Team, roles & carrier portal invites

Tab 1 · Members — the roster and its two roles

The Members tab opens with a search box ("Search by name or email…") and a table with two columns, Member and Role. Each row shows the person's name, their email underneath, and a role pill. Only an admin can change roles, so nobody can promote themselves. The table shows ten people at a time. The filmed organisation reads "Showing 1–10 of 15", with page buttons at the bottom right.

• Member (green) — Works documents in the queues: Inbox, Review, Validation, Freight Audit.
• Admin (lavender) — Manages the organisation: members, invitations, carrier profiles and settings.

Tab 1 · Read the roster by domain, not by name

Read the email column by domain rather than by name, and the access picture becomes obvious. Page one of the filmed organisation has ten accounts across three domains. Six are on the customer's own domain, four of the ten are Admins, and three are knowella.com accounts left over from onboarding and support. One is on the shipper's domain, and that account is an Admin. Neither an external admin nor a vendor account is wrong in itself, but both are exactly what an access review exists to check.

• Your own domain — The default and the easy case.
• Vendor accounts — Fine for support, but confirm they're still needed.
• Partner domains — Check the role. An Admin outside your company should be a deliberate decision, not an accident.
• Personal webmail — Keeps working after the person leaves. Usually the one to replace.

Tab 2 · Invitations — nothing should sit here for long

The Invitations tab lists team invitations that have been sent but not yet accepted. In the filmed organisation it reads "No pending invitations", which is how it should look most of the time. An invite left pending for weeks is an unused login that someone could still claim. If nobody has accepted it, revoke it and send a new one when the person is ready.

Tab 3 · Audit Invites — invite a carrier

The Audit Invites tab is what makes this page more than user management. The Invite a carrier panel "creates a login for the audit portal, pinned to one carrier. You get a temporary password to send them yourself." The carrier can then sign in and see their own documents and nothing else, which replaces the endless "where is my invoice?" email threads.

• Carrier — Choose the carrier from the Select carrier… dropdown.
• Contact email — The person at the carrier who will sign in, for example ap@carrier.com.
• Create login — Becomes clickable once both fields are filled, and gives you the temporary password to pass on.

Tab 3 · Where the carrier list comes from

The carrier dropdown lists carriers from your TMS master list, each with its carrier code (such as TP-24982). It does not come from KnowDoc's Carriers page. The Carriers page holds extraction profiles for the carriers KnowDoc can already read, but this dropdown covers every carrier in the TMS. That means you can create a portal login for a carrier whose invoices KnowDoc can't read yet. That's useful, but worth knowing before you send the invite.

Tab 3 · Carrier logins and their status

Below the form, a table lists every carrier login with its Email, Carrier code and Status. The filmed organisation has four: three for STOLKIN1 and one for TP-13871. Only one is Active. The other three still read Password not set, including the only login for TP-13871. For each of those, resend the temporary password or remove the login.

• Active (green) — The contact has signed in and set their own password.
• Password not set (amber) — A temporary password was issued but never used. Follow up, or remove the login.

A quarterly access review, one question per tab

Go through the tabs from left to right and you have covered everything.

• Members — Should every Admin still be an Admin? Is every vendor or partner account still needed?
• Invitations — Has any invite been waiting long enough to revoke?
• Audit Invites — Is any login still on Password not set? Does every login belong to a carrier you still work with?