Team, security and privacy
Team and roles
Invite teammates, choose their roles and understand seats and free viewers: who can do what in a workspace.
Updated
Everyone in a workspace sees the same shipments. What each person can change depends on their role. There are four roles: one Owner, and any number of Admins, Members and Viewers.
Roles
| What they can do | Owner | Admin | Member | Viewer |
|---|---|---|---|---|
| See shipments, timelines, analytics and reports, and who is in the workspace | ✓ | ✓ | ✓ | ✓ |
| Set their own alerts, and contact support | ✓ | ✓ | ✓ | ✓ |
| Add, import, edit, refresh and archive shipments | ✓ | ✓ | ✓ | – |
| Export shipments, run a scheduled report now and download report files | ✓ | ✓ | ✓ | – |
| Schedule reports: create, edit, pause and delete them | ✓ | ✓ | – | – |
| Erase customers' details from shipments | ✓ | ✓ | – | – |
| Rename, merge and colour tags, and share views with everyone | ✓ | ✓ | – | – |
| Workspace alert rules | ✓ | ✓ | – | – |
| API keys and webhooks | ✓ | ✓ | – | – |
| Workspace settings | ✓ | ✓ | – | – |
| Change the workspace's address | ✓ | – | – | – |
| Invite and manage Members and Viewers | ✓ | ✓ | – | – |
| Invite and manage Admins | ✓ | – | – | – |
| See the plan, payments and usage | ✓ | ✓ | Usage only | – |
| Enter an activation code to start or renew the plan | ✓ | ✓ | – | – |
| Edit billing details | ✓ | – | – | – |
| Export all workspace data, see the audit log, allow support access | ✓ | ✓ | – | – |
| Transfer ownership, close the workspace | ✓ | – | – | – |
Seats and viewers
The Owner, Admins and Members each use a seat. Viewers don't: they have their own, free allowance.
| Plan | Seats | Viewers |
|---|---|---|
| Free | 1 | – |
| Starter | 2 | Up to 25, free |
| Growth | 5 | Up to 25, free |
| Pro | 15 | Up to 25, free |
| Enterprise | Unlimited | Unlimited |
Invitations that haven't been accepted yet count against your seats, so you can't invite more people than you have room for: “Your plan has 5 seats and all are in use or invited. Upgrade or remove someone.” An invitation that has expired no longer holds a seat.
Inviting people
- Go to Settings → Team, enter an email address and choose a role. To invite several people at once, paste up to 20 addresses.
- Each invitation is a link. TrackParcel doesn't email invitations: copy each link and send it to the person yourself, by chat or your own email. A link is shown only when it's made.
- The Owner can invite any role except Owner. Admins can invite Members and Viewers.
- An invitation lasts 7 days, shown as, for example, “Expires 19 Oct, 3:42 PM IST”. If a link gets lost, use “Resend”: it makes a new link that lasts another 7 days, and the old link stops working. You can do this once every 10 minutes, up to 5 times.
- Cancelling an invitation stops it at once and frees its seat: the link then says “This invite was cancelled”. Inviting the same address again replaces the earlier invitation.
The person must sign in with the address that was invited; any capitalisation works. A Google account works if its email address matches. If the workspace has no free seats when they accept, they're asked to have someone free a seat or upgrade, the invitation stays open so they can try again, and the workspace's audit log shows “Couldn't join: no free seats”.
Changing roles and leaving
- The Owner can change anyone else's role. Admins can change Members and Viewers.
- Removing someone: the Owner can remove anyone else, and Admins can remove Members and Viewers. Their membership ends; the shipments, notes and history they added stay with the workspace.
- Leaving: anyone except the Owner can leave a workspace, from Account → Workspaces. They stop getting its alerts, and what they added stays. The Owner transfers ownership first.
- Transferring ownership: the Owner chooses an Admin who already uses an authenticator app. The Admin gets a notice in the app and has 7 days to accept, in Settings → Team. Once they accept, they are the Owner, the old Owner becomes an Admin and gets a notice in the app saying so.
- If two people change roles at the same moment, one of them sees “Someone else just changed roles. Reload.” A workspace always keeps exactly one Owner.
Moving to a plan with fewer seats
Changing plan never removes anyone or changes anyone's role. If more people hold seats than the new plan includes, everyone keeps working as before, but nobody new can take a seat: invitations that need one, and moving a Viewer up, are refused with the message above until enough seats are free. To free one, remove someone or make them a Viewer. Settings → Plan shows the seats in use beside your plan's number.