Invite Team Members and Roles | ShipWave Help Center

Sending an invite

Go to Admin → Team and click Invite member. Enter the person's email address, pick a role, and (for brand-scoped roles) pick the Brand they'll work in. ShipWave emails them a one-click magic link that signs them in and prompts them to set a password. The link expires in 7 days—if they miss the window, click Resend invite from the same screen.

The six roles at a glance

ORG_ADMIN – Full access to everything in the Organization. Manages warehouses, billing, staff, and every Brand. Use sparingly.
ORG_OPERATOR – Cross-Brand fulfillment access. Can see and ship every Brand's orders, but cannot invite staff, change billing rates, or delete Brands.
BRAND_ADMIN – Full control over one Brand. The brand owner. Sees only that Brand's data.
BRAND_VIEWER – Read-only access to one Brand. Good for accountants, agency partners, or auditors.
PICKER – Warehouse floor staff. Can scan pick lists, mark items picked, and print labels, but cannot edit orders or see customer data.
API_ONLY – Headless integration role. Holds API keys; no UI access at all.

Which role should I pick?

For your own warehouse manager: ORG_OPERATOR. For a client whose orders you fulfill: BRAND_ADMIN on their Brand. For their CPA who needs to download monthly statements: BRAND_VIEWER. For floor pickers: PICKER. For an outside developer connecting a custom tool: API_ONLY. Reserve ORG_ADMIN for founders and senior ops leaders—it can wipe data and change billing.

How the accept-invite flow works

The invited user receives an email titled "You've been invited to ShipWave." Clicking the link lands them on a one-page form: confirm name, set password, and (if multi-brand) confirm which Brand they're joining. After submitting, they land directly in the admin—scoped to their Brand if they're a brand-role user, or to the cross-Brand dashboard if they're org-level. They never see other Brands' data unless their role explicitly grants it.

Removing or changing access

From Admin → Team, click a member to edit their role or click Remove. Removed members lose access immediately—their session is invalidated within 60 seconds and API keys (for API_ONLY users) are revoked. If you change someone's role, the new permissions take effect on their next page load.

FAQs

Can one person have access to multiple Brands?

Yes for org-level roles (ORG_ADMIN, ORG_OPERATOR)—they automatically see every Brand. For brand-level roles, invite them once per Brand using the same email; the system links the accounts.

What if the invite email never arrives?

Check spam first. If still missing, resend from <strong>Admin → Team</strong>. The most common cause is the recipient's mail server rejecting magic-link senders—in that case, share the invite URL directly from the resend dialog.

Do invited members count toward billing?

Active staff seats are billed per the Organization's plan. PICKER seats are typically cheaper than admin seats; see your billing page for current rates.

Inviting team members and the six ShipWave roles explained