What we should have done, is set up a whatsapp/slack/something chat group for those with access to the account to make it easier to have discussions about who is around to do what.
I think that would make things a bit easier in terms of staying on top of things for trade/captaincy discussions.
We've basically only used this site, and PMs aren't an easy way for quick communication and decision making, especially when the 3 people doing most of the work live in 3 different countries