Watsco New User Setup (SmartTMS, OSD & SVP)

Overview

Use this procedure when creating a new user for any Watsco business unit.

Systems Covered:

• • • SmartTMS (Transportation Management System)
    • OSD Portal
    • SVP (Shipment Visibility Portal)

 

Step 1: Review the Access Request

New user requests are typically submitted via email and may include either:

• • • An attached Excel spreadsheet, or
    • User information within the email body

Carrier Enterprise Approval Requirement

Carrier Enterprise requests must come from one of the following approvers:

Name	Email
Shaun Collins	Shaun.Collins@carrierenterprise.com
Luis Rosa	Luis.Rosa@carrierenterprise.com
Resa Groves	rgroves@watsco.com

If the request does not originate from one of these individuals, obtain approval before proceeding.

Required Information

Verify the request includes:

Field	Required
First Name	Yes
Last Name	Yes
Email Address	Yes
User Type	Yes
Location Number	Yes
Phone Number	Yes
System Access Requested	Yes

Example

First Name	Last Name	Email	User Type	Location	Phone	System
Ryne	Holden	Ryne.Holden@carrierenterprise.com	1	3102	423-698-7755	TMS / OSD / SVP

 

Step 2: Locate Branch Information

• • • Navigate to the Watsco Folder.
    • Open +Location Info.
    • Open the most recent Watsco Location Info file.
    • Select the Address tab.
    • Search the Location ID from the request.

Record the following information:

• • • Location Name
    • Branch Address
    • Phone Number

This information will be needed during SmartTMS setup.

 

Step 3: Locate the Client in SmartTMS

• • • Log into SmartTMS.
    • Select AFS Clients.
    • Search for the applicable business unit or client name.
    • Click the three-dot menu beside the client.
    • Select Users.

Watsco Business Units

• • • Carrier Enterprise
    • Baker
    • Temperature Equipment Corporation (TEC)
    • East Coast Metal
    • Gemaire
    • Gateway
    • Homans
    • Tradewinds
    • N&S Supply

 

Step 4: Create the SmartTMS User

• • • Select New Employee.
    • Complete all required fields.

Required Fields

Field	Example
First Name	Ryne
Last Name	Holden
Phone Number	(423) 698-7755
Email Address	Ryne.Holden@carrierenterprise.com
Company Name	Chattanooga - 3102 - CEMS
Password	BAKtms2026!
Parcel Account Number	Branch-specific account number from PAM

Company Name Requirement

For Watsco users, the Company Name must exactly match the naming convention in the Watsco Location Info file.

Password Format

Plain Text

First 3 letters of company name + tms + current year + !

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Example:

Plain Text

BAKtms2026!

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Enable the Following Permissions

Turn on:

• • • Create Quotes
    • Book Shipments
    • Track Shipments
    • SmartTrack Access
    • Default Origin Location
    • SmartClaims Access
    • SmartTMS Access

Baker & Gemaire Exception

Baker and Gemaire users require one additional permission setting beyond the standard configuration.

Refer to the SmartTMS permission documentation if needed.

 

Step 5: Create OSD Access in AFS Excellence

• • • Log into AFS Excellence.
    • Select New User.

Account Information

Field	Value
Username	FirstLast (e.g., RyneHolden)
Password	Location Initials + tms + year + !
Email	User's email address

Example Password

Plain Text

CETtms2026!

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User Setup Process

• • • Enter Account Information.
    • Click Next.
    • Enter user's First and Last Name.
    • Click Next.
    • Enter Client ID.
    • Click Next.
    • Assign the following roles:

• • • OSDSSO
    • LostDamage

This grants access to the OSD Portal.

 

Step 6: Configure Access Control

Access Control allows branch users to view and work with shipments belonging to other users at the same location.

Add Existing Users to the New User

• • • Export users for the client location.
    • Filter by the appropriate Branch ID.
    • Open the newly created user.
    • Select Access Control.
    • Add all existing users from the branch.

Add the New User to Existing Users

For each existing branch user:

• • • Open their profile.
    • Select Access Control.
    • Add the newly created user.

Important

Access Control must be configured both ways:

✅ Existing users added to the new user

✅ New user added to all existing users

Failure to complete both steps will result in incomplete visibility between users.

Helpful Tip

Exporting the SmartTMS user list as a CSV can make matching users by Branch ID significantly easier.

 

Step 7: Notify Requestor

Once setup is complete, reply to the individual who submitted the request using the “CS | Watsco New User Setup” template in HubSpot.

Important

Do NOT provide the user password in your response.

Passwords should never be distributed via email.

 

Quality Check Before Closing the Request

Verify:

• • • User information matches the request
    • SmartTMS account created
    • OSD account created
    • Correct permissions assigned
    • Access Control configured both ways
    • Requestor notified
    • Password not shared via email

✅ Once all items are complete, the request can be considered closed.