How To Transition From Shared UPS Credentials to Individual User Profiles
Shared UPS profile credentials create security risks. Create unique profiles for each user to stay protected while sharing your UPS accounts, billing data and business tools. We will walk you through the process.
Determine Your Company’s Current Setup
Check your profile menu on UPS.com. If you see dropdown options like My Choice for Business, Quantum View or Manage Returns, then you currently use UPS business tools.
How to transfer shared use of UPS business tools to multiple users:
Step 1: Identify Users and Required Access
- Confirm the shared profile username and document what tasks its currently used for.
- Identify each person currently using the shared profile and capture their name, email, and product access or functionality needed.
Step 2: Create and Add Individual Profiles to Your Account for Shared Access
-
If users need the ability to ship with a company account, they must be added as an authorized or authenticated user. Other company payment methods can be added to their individual profiles.
- Adding an Authorized User to an Existing Account-- The account owner can add authorized users to an account from their wallet and by viewing the account details.
- Associating an Account to an Existing User Profile-- A user can associate an account to their profile by linking the existing account to their wallet. The account owner will need to provide invoice details or a one-time passcode for authentication.
Step 3: Validate User Access and Mitigate the Shared Profile
- Have each user log in with an individual profile and confirm they can complete required tasks. Resolve any missing access.
- Change the password of the shared profile and assign it to one individual or delete the profile entirely.
How to transfer shared use of a UPS shipping account to multiple users:
You can allow users to still have access to shared accounts and payment methods from their individual profiles.
Step 1: Identify Users and Required Access
- Confirm the shared profile username and document what tasks its currently used for.
- Identify each person currently using the shared profile and capture their name, email, and product access or functionality needed.
- Note: If account users need visibility into what other users are doing, you will need a My Choice for Business account. Sign up here for shared visibility.
Step 2: Create and Add Individual Profiles to Your Account for Shared Access
-
If users need the ability to ship with a shared account, they must be added as an authorized or authenticated user.
- Adding an Authorized User to an Account-- The account owner can add authorized users to an account from their wallet and viewing the account details.
- Associating an Account to an Existing User Profile-- A user can associate an account to their profile by linking an existing account to their wallet. The account owner will need to provide invoice details or a one-time passcode for authentication.
Step 3: Validate User Access and Mitigate the Shared Profile
- Have each user log in with an individual profile and confirm they can complete required tasks. Resolve any missing access.
- Change the password of the shared profile and assign it to one individual or delete the profile entirely.
FAQ
A UPS.com profile is your personal login that allows you to securely access UPS digital services. With one profile, you can sign in to UPS.com and other supported UPS tools, manage your preferences, and use personalized features across your UPS experience.
To create a UPS.com profile, you’ll need:
- Your legal first and last name
- A valid email address (business email recommended) that is not associated with any other profile on UPS.com
- A unique user ID and password
Not exactly.
- A UPS.com profile is your login (username and password).
- A UPS shipping account can be added to your profile to enable billing, discounts, recurring pickups, and other shipping features.
You can create a UPS.com profile first and add a shipping account later if needed.
Shared profiles make it difficult to confirm who is actually accessing the account, which increases security risk and limits UPS’s ability to protect your information. Individual profiles ensure each person has the correct access and can be verified securely.
Sharing a profile also causes practical problems, including:
- Loss of access if one person changes the email or password.
- Difficulty supporting customers when multiple people use the same credentials.
- Increased fraud and security risks when employees leave an organization.
- Users cannot enroll in multi-factor authentication and will be prompted to update their profile to continue accessing certain features.
It is recommended that all users set up their profile with a unique email address to avoid interruptions.
However, shipping history and payment methods are associated with a specific user, so a new user will need to add any required shipper accounts to their profile and will not be able to see prior history for shipments they did not create.
A good approach is to:
- Identify which users need access.
- Determine the onboarding channel for your users.
a. Have each person create a UPS.com profile with a unique email.
b. Create user profiles on your users’ behalf via bulk create or administrative tools.
c. Adopt Single Sign On to allow your users to create their profile using organizational credentials. - Assign appropriate permissions in each UPS tool.
Account managers and UPS support teams can assist with planning and rollout.
Help and Support Center
You must enroll separately in UPS My Choice® for Business using your UPS.com profile. Enrollment links your profile to a business dashboard.
Learn more: UPS My Choice® for Business
Inviting a user is the fastest method when the user already has a UPS.com profile. The user accepts the invitation via email to complete onboarding.
After acceptance:
- The user is added to the company profile.
- The administrator can assign shipment visibility and privileges.
- The user gains access to the My Choice® for Business dashboard.
Yes. Administrators can assign:
- Outbound account visibility
- Inbound receiving address visibility
- Administrative privileges (if needed)
UPS My Choice® for Business allows you to:
- View inbound and outbound shipments
- Manage delivery notifications
- Control employee access to UPS applications
Learn more: UPS My Choice® for Business
Yes. Administrators can customize which UPS applications employees can access and manage visibility permissions.
Learn more: UPS My Choice® for Business
Your UPS.com profile is used to sign in to Quantum View once your company is enrolled. Shipment visibility and alerts are configured at the company level.
Learn more: Quantum View
Administrators can configure:
- Outbound shipment visibility
- Inbound shipment visibility
- Third‑party shipment visibility
- Alert and notification preferences
Yes. Quantum View requires company enrollment and user access assignment before shipment data is visible.
Learn more: Quantum View
Signing in with your UPS.com profile gives you access to the claims dashboard, where you can submit and track claims.
Learn more: File a Claim
Yes. Claims can be filed as a guest, but logging in provides full visibility into claim status and history.
Learn more: File a Claim
No. Additional profile configuration is required, but your account must be authenticated to access certain claim features.
Learn more: File a Claim
You must enroll in the UPS Billing Center using your UPS.com profile and authenticate each UPS account number using invoice information.
Learn more: UPS Billing Center User Guide
Yes. After enrollment, you can add multiple UPS account numbers to a single Billing Center login.
Learn more: UPS Billing Center User Guide
Yes. Billing Center administrators can add users and assign roles such as viewing invoices, making payments, or disputing charges.
Learn more: UPS Billing Center User Guide