS

OpenRoad TMS — Getting Started Series

This article explains how to view, add, and manage office employee (staff) records in OpenRoad TMS, separate from Drivers and Vendors, and separate from system Users/logins.

Before You Begin

• Go to HR → Staff from the main dashboard menu to manage employee records.
• Adding or editing employees typically requires an HR, Admin, or Superadmin role.

Step 1: View Your Employees List

1. Go to HR → Staff.

2. Here you'll see each employee's full name, work email, personal phone, position, and role.

3. Use the Status filter to view All Employees, Active, or Former employees.

Figure 1 — Employees list. Names, emails, phone numbers and dates of birth shown are examples.

Figure 2 — Status filter options.

You can also customize this table using the buttons above it:

• Edit columns — choose which fields are shown.
• Save / Share / Reset — save your current layout, share it with others, or reset to default.
• Export / Export All — download the employee list.

Step 2: Add a New Employee

1. Click + New Employee at the top right of the Employees page.

2. Fill out the Basic Information section: office, employee #, status, name, gender, marital status, birthday, social security number, and address.

Figure 3 — New Employee form (Basic Information, Emergency Contact, Notes).

3. Fill out Contact Information: work extension, personal and work phone/email.

4. Fill out Emergency Contact details, if available.

5. Under Logins, link this employee to an existing system User ID if they also need to log in to OpenRoad TMS.

Figure 4 — New Employee form (Contact Information and Logins).

6. Click Save.

Note: The employee record (Staff) and the system User login are two different things. Not every employee needs a login — for example, an office employee who never uses OpenRoad TMS directly may have an employee record with no linked User ID.

Field Options Reference

Status: Active, Inactive, Suspended.

Marital Status: Single, Married, Common Law, Domestic Partnership

Em. Relationship: Sibling, Parent, Friend, Spouse, Child.

ID: linked system login for this employee, if any. Names shown are examples.

Step 3: View an Employee's Profile

Click the eye icon next to any employee to open their full profile, organized into tabs:

Tip: If this employee is a Fleet Manager, make sure their compensation type is set correctly under Accounting so they appear properly in Reviews.

Frequently Asked Questions

Q: What's the difference between an employee record and a user login?

A: An employee (Staff) record holds HR information such as position, contact details, and pay setup. A User login is what someone uses to sign in to OpenRoad TMS. They can be linked, but not every employee needs a login.

Q: How do I mark an employee as terminated?

A: Open their profile and set their status to Inactive, then add the termination date under the Job tab.

Q: Where do I find an employee's pay information?

A: Open their profile and go to the Accounting tab.

Q: Can I customize which columns show in the employee list?

A: Yes. Use Edit columns above the table, and Save or Share your layout with others on your team.

Still need help? Contact our support team at help@openroadtms.com