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Create and Manage Users

What this does​

Creates a new user account in Teamship and defines how that user can interact with inventory, billing, ecommerce, and notifications.

Why this matters​

A user’s configuration determines:

  • What data they can access
  • Whether they can ship inventory
  • Whether billing or ecommerce workflows are enabled
  • Whether automated billing or invoicing is triggered

Incorrect setup can lead to:

  • Unauthorized actions
  • Billing errors
  • Operational delays
  • Support escalations

What you need before creating a user​

Before you begin, decide:

  • Whether this user represents a customer or warehouse staff
  • Which warehouses they should be associated with
  • Whether ecommerce features should be enabled
  • Whether billing or invoice automation applies

You should also have:

  • Company name and contact details
  • A valid email address for login setup

High-level process​

Creating a new user follows this sequence:

  1. Define the user’s identity and role.
  2. Configure account-level options.
  3. Assign warehouses and pricing behavior.
  4. Configure billing and invoicing (if applicable).
  5. Send login access to the user.

Each step has downstream effects explained below.

Core configuration areas​

User role​

The Role determines the user’s functional scope within Teamship.

Typical roles include:

  • Customer → Limited to their own inventory and data
  • Warehouse Associate → fulfillment, order management and inventory access
  • Warehouse Manager → fulfillment, order management, inventory, user, billing and warehouse access
  • Accounting → User, billing and inventory access

⚠️ Role selection controls which additional settings are relevant. Changing the role later may require revisiting other sections.

Account standing​

Account standing reflects the user or customer’s operational status.

Common uses:

  • Restricting activity for accounts in poor standing
  • Flagging billing or compliance issues
  • Enabling internal review workflows

Changing account standing affects a customers:

  • Order processing
  • Shipping eligibility

Password setup​

When enabled, the system sends a password setup email to the user.

Use this when:

  • Onboarding a new external customer
  • Granting system access to internal staff

Do not enable this if:

  • The user is not ready for access
  • The account is incomplete or provisional

Account options​

Ecommerce settings​

Controls whether ecommerce-related features are enabled for the user.

This affects:

  • Order ingestion
  • Ecommerce-specific workflows
  • Visibility of ecommerce-related UI elements

Enable only if:

  • The customer uses ecommerce integrations
  • Fulfillment workflows depend on ecommerce data

Ship by LPN​

Controls whether the user can see inventory grouped by LPN.

Enable when:

  • Customer user wants to ship by LPN
  • Warehouse doesn't mind if customer can see their inventory warehouse location and grouped by LPN

Notifications​

Order notifications​

Controls whether the user receives notifications related to order activity.

Comment notifications​

Controls whether the user is notified when comments are added to orders or records.

Use notifications to:

  • Keep customers informed
  • Reduce manual follow-up

Add Users​

Allows a profile to have child accounts.

Enable when:

  • The customer profile is acting as an organization and you want to associate multiple login accounts
  • Many customers accounts need to manage the same inventory

Warehouse assignment​

Assigned warehouses​

Users must be associated with one or more warehouses to interact with inventory.

Warehouse assignment affects:

  • Inventory visibility
  • Shipping eligibility
  • Pricing and billing behavior

A user without an assigned warehouse will have limited or no operational access.

Pricing & billing configuration​

Auto-generate storage billing​

When enabled, Teamship automatically generates storage billing based on settings selected.

Use this when:

  • The customer is billed for storage
  • Storage rates and pricing are configured

Recurring charges​

Recurring charges represent fixed, repeating fees such as:

  • Monthly service fees
  • Account maintenance charges

These charges:

  • Are applied automatically
  • Appear on generated invoices
  • Can be set to appear one-time or always occur on each storage invoice

Auxiliary charges​

Auxiliary charges are event-based fees tied to operational actions, such as:

  • Pallet handling
  • Pick & pack
  • Inbound or outbound services

Each auxiliary charge can:

  • Apply to inbound, outbound, or both
  • Use different quantity calculation methods

Incorrect configuration can result in:

  • Underbilling
  • Overbilling
  • Invoice disputes

Automated invoice generation​

Controls whether invoices are generated automatically.

Enable when:

  • Pricing and billing details are finalized

Do not enable if:

  • Pricing is incomplete
  • Billing requires manual review

Bill To Information (4PL)​

Enable when:

  • You want a alternative bill-to party instead of using the customers general profile information
  • You are invoicing a 4PL instead of the customer directly

Threshold Alert Recipients​

Use this when:

  • Individuals or groups need to be notified when inventory thresholds are met

Common mistakes​

  • Creating a user without assigning a warehouse
  • Enabling billing automation before pricing is configured
  • Granting ecommerce access when it is not required
  • Sending login access before account setup is complete

Timezone​

New users take their organization's timezone automatically. Dates and times across Teamship are shown to them in that timezone. See Organization Settings.

After creating the user​

Once the user is created:

  • Confirm warehouse access
  • Verify permissions align with responsibilities
  • Confirm billing behavior is correct
  • Ask the user to log in and validate access