Most warehouse teams have at least one person without a company email address — and until now, that meant either leaving them out of the system or handing everyone a shared login. TraceLot admins can now create username-based team accounts for pickers and packers, no email required. Every receipt, pick, and correction traces to a named person, which is the whole point of keeping batch records in the first place.
The shared-login problem
A batch ledger is only as good as the names in it. When your whole floor signs in as “warehouse@yourcompany.com,” every entry says the same thing: somebody did something. If a lot count is corrected on a Tuesday afternoon, you cannot ask who made the change or why — the record technically exists, but it answers nothing. And when an auditor or a buyer asks you to walk through a lot’s history, “somebody” is not an answer that builds confidence in your audit-ready records.
Shared logins persist for a mundane reason: seasonal staff, part-timers, and temp workers often have no company email address, and most software assumes everyone does. TraceLot no longer makes that assumption.
What’s new
- Username-based accounts. Admins can create a team account with just a username — no email address required. Ideal for pickers, packers, and seasonal staff.
- Admin-managed passwords. The admin sets the password when creating the account and can reset it at any time — no forgotten-password emails to an inbox that doesn’t exist.
- A deliberate safety rule. Accounts without an email address cannot be promoted to admin. Elevated access stays tied to a real, reachable mailbox.
- Redesigned email invitations. For staff who do have email, the invite flow now sends a secure link that expires — by default after 7 days — so stale invitations can’t linger as a way in.
How to add a warehouse account
- Go to Settings → Users → Add User.
- For staff with a company email, invite them by email — they receive a secure sign-up link that expires after 7 days by default.
- For staff without one, choose a username and set a password yourself. Hand the credentials over on their first shift.
- If someone forgets their password, reset it from the same screen — you stay in control, no email round-trip needed.
WHY NO-EMAIL ACCOUNTS CAN’T BECOME ADMINS
This is intentional, not a limitation we forgot to lift. Admin accounts control users, passwords, and settings, so they must be anchored to an email address the business actually controls. Floor accounts get everything they need to receive, pick, and correct stock — and nothing they don’t.
The accountability payoff
Once each person has their own login, the batch ledger starts answering questions instead of raising them. A receipt entry says who checked the delivery in. An order deduction made by TraceLot’s FEFO allocation is clearly system-generated, while a manual correction carries the name of the person who made it. When a count is off, you’re not interrogating a shared account — you’re having a two-minute conversation with the right person, on the right day.
That matters most exactly when teams change fastest. Seasonal hires can get a login on day one and lose it the day they leave — one account per person, created and retired in seconds, instead of one password that everyone knows and nobody ever rotates. And because pick lists carry lot and expiry, a new packer’s very first pick is already the right batch, recorded under their own name.
Give every picker their own login
Named accounts for the whole floor, admin-controlled passwords, and a ledger that says who — from $29/mo, first month free.
Book a demoA good moment to tighten your process
If you’re rolling out individual logins, it’s worth pairing the change with a written picking procedure so new names in the ledger follow the same rules — our stock rotation SOP guide is a practical starting point. Small change, big difference: the next time anyone asks “who touched that batch?”, the ledger has a name.
Do warehouse staff need an email address to use TraceLot?
No. Admins can create username-based accounts with no email address at all. The admin sets the password when creating the account and can reset it anytime from Settings → Users.
Can a username-only account be made an admin?
No — this is a deliberate safety rule. Accounts without an email address cannot be promoted to admin, so elevated access always stays tied to a reachable company mailbox.
What happens if a picker forgets their password?
An admin resets it directly from Settings → Users. Because these accounts have no email, there is no self-service reset link — the admin stays in control of access.
How do email invitations work now?
The invite flow was redesigned: you invite a teammate by email and they receive a secure sign-up link that expires, by default after 7 days. Expired invitations simply stop working and can be re-sent.
Never ship expired stock again.
TraceLot adds batch tracking, FEFO allocation, and audit-ready records to Veeqo and Shopify. First month free.