Organization settings and team roles

The ten settings sections

Most of these start out filled from the onboarding wizard — see Setting up your account and organization — and everything entered there can be changed here later.

The four roles

While a partner pays for this workspace's plan, Billing is hidden from every role, including the owner.

A few details worth knowing:

• Viewer is read-only across the product: viewers can open passports and most settings, but can't change anything, and four sections — Billing, Data Export, API keys, and Connections — are hidden from them entirely. They don't appear in the sidebar list under Settings, and opening one of those addresses directly lands them on Workspace instead.
• Editor does the day-to-day passport work, including moving passports to and from the trash. Editors can see the Billing, Data Export, and API keys pages, but can't change the plan or issue a key. They can approve an assistant's request for access and disconnect it under Connections, and they can read the Custom domain and Languages sections without changing them.
• Owner is the person who created the organization. There's exactly one, the role can't be assigned to anyone else, and the owner can't be removed or have their role changed from the team list.
• The Partner role belongs to the staff of a partner company that manages your workspace (see Working with a partner). Someone with this role can do everything an admin can, except become the owner, stop the arrangement, or open Billing while the partner pays for your plan. Their role follows their role at their own company, so you cannot change it from your Team section; an owner or admin can remove them one at a time. They cannot rotate a key created by the workspace's own team. Keys that manage access with keys:admin or act on other workspaces also require the workspace's own owner or administrators to rotate them.
• Nobody can change or remove their own membership from the Team section.

Inviting a team member

You'll need the admin or owner role, and a free seat: members plus pending invitations count toward your plan's seats (1 on Free, 3 on Starter, 10 on Pro, unlimited on Scale; see Plans and publish limits).

1. Go to Settings → Team and click Invite.
2. Enter the person's email address and pick a role — Admin, Editor, or Viewer (the default).
3. Click Send Invitation. The invitation lands in their inbox with an accept link.

The invitation now appears under Pending Invitations with its expiry; invitations last 7 days. From there you can Copy invite link (the same link the email contains, useful if the email is stuck in a spam filter or you'd rather share it via chat) or cancel the invitation, which invalidates the link.

If the email couldn't be sent, you'll see "Invitation created but email could not be sent. Copy the link to share manually." The invitation is still valid; only the delivery failed.

What the invitee sees

The invite link opens a page naming your organization and the role being offered:

• Signed out: they're asked to create an account (with the invited email pre-filled) or sign in, then return to accept.
• Signed in: they review the details and click accept, then land on your organization's dashboard.

Acceptance is bound to the invited address: an account with a different email gets "This invitation was sent to a different email address." Each invitation can be accepted once, and an expired one shows an expiry notice; just send a fresh invitation.

Changing roles and removing members

In the member list, admins and owners can switch any member (except the owner and themselves) between Admin, Editor, and Viewer with the role dropdown, or remove them with the trash button. Changes take effect immediately; removing a member doesn't touch any passports they worked on.

Manufacturer defaults

The Manufacturer section holds the details that pre-fill the manufacturer section of every new passport: company name, address, country, contact email and website, plus the EU compliance fields — EORI number and EU responsible person. As the page itself says, the defaults are applied automatically to every new passport and can be overridden per passport. Keeping them complete here means never retyping them in the editor.

EU responsible person is recommended, not required. If you manufacture outside the EU, someone established in the EU has to be responsible for the product before it goes on the EU market — but that operator doesn't have to be a responsible person you appoint. Naming your EU importer on the passport answers the same requirement, because the importer is one of the operators that can hold the role. A passport with neither one filled in publishes normally; it just carries an advisory pointing this out. See Completeness and validation for how advisories differ from errors.

Brand settings

The Brand section controls how your public passport pages look:

• Logo — PNG, JPEG, or WebP up to 10 MB (SVG isn't supported). Upload fresh or reuse an image from your library; the logo appears on every published passport page.
• Colors — a primary and an accent color for the passport page, with a live preview.
• PassportCraft branding — on paid plans, a toggle controls whether "Powered by PassportCraft" appears on your pages. Free plans always show it.

API keys

The API keys section issues the credentials your own systems use to reach passports through the PassportCraft API. A key is read by your servers, never by a browser, and whoever holds it acts for your organization. Creating, rotating, and revoking keys is limited to owners and admins. An editor sees the list, with the buttons absent and a note saying so; a viewer doesn't see the section at all — it's missing from the sidebar list under Settings, and going to the address directly lands them on Workspace.

Create key asks for four things:

• Name — up to 100 characters. It labels the key in this list and in the audit trail, so name it after where it runs.
• Mode — Test is preselected: a test key works against separate data and can neither read nor change a published passport. Live acts on your real passports, so what it changes is what shoppers see.
• What this key may do — read access to passports, units, documents, and passport history is already ticked. Write access (passports, units, documents, and filings to a national portal) is added one box at a time.
• Expiry — optional. After that date the key stops working; leave it empty for a key with no end date.

The secret appears once, at the moment the key is created. Only a fingerprint of it is stored, so it cannot be shown again or recovered later — by you or by us. Copy it into wherever your servers read their secrets from, then tick I have saved this key somewhere safe; the dialog won't close until you do. From then on the list shows only the fingerprint (pc_sk_live_… or pc_sk_test_…), plus when the key was created and last used.

Rotate issues a replacement and keeps the old key working for a window you choose — 1 hour, 24 hours (the recommended default), 3 days, or 7 days, which is the longest allowed — so you can deploy the new key without an interruption. The old key reads Being replaced until the window closes. Revoke stops a key immediately, with no overlap and no way back: use it for a key that has leaked, and rotate for one you're simply replacing.

An organization can hold 25 keys that haven't been revoked. If you hit that, revoke one before creating another.

Custom domain, Languages, and Connections

The Custom domain section attaches a subdomain you already own, such as dpp.yourbrand.com, so your passport pages and every QR code you download carry your domain. It needs the Pro plan or higher; Use your own domain for passports walks through the DNS steps.

The Languages section chooses which languages your public passports are published in. Every passport is always published in its own language and in English; any paid plan can add the rest, and the page points out any market you sell into where you don't publish in the local language yet.

The Connections section lists every assistant a member has connected to the workspace. An assistant can read passports and draft changes, but it cannot publish and cannot change a passport that is already public — those stay with a person. The page states what a connected assistant can do; each entry shows when it was connected and last used, and Disconnect ends its access immediately.

Billing and Data Export

These two sections have their own guides: Plans and publish limits for Billing, and Canceling your subscription and exporting your data for what Data Export downloads.