Agent management

General

Add new agent organisations and manage the permissions and users via Organisation settings easily!

Accessing the Agent organisations tab requires Admin rights

Add agent organisation

Open Agent organisations tab under Organisation settings and start adding a new one by clicking the +button on the upright corner. Name the organisation and select a representative from the existing contacts or add a new contact with the +button. Representative is used as the default arrival & departure agent for the berth calls added from the reservations! Determine if the organisation users should be able to create vessels and whether these new or edited vessels should be automatically confirmed or not using the toggle switches. You can also allow creating and deleting of port calls and set an email reminder to agent about creating the call when vessel is estimated to arrive or depart. If reservations made by the agent organisation can sometimes be relocated by the port on berths the organisation doesn't have access to the option to Allow editing own berth calls regardless of berth access needs to be activated in order to enable the creating and deleting. Note that port calls can only be created from agent organisation's own reservations with these permissions. If you would like the agent's to receive reminders about upcoming reservations via email you can set how many days in advance these should go out in the Email reminder for reservation section. You can also determine the default app language for the agent organisation users from the given options! Agent users can change the language setting later on via the user settings.

If vessel changes are not set to be automatically confirmed port will be shown in the reservation details that the vessel has been modified or added by the reserving agent and is asked to review the vessel information in vessel library

Determine berth/port area access

In the Berth access section add the berths you want to have available for the agent organisation. First click on the +button and select a berth from the drop down menu. If you want the agents in that organisation to be able to add reservations which will be processed by the port select Needs approval option. If you would like to allow booking without separate approval from the port you can choose Automatically approved and the booking will get confirmed automatically after adding. If you leave both options unselected the agents will only be able to view the berth in question! You can also set a number of meters as Allowed vessel extra length for a berth.

Access can also be determined by Port areas. Port areas can be added via Organisation settings under Locations by importing or drawing an area directly on the map. To allow the agents in the organisation to make bookings to port areas instead of berths click on the +button and select the areas wanted. When the reservation is made to a port area it's up to the port to select a berth for it in the processing phase. Once you are done setting the permissions click Save.

Determine vessel access

If the feature to determine vessel access for agent organisations has been activated you need to open vessel library after adding the agent organisation and grant access to the correct vessels. Open Agent access tab in the vessel details and add access for agent organisations using the +button.

Open the agent organisation details and check which vessels organisation has access to under Accessible vesselsYou can open the details of the accessible vessels by clicking on them

Invite agents

To invite agents to use Community open Users under User management. Select Invite user section and type in the email address of the agent. In the Access to agent organisation section select an organisation from the drop down menu and click Send invitation. The permissions set for the agent organisation will determine which berths or port sections the agent has access to when logging in to Community after registering. If you would like to invite the agent to also have access to the port side of GISGRO in addition to Community, you can select the Grant access also to this organisation option and choose a suitable user group to determine what data and features are available.

If the agent is a part of multiple organisations you can grant access to more than one agent organisation by clicking on the pen icon in the Users listIf you want to allow a user already invited to port side of GISGRO to have access to an agent organisation just use the same pen icon, choose the organisation and Confirm

Manage agents & agent organisations

You can remove agent user's access to Community from the Users list by clicking on the trash can icon. If the user is also part of a GISGRO user group and you want to only remove access to Community but not to GISGRO you can click on the edit icon and clear out all selected agent organisations.

Open the agent organisation details and check which users have access to the organisation under Community users

If you invite an agent who has previously had access to GISGRO they don't need to register again but can just use the same log in credentials

You can edit agent organisations under Organisation settings. Just open one from the list by clicking and view or update the details and settings.

Remove access to berths or port sections by clicking on the trash can icon. If you want to edit the details of the representative you can do this via Contacts.

Updated on: 30/07/2025

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