Rolling AWBGuru out to a forwarding team is mostly a question of one decision: who can change the account, and who just does the work. AWBGuru keeps that deliberately simple. A team workspace is one company, everyone on it shares the same data, and there are exactly two roles — owner and member. This post walks a team lead through how the workspace is shared, what each role can do, and how to invite your team.
One workspace is one company
Your workspace is your company. Everyone you add works from the same set of air waybills, the same processing history, and the same settings — there is no per-person copy of the data and nothing to sync between teammates. When one person captures a batch of documents in the morning, everyone else sees those same records and their status straight away. Each company's data is fully isolated from every other company's, so nothing you process is ever visible outside your own workspace.
That shared model is the whole point of a team workspace: the queue one teammate clears is the same queue the next teammate picks up, so work doesn't fall between the cracks or get duplicated. If you want to understand what actually flows through that workspace, our overview of AWB data capture covers how a document becomes a clean, validated record.
On a paid plan, , you can invite your team in a couple of clicks — everyone joins as a Member and can be promoted to Owner later.
Start hereTwo roles: owner and member
There are exactly two roles in a workspace, and no others — no separate "admin" tier and no "viewer" or read-only tier to keep track of. An Owner runs the account. A Member does the processing work. Both roles see all of the company's documents and history; the difference is entirely about who can change the account itself. That keeps roles and permissions easy to reason about: if it changes the account, it's Owner-only; if it moves a document through the pipeline, any teammate can do it.
Members are not a limited role. A Member can upload and capture documents, work the exception review queue, correct fields, and approve or release documents. Approval is deliberately not owner-only — the people doing the day-to-day work are the ones who clear it. A Member can also enter a promotion code. Here is how the two roles line up:
What only an Owner can do
Owners hold the account-level controls. An Owner can invite teammates and remove members, promote or demote roles, and manage billing — the plan and payment. Owners issue and revoke API keys, and they change workspace settings, including the confidence auto-export threshold that governs how much clears automatically (see exceptions-only review for what that threshold does) and the delivery and notification defaults. An Owner can also see everyone's activity across the company. In short, anything that shapes the account for the whole team sits with the Owner; everything that moves a document forward is open to every Member.
A workspace has between one and three Owners — at least one, at most three. That range is deliberate: more than one Owner means the account stays recoverable and isn't tied to a single person, while capping it at three keeps the set of people with account-level control small and accountable. Ownership changes by promoting a Member to Owner or demoting an Owner back to Member, so you adjust who holds control as your team changes.
Inviting your team
To invite your team, an Owner sends a single-use invite link — copy it to share directly, or have it emailed. The link expires after seven days, so an unused invite doesn't linger. Everyone joins as a Member, and an Owner can promote them later if they need account-level control. Because Members carry the full processing capability, most teams never need to promote beyond the one to three Owners running the account.
One thing to plan for: inviting teammates requires a paid plan. The free trial is single-user, so it's for evaluating the product on your own before you bring the team in. Once you're on a paid plan, adding people is immediate.
Pricing scales with volume, not headcount
AWBGuru pricing is usage-based — metered by the scans and documents you process, not by how many people are in the workspace. There is no per-user charge and no seat cap, so you can invite your team freely and pay only for the volume you actually run. Practically, that means you never have to ration logins or decide whether a particular colleague is "worth a seat": put everyone who touches air waybills in the workspace, and let the shared queue and history do the coordinating.
Rolling it out to your team
For most forwarding teams the setup is short. Sign up and evaluate the product on your own during the single-user free trial. When you're ready to bring people in, move to a paid plan, then send each teammate an invite link — copy it or have it emailed, and remember it expires in seven days. Everyone lands as a Member, which is exactly what a working team needs: they can immediately capture documents, work the exception queue, correct fields, and approve releases against the same shared set of air waybills.
The one decision worth making up front is who holds Owner. Because a workspace supports one to three Owners, a common pattern is to keep the team lead as an Owner and promote one or two trusted colleagues so the account is never dependent on a single person being available — that redundancy is the point of allowing more than one Owner. Keep the rest as Members. Owners are also the only people who can change workspace settings such as the confidence auto-export threshold and the delivery and notification defaults, so it's worth agreeing on those defaults together and letting an Owner set them once for the whole team. From there, day-to-day processing is fully in the hands of every Member, and you only revisit roles when someone joins, leaves, or needs to take on account-level control.