Team management

The Team Management page lets you invite colleagues, assign roles, and manage access to your Traceable Operator Portal. Navigate to Settings → Team to manage your team.

Team and roles.

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Roles

Traceable uses a four-tier role system. Every user on your account holds exactly one role, and access is enforced across all portal sections accordingly.

Two capability lines matter most in practice:

• Who can write content (create or edit products, upload documents, send supplier data requests): Admin, Approver, and Editor. Viewer cannot.
• Who can publish: Admin and Approver only. Editor can build a DPP but cannot sign or publish it.

Admin

Full access to all platform features, including:

• Create, edit, publish, and archive products and DPPs.
• Manage suppliers and verifier relationships.
• Run campaigns.
• Manage team members: invite, change roles, remove.
• Access billing and upgrade or downgrade the account plan.
• Change account settings and company profile.
• Manage API keys. Minting, rotating, and revoking API keys is Admin-only; no other role can do it.
• Delete the account.

Two-factor authentication is mandatory for all Admin accounts.

Approver

Everything an Editor can do, plus the authority to sign and publish:

• Create, edit, and archive products and DPPs.
• Sign and publish DPPs. This is the capability that distinguishes Approver from Editor.
• Manage supplier data requests and supply chain relationships.
• Assign verification tasks and review verifier responses.
• Run campaigns.
• Cannot manage API keys, access billing, change account settings, or delete the account.

Editor

Content access without publishing authority:

• Create and edit products and DPPs, and upload documents.
• Send supplier data requests and manage supply chain records.
• Cannot sign or publish a DPP. Completed DPPs must be published by an Admin or Approver.
• Cannot manage API keys, team members, billing, or account settings.

Viewer

Read-only access across all products and documents:

• View all published and draft DPPs and their associated documents.
• View campaign history.
• View supplier and verifier relationships and their statuses.
• Cannot create, edit, or delete any data.
• Cannot access billing, team management, or account settings.

Least privilege by default

If your role cannot be determined for any reason, Traceable treats you as a Viewer rather than granting broader access. A new invitee defaults to Editor in the invite dialog, which you can change before sending.

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Inviting a Team Member

1. Navigate to Settings → Team.
2. Click Invite member.
3. Enter the email address of the person you want to invite.
4. Select their role from the dropdown (Admin, Approver, Editor, or Viewer). It defaults to Editor.
5. Click Send invitation.

The invitee receives an email with a link to accept the invitation and create their Traceable account (or log in with an existing account if they are already registered). The invitation link is valid for 72 hours.

Once accepted, the new team member appears in your team list with their assigned role and the date they joined.

note

You can only invite one person per invitation. To invite multiple people, submit separate invitations.

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Pending Invitations

Invitations that have been sent but not yet accepted are displayed in the Pending invitations section below the active team list.

For each pending invitation you can:

• Resend — sends a fresh invitation email to the same address with a new 72-hour expiry. Use this if the original email was not received.
• Cancel — revokes the invitation link. The invitee cannot use any previously sent link after cancellation.

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Changing a Team Member's Role

1. In the Team list, locate the member whose role you want to change.
2. Click the role badge or the Edit button next to their name.
3. Select the new role from the dropdown.
4. Click Save.

Role changes take effect immediately. The affected user's current session is not interrupted, but their permissions are updated — any actions they attempt that fall outside their new role will be denied from that point forward.

Role changes are recorded in the account audit trail.

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Removing a Team Member

1. In the Team list, locate the member you want to remove.
2. Click Remove next to their name.
3. Confirm the removal in the dialogue.

Removal is immediate. The user loses access to your Traceable account as soon as the action is confirmed. Their active sessions are terminated.

Their past actions are retained in the audit trail with their name and email address, attributed to them as the actor. Removing a user does not erase their audit history — this is required for regulatory traceability.

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Preventing a Locked-Out Account

The Last Admin Rule

You cannot remove the last Admin user from an account, and you cannot change the role of the last Admin away from Admin. If you attempt to do so, Traceable will display an error and block the action.

Before removing the final Admin (for example, if that person is leaving the organisation), you must:

1. Invite a replacement and have them accept the invitation.
2. Assign the replacement the Admin role.
3. Only then remove or downgrade the departing Admin.

This rule prevents accounts from being left without an administrator who can manage billing, settings, and team membership.

Admin Offboarding Checklist

When an Admin user leaves your organisation:

• Invite a replacement Admin and confirm they have accepted the invitation and can log in.
• Transfer any in-progress DPP drafts or supplier requests to another team member.
• Remove the departing Admin from the team.
• If the departing Admin had external system access using an API key associated with their name, rotate that key.
• Confirm 2FA is enabled on the new Admin account.

The invitation dialog

Invite Member opens Invite New Team Member. The person receives an email with instructions to join your company portal.

The role is chosen at invitation time and can be changed afterwards from the team list.