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Owner Onboarding Guide

This guide mirrors the secure onboarding flow you see inside RateScan. Follow it if you ever need to reconfigure your workspace or audit your setup for compliance.

Security first. We require strong passwords, secure storage, and verified exports for every workspace. Keep this checklist handy for audits.

Checklist overview#

  1. Capture company identity and a security contact.
  2. Set a strong password (minimum 12 characters) that you do not reuse.
  3. Review the upload → review → export workflow for accuracy and retention.
  4. Invite teammates and confirm they understand the data handling policy.

Company configuration#

The first step in the onboarding wizard requests your company name, timezone, and primary security email. We use this information for PDF exports, usage analytics, and incident alerts. You can update these values later from Company Settings as long as you are an administrator.

  • Timezone controls how timestamps appear in activity logs and PDF exports.
  • Security email receives breach notifications, billing alerts, and policy changes.
  • Require strong passwords is enforced automatically. All future users must meet the same baseline.

Password & MFA posture#

We currently require a password that is at least 12 characters long. Use a randomly generated phrase or a password manager. The onboarding wizard records your acknowledgement of the password policy and stores it in the audit log. If we detect that the password was not set, the wizard blocks access until the step completes.

MFA roadmap. Multi-factor authentication is rolling out soon. When enabled, the onboarding wizard will guide you through the enrollment flow.

Secure document workflow#

  1. Go to Application → Upload and drag a rate confirmation PDF or mobile scan.
  2. Wait for the AI extraction to complete, then verify shippers, consignees, and totals.
  3. Export a PDF when finished. Downloads are watermarked and recorded in the activity log, helping you trace who exported what.

The onboarding wizard includes a short walkthrough of this flow. New teammates receive a lighter checklist that links back to this page.

Inviting teammates#

After finishing onboarding you can invite teammates from Admin → Users. Each invitation email walks new members through the member tutorial and links to the teammate guide below. Remind users to keep exports inside approved company drives.

Next steps#