Skip to main content

Team Management

Learn how to structure your organization in Expiry Traker for Teams, adding collaborators, configuring what each can do, and dividing your operations by physical stores.

Adding Members to an Organization​

If you have a subscription that includes teams, it is very easy to invite new members to your organization. After accepting the invitation, they will be able to access and manage the organization's shared products both through the Expiry Traker for Teams app and via the Web on Validades.com.

Step 1: Access Validades.com​

Log in to Validades.com using the organization owner's account.

Step 2: Open Settings​

After logging in:

  1. Click on Settings.
  2. Select View Team.
  3. Then, click on View Members.

On this screen, you can view all current members of your organization and manage new invitations.

Step 3: Invite a New Member​

On the members screen:

  1. Enter the email address of the person you wish to invite.
  2. Click the button with the + symbol to send the invitation.

Done! The invitation will be automatically sent to the provided email address.

Step 4: The Member Must Accept the Invitation​

The invited person will receive an email with a link to join the organization.

To accept the invitation, they must:

  • Already have an account registered in the ecosystem (on Validades.com, the Expiry Traker for Teams app, or Expiry Traker) using the same email address that received the invitation; or
  • Create a new account (directly on Validades.com or within the app) using that exact same email address.

(The entire ecosystem uses a single unified account).

After logging in and accepting the invitation, the person will become part of the organization and will have access to shared products and resources, being able to access and manage them both via the Expiry Traker for Teams app and via Validades.com, according to the team's permissions.

Organization Member Limit​

The number of members an organization can have depends on the subscribed plan.

For example, a 10-user subscription allows the organization to have up to 10 total members.

Important

This limit includes all members of the organization, including the administrator (owner).

This means that, on a 10-user plan, the organization can have, for example:

  • 1 administrator + 9 members; or
  • Any other combination, as long as the total does not exceed 10 users.

Upon reaching the subscription limit, it will not be possible to send new invitations until a spot is freed (by removing a member) or the subscription is upgraded to a plan with more users.

Important Notes
  • The invitation can only be accepted by an account registered with the same email to which it was sent.
  • The entire ecosystem uses a single account: the account can be created directly on Validades.com, in the Expiry Traker for Teams app, or in Expiry Traker.
  • If the invitation does not appear in the inbox, also check spam, junk, or promotions folders.

Adding members is the most practical way to share product management with family members, employees, or team members, keeping all information synchronized among organization participants.

Adjusting Your Team's Permissions​

Now it's even easier to manage who can do what in the expiry tracking app! With the new individual user permissions feature, team administrators have total control over each member's access.

This means that instead of all users having the same permissions or relying on a generic role, you can define exactly which actions each person can perform:

  • Create store
  • Edit store
  • Delete store
  • Create category
  • Edit category
  • Delete category
  • Edit brand
  • Delete brand
  • Delete products
  • Import files

With this update, you get:

  • More security: each user only accesses what they really need.
  • More organization: well-defined roles prevent errors and duplication.
  • More flexibility: quick permission adjustments at any time.

Step-by-Step Guide to Edit a Member's Permissions​

  1. On the Member Management screen (where members are added or removed), select the desired user.
  2. Click on the More Options menu (three dots) located at the top right of the screen.
  3. Select the User permissions option.
  4. Adjust the desired permissions by enabling or disabling each option.
  5. Click Save to apply the changes.

Permissions work in both Expiry Traker for Teams and Validades.com.

How to Organize the Team in Stores?​

If your company has more than one physical unit or separate stocks (e.g., Downtown Store, Mall Store, Warehouse), you can organize your team in the system by creating Store divisions.

This way:

  • Collaborators can be linked to specific stores.
  • It is easier to filter and view which products are expiring in each unit.
  • It prevents mixing inventory from different locations.

Check the detailed step-by-step guide at: 🔗 How to Organize the Team in Stores (Multi-Store and Assignment)