Managing Your Team

Goal #

Give colleagues access at the right level, and control which email addresses are allowed to send documents into your organization.

Before you start #

• Admin or Owner role to invite or remove members, change organization settings, and reach Billing. Members and Viewers can read some settings pages (see Role Permissions) but can’t invite, remove, or change roles.
• Owner role to make another member an owner. That is the only thing an owner can do that an admin can’t.
• The email addresses your suppliers send from, if you’re setting up approved senders.

Team pages are under Organization settings, in the menu under your avatar, top right. Click Team & activity. Admins and Owners see three tabs there: Members, Invitations and Activity log. Members and Viewers see only the member list, under Team.

Inviting Members #

Admins and Owners can invite new team members:

1. On the Members tab of Team & activity, click Invite member
2. Enter the email address
3. Select a role: Member, Viewer, or Admin. A Viewer can see everything a Member sees but can’t change anything.
4. Click Send invitation

An invitation can’t make someone an owner. Once they have joined, an owner can click Make owner next to them on the Members tab.

The invitee receives an email with a link. When they click it: - If they have a Trackberry account, they sign in and accept the invitation - If they don’t, they’ll be guided through account creation first

The invitation only works for the address it was sent to. If the person is signed in with a different email address, they see a page explaining the mismatch instead of joining. They can sign out and continue with the invited address, or you can invite the address they prefer to use.

Pending Invitations #

The Invitations tab lists invitations that haven’t been accepted yet, with who sent each one, the role it grants, and when it expires. An invitation is valid for one week. Click Cancel to withdraw one. Accepted invitations drop off the list; the person now appears on the Members tab.

If someone didn’t receive the email, or the invitation expired, click Resend. The new email carries a fresh link, the link in the earlier email stops working, and the one-week expiry starts again. Check the address first if the email never arrives. You can resend the same invitation up to five times an hour.

Changing a Member’s Role #

Admins and Owners can change someone’s role on the Members tab:

1. Find the person
2. Pick Member, Viewer, or Admin in the list next to their name
3. Click Save

You can’t change your own role, and an owner’s role can’t be changed here. To make someone an owner, use Make owner (see Inviting Members).

Role Permissions #

Removing Members #

Admins and Owners can remove members:

1. Open the Members tab
2. Find the member to remove
3. Click Remove and confirm

You can’t remove yourself, and you can’t remove the organization’s only owner. To replace an owner who is leaving, make someone else an owner first.

Removing a member revokes their access immediately. Their past actions remain in the Activity log tab.

Your own account settings, such as your email address, signed-in phones and deleting your account, are covered in Your Account.

Approved Senders #

Control who can send documents to your organization by managing Approved Senders.

Adding Approved Senders #

1. Navigate to Organization settings → Email intake → Approved Senders
2. Click Add Sender
3. Enter an email address or a domain wildcard:
   • [email protected] — approves a single email address
   • *@example.com — approves all emails from that domain
4. Click Add Sender

How It Works #

• Documents from approved senders are processed automatically
• Documents from unknown senders are flagged for manual review
• Domain wildcards (e.g., *@supplier.com) match any email from that domain
• If your organization requires verified senders, mail from an approved sender must also prove it really came from that sender’s domain. Mail that can’t is held until someone clicks Trust this email. See Held Emails: Sender Not Verified
• For a sender whose mail can’t carry a valid signature, tick Accept mail from this sender even if it can’t be verified when you add or edit the sender. Anyone could then send mail that claims to come from that address, so use it only for senders you trust. It is refused when you save for your own team’s addresses or domains, or for domain wildcards of consumer providers such as Gmail

Approving a whole domain #

When you have already approved a single address, you can widen it to its whole domain without retyping. In the Approved Senders list, click the Add *@example.com button next to the address and confirm. If you already have the wildcard, the button reads Merge into *@example.com instead. Either way, Trackberry approves every address at that domain and removes the individual entries it replaces.

• Emails from that domain that were held earlier stay held. If there are any, Trackberry takes you to Held emails so you can release them.
• The button isn’t offered for consumer providers such as Gmail, where anyone can have an address.
• An address that has Accept mail from this sender even if it can’t be verified switched on isn’t merged unless the wildcard has the same setting.

Best Practices #

• Add your regular suppliers and partners as approved senders
• Use domain wildcards (*@supplier.com) when you want to approve an entire company
• Periodically review your approved sender list
• Remove senders you no longer work with