Admin Guide
Organization administrators have full control over billing, user access, platform configuration, and compliance settings. This guide covers the administrative capabilities available exclusively to the Admin role.
On this page
Billing & subscriptions
Navigate to Settings → Billing to manage your subscription. Available actions:
Plan management
View your current plan (Starter, Professional, Enterprise), upgrade or downgrade, and see feature limits.
Usage dashboard
Track port calls created, active users, storage used, and API calls against your plan limits.
- Payment methods — add or update credit cards. Enterprise customers can request invoice billing.
- Invoice history — download past invoices as PDF for your accounting records.
- Tax information — update your VAT/tax ID for invoice compliance.
Managing users
From Settings → Users & Roles, you can:
- Invite new users — send email invitations with a pre-assigned role (Admin, Agent, or Read-only).
- Change roles — promote an Agent to Admin or restrict access to Read-only.
- Deactivate accounts — suspend a user's access without deleting their activity history.
- Reset passwords — trigger a password reset email for any user in your organization.
API keys & integrations
Enterprise customers can generate API keys from Settings → Integrations to connect PortTask with external systems.
API key security
API keys are scoped to your organization and follow the same RBAC permissions as the generating user. Keys can be rotated at any time. Revoked keys take effect immediately.
Audit log
The audit log at Settings → Audit Log records every significant action:
- User logins and logouts (with IP address and device info)
- Role changes and user invitations
- Port call creation, status changes, and deletions
- Service order assignments and vendor responses
- Document uploads and downloads
- Settings modifications
Audit logs are immutable and retained for the duration of your subscription plus 12 months after termination (or longer if required by applicable regulations).
Data export & retention
PortTask supports full data portability. From Settings → Data Management:
Full data export
Export all organization data (port calls, service orders, vendor records, documents, and audit logs) as a structured ZIP archive. Available in JSON and CSV formats. GDPR data subject access requests can be fulfilled using this feature.
Data retention follows the terms of your subscription agreement. Enterprise customers can configure custom retention periods. Contact your account manager for details.
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