Managing Users for a TrackAssure Location

Managing Users for a Location

Super Admin users are users that setup and manage the implementation of TrackAssure for an Organization, including its locations. Super Admins have access to both the TrackAssure Web and mobile versions, Super Admins are setup through Organization settings (see Managing TrackAssure Organization Settings).

Location Users are created specifically to work at a location.

A location user can only be associated with one location.

A location user is either a Location Admin or an Employee:

• A Location Admin can use TrackAssure Web and mobile versions.
• An Employee can only use the TrackAssure mobile version. 

If you delete a user, they will no longer have access to the system but their account will be retained for reference purposes.

Managing users for a location is carried out in the following locations:

• Through the Users panel on the location Overview page, which is accessed through the Organization structure page (see Viewing and Editing Locations):

  

• Through the Users page for a location:

  

To add a users to a location

To add a user to a location, carry out the following:

1. On the Users page or in the Overview > Users panel, click Add. A blank Add user form appears:

   

2. Enter the Email address of the user you want to add.
3. Select a User role from the drop-down list that appears when you click in the field.
4. Enter the First name and Last name of the user as it will appear on reports.
5. Optionally, enter a Phone number for the user.

6. Click Save. The form closes and the following occurs:

   • The user is added to the list of Users for the location and their status is set to Created.

   • An email will be sent to the user, welcoming them to TrackAssure and providing them with temporary login credentials:

     If they are a Super Admin or Location Admin, the message appears as follows and their first login will be through the Server App:

     

     If they are an Employee, the message appears as follows and their first login will be through the Mobile App:

     

   When they login for the first time using their temporary credentials, the following will occur:

   • They will be prompted to create a permanent password.
   • Their status will be updated to Active.

   If you use an email address that was previously used at this location or at another location within your organization, you will receive an error message:

   

   You will need to create the account using a different email address.

To edit an existing location user

To edit an existing location user account, carry out the following:

1. On the Users page or in the Overview > Users panel, locate the user you want to edit, scroll the panel to the right (if needed), and click Edit. The Edit user form appears:

   

   

2. Update the First name, Last name, or Phone number, as needed.

   You cannot change the Email address or User role on the account. If you need to change the Email address, you will need to create a new user account with the new email address (see To add a users to a location) and then delete the active account (see To delete an existing location user).

3. To change the Status, click on the current status and choose a new status from the drop-down list that appears:

   

4. When finished, click Update. The form is closed and the user account is updated.

To delete an existing location user

Before deleting an existing location user, consider whether they will use TrackAssure again in the future for your organization. If yes or maybe, consider changing their account status to Inactive instead of deleting them, 

To delete an existing user from a location, carry out the following:

1. On the Users page or in the Overview > Users panel, locate the user you want to delete, scroll the panel to the right, and click Edit. The Edit user form appears:

   

   

2. At the bottom of the form, click the Delete user link. A confirmation dialog box appears:

   

3. Click Remove. The user account is removed from the location and the user will no longer have access to TrackAssure.