PostageEasy Team Accounts

If multiple people in your organization need to create shipping labels, team accounts let you add users with controlled access levels. This guide covers everything you need to know about managing team members.

Benefits of Team Accounts

• Centralized billing: One account balance for entire organization
• Access control: Limit who can modify settings or view billing
• Activity tracking: See which team member created each shipment
• Accountability: Audit trail for all account actions
• Efficiency: Multiple users can work simultaneously
• Scalability: Add or remove users as team changes

User Permission Levels

Admin (Full Access)

Permissions:

• Create and manage shipments
• Void labels and request refunds
• Add and manage team members
• Configure account settings
• Add funds and manage payment methods
• View all billing and transaction history
• Access API keys and integrations
• Delete shipments and data
• Export reports and data

Recommended For: Account owners, office managers, IT administrators

Shipper (Standard Access)

Permissions:

• Create shipments and print labels
• Void labels (their own shipments only)
• View shipment history
• Reprint labels
• Access address book (read and add)
• View account balance (cannot add funds)
• Generate shipping reports

Cannot:

• View detailed billing information
• Manage payment methods
• Add or remove team members
• Change account settings
• Access API keys

Recommended For: Warehouse staff, customer service reps, fulfillment team

Viewer (Read-Only Access)

Permissions:

• View shipment history
• Track packages
• View reports and analytics
• Download and reprint existing labels

Cannot:

• Create new shipments
• Void labels or process refunds
• View billing or payment information
• Modify any settings
• Add or remove users

Recommended For: Accounting staff, managers who need visibility, customer service for tracking lookup

Adding Team Members

Steps to Add a User:

1. Log in as an Admin
2. Navigate to Settings > Team Members
3. Click "Add Team Member"
4. Enter user information:
   • Full name
   • Email address (used for login)
   • Permission level (Admin, Shipper, or Viewer)
5. Optionally set department or location
6. Click "Send Invitation"

What Happens Next:

• User receives email invitation with setup link
• They create their own password
• Two-factor authentication can be required (see security settings)
• User appears in your team member list
• They can immediately start using their assigned access level

Managing Existing Team Members

Editing User Permissions

1. Go to Settings > Team Members
2. Click the user you want to modify
3. Change permission level in dropdown
4. Click "Update"
5. Changes take effect immediately

Deactivating a User

When someone leaves your organization or no longer needs access:

1. Navigate to Settings > Team Members
2. Click on the user
3. Click "Deactivate"
4. Confirm deactivation

Results:

• User can no longer log in
• Their shipment history remains in the system
• No additional charges for inactive users
• Can be reactivated later if needed

Removing a User Permanently

To completely remove a user and their data:

1. First deactivate the user
2. Click "Delete User" from the deactivated user list
3. Confirm deletion

Warning: This action cannot be undone. All user-specific data will be removed.

Team Account Features

Activity Logs

Track all user actions including:

• Shipments created (with user name and timestamp)
• Labels voided or refunded
• Settings changes
• Login history
• Failed login attempts

Department/Location Tags

Organize users by:

• Physical location (warehouse, retail store, office)
• Department (customer service, fulfillment, returns)
• Shift (morning, afternoon, night)

Benefits:

• Filter shipments by department
• Generate location-specific reports
• Track departmental shipping costs

Spending Limits (Enterprise Feature)

Set daily or monthly spending limits for individual users or departments to control costs.

Security Best Practices

Password Requirements

Enforce strong password policies:

• Minimum 8 characters
• Require uppercase and lowercase letters
• Require at least one number
• Require at least one special character
• Password expiration (optional, every 90 days)

Two-Factor Authentication (2FA)

Highly recommended for all users, required for Admins:

1. Go to Settings > Security
2. Enable "Require 2FA for All Users"
3. Users will be prompted to set up on next login
4. Supports authenticator apps (Google Authenticator, Authy, etc.)

Session Timeout

Configure automatic logout after period of inactivity:

• Default: 30 minutes
• Options: 15 minutes, 1 hour, 4 hours, never
• Recommended: 30 minutes for shared computer environments

IP Restrictions (Enterprise Feature)

Limit account access to specific IP addresses or ranges:

• Allow only office IP addresses
• Block access from foreign countries
• Whitelist VPN IP addresses

Notifications and Alerts

Team-Wide Notifications

Configure which actions trigger email notifications:

• Low balance alerts (notify all Admins)
• Daily shipment summaries
• Weekly spending reports
• System maintenance notifications

User-Specific Notifications

Each user can customize their own notifications:

• Shipment confirmation emails
• Delivery notifications
• Voided label confirmations
• Failed shipment alerts

Reporting and Analytics

User Activity Reports

Generate reports showing:

• Shipments created per user
• Total spending per user
• Average shipment cost per user
• Carrier preferences by user
• Error rates and voided labels

Department Reports

Analyze performance by department or location:

• Departmental shipping costs
• Volume trends over time
• Peak shipping days/times
• Cost allocation for accounting

Billing for Team Accounts

Pricing

PostageEasy team accounts are included at no additional cost. You only pay for postage used, regardless of number of users.

Cost Allocation

Track costs by:

• User (see who created each shipment)
• Department (if tagged)
• Date range
• Carrier or service level

Export reports for internal chargeback or cost center allocation.

Onboarding New Team Members

Training Resources:

• Share this knowledge base with new users
• Video tutorials available in dashboard
• Schedule live training sessions for large teams
• Create internal SOPs specific to your workflows

Tips for Success:

• Start new shippers with Viewer access to familiarize them with the system
• Upgrade to Shipper access after training completion
• Assign Admin role only to trusted, trained personnel
• Review user activity weekly during initial rollout

Support for Team Accounts

Need help managing your team?

• Contact support for bulk user import (10+ users)
• Enterprise plans available for advanced features
• Dedicated account manager for large teams
• Custom permission levels available on request