An organisation is the account in TraceLead. It owns the sites, the subscription and the lead log, and people sign in to it as members with one of three roles. Plans include a number of members (seats); nothing is charged per seat.
- Signing up
- Inviting people
- Roles
- Limiting a member to some sites
- Seats per plan
- Moving down a plan
- Ownership changes and leaving
- Deleting your account
Signing up
- Without an invitation, the register form asks for your name, email, a password and the organisation name. TraceLead creates the organisation, makes you its owner and starts the 14-day free trial.
- Through an invitation link, the form does not ask for an organisation. After you confirm your email address you land on Your organisations, where the invitation is waiting: accept it to join the inviting organisation.
- The free trial belongs to the first organisation you create. Organisations you create later, including one you create after deleting your first, start without a trial and need a plan to serve the snippet.
- You can belong to several organisations (an agency's staff are often invited into client organisations) and switch between them from the organisation switcher in the sidebar.
If you are signed in but belong to no organisation (you signed up through an invitation and have not accepted it yet, you were removed from your last organisation, or you declined every invitation), TraceLead sends you to Your organisations, which lists any invitations addressed to your email and lets you create a new organisation.
Inviting people
Owners and admins invite people from Settings → Organisations → your organisation → Invite member, choosing a role. The invitation is an email with a link; it expires after 3 days. While it is pending:
- it holds a seat, so you cannot invite past your plan's allowance by sending invitations faster than people accept them;
- you can Resend it, which emails the link again and resets the expiry to 3 days (at most once every 10 minutes per invitation);
- you can cancel it, which frees the seat straight away.
Expired invitations stop holding a seat. Resending an expired one needs a free seat again.
Roles
| Owner | Admin | Member | |
|---|---|---|---|
| Dashboard, sites, install instructions, lead log | Yes | Yes | Yes (read-only) |
| Export the lead log as CSV (attribution only, no personal data) | Yes | Yes | Yes |
| Create, edit, pause and delete sites; attribution and collection settings | Yes | Yes | |
| Client report links, scheduled report emails, lead webhooks | Yes | Yes | |
| Report branding (name, logo) and the weekly owner digest switch | Yes | Yes | |
| Reporting API tokens | Yes | ||
| Rename the organisation | Yes | Yes | |
| Invite people, resend and cancel invitations | Yes | Yes (as admin or member) | |
| Change roles and remove people | Yes (anyone) | Yes (admins and members only) | |
| Make someone an owner | Yes | ||
| Billing: choose a plan, open the Stripe billing portal | Yes | ||
| Delete the organisation | Yes |
An organisation can have several owners, and every owner receives the billing emails (trial ending, payment failed, subscription cancelled). The last owner cannot be demoted, removed or leave: make another member an owner first, or delete the organisation.
Limiting a member to some sites
A member can be limited to the sites they work on: the client login an agency gives a client. When inviting someone as a member, tick Only let them see some sites and choose the sites; for an existing member, use the sites button on their row. A limited member sees only those sites on the dashboard, in the sites list, the lead log and its CSV export; any other site of the organisation answers "not found" for them, as a site of another organisation would. Owners and admins always see every site and cannot be limited. Deleting a site removes it from every member's list without widening anyone's access.
Seats per plan
A seat is an accepted member of any role, owners included, or a pending invitation.
| Plan | Sites | Members |
|---|---|---|
| Free trial or no plan | 1 | 2 |
| Starter | 1 | 2 |
| Business | 3 | 5 |
| Agency | 10 | 10 |
| Agency 25 | 25 | 25 |
| Agency 50 | 50 | 50 |
The organisation page shows a meter ("3 of 5 members") with pending invitations as reserved seats; the billing page shows the same count beside the site count. More than 50 sites or members is a custom plan by email. (Self-hosted deployments set these numbers in config/tracelead.php as seats per plan and TRACELEAD_TRIAL_SEAT_LIMIT for the trial.)
Moving down a plan
Changing to a smaller plan removes nobody. If the organisation now has more members than the plan includes, the organisation and billing pages say so, new invitations are paused, and an invitation that was already sent cannot be accepted until a seat is free (it stays pending, so it works again after an upgrade or a removal). Remove members, or move back up, to invite again.
Ownership changes and leaving
- An owner makes someone an owner from the role menu on the organisation page. To hand an organisation over, promote the new owner first, then change your own role or leave.
- Anyone can leave an organisation from Settings → Organisations while at least one owner remains. If it was your last organisation you land on Your organisations.
- Role changes, removals, departures and every invitation step (sent, resent, cancelled, accepted, declined) are recorded in the organisation's audit trail with who did it.
Deleting your account
Deleting your account (Settings → Profile) deletes every organisation where you are the only owner: its sites stop receiving configuration and its other members lose access. An organisation with a live subscription must be cancelled in Billing first. Organisations that have another owner simply lose you as a member.