User access
The User Access page sets where each active internal user may sign in: TrakIT in a web browser, the PWA, the separate TrakIT app, the API, or an AI assistant. It is also where a system administrator authorizes AI access for your TrakIT installation.
To open it, select Admin > SysAdmin Pages > User Access. The page is for system administrators, and is on the menu of some installations only.
External users are not listed: they sign in to the External portal in a web browser, and the mobile app, the separate TrakIT app, the API and AI assistants are not open to them. See Internal and External users.
The access modes
Section titled “The access modes”Each column of the list is an access mode. A user can have any combination of them.
| Mode | Lets the user | What happens without it |
|---|---|---|
| Desktop | Use TrakIT in a web browser: the full web application. | A user who has PWA is taken to the PWA instead. |
| PWA | Use the mobile web app, which opens in a phone’s browser. | A user who has Desktop is taken to their start page in the full application instead. |
| Mobile App | Sign in to the separate TrakIT app. | The app refuses to sign in: User account is not permitted to sign in from the mobile app. |
| API | Use TrakIT’s API. For system administrators only. | The API refuses the user’s sign-in (User account is not permitted to sign in from the API) and calls: see API access. |
| AI | Connect an AI assistant, such as Claude or ChatGPT, to TrakIT through the TrakIT MCP Gateway, and ask it about their TrakIT data. The assistant sees only what the user can see, with the user’s own permissions, and can only read: it cannot create, change or delete anything. | The assistant cannot sign in or read data. AI needs AI access to be authorized for your installation as well. |
A user with neither Desktop nor PWA cannot use TrakIT in a web browser at all: the sign-in page says User account is not permitted to sign in from a web browser. A user with every mode off cannot sign in anywhere (No access next to their name on this page). See If you can’t sign in.
A change takes effect at once. TrakIT checks the user’s access on every page they open, on every call from the separate TrakIT app and on every request from an AI assistant. If you take away both Desktop and PWA while the user is signed in, the next page they open signs them out.
New users start with Desktop, PWA and Mobile App.
Change where a user may sign in
Section titled “Change where a user may sign in”- Find the user: type part of their name, user ID or roles in the search box. Every word you type must appear, in any order. Press Esc to clear it.
- Turn the switch of the mode on or off.
Each switch saves itself. A switch you cannot change is greyed: point to it to see why.
| Column | Shows |
|---|---|
| User | The user’s name, which opens the user, their user ID and company. No access if every mode is off. |
| Roles | The user’s roles, or SysAdmin. |
| Desktop, PWA, Mobile App, API, AI | A switch for each mode. The heading counts how many of the users shown have it on. |
Above the list, TrakIT shows how many users match the search, out of all the active internal users. Locked users are not listed.
These switches cannot be changed from this page:
| Switch | Why |
|---|---|
| API, for any user | Only TrakIT Support can change API access (Only TrakIT Support can change API access). |
| Desktop, PWA and Mobile App of a system administrator | Only TrakIT Support can change them (Only TrakIT Support can change a SysAdmin’s sign-in access). |
| Your own Desktop | You cannot remove your own Desktop access. |
| AI, to turn it on, while AI access is not authorized | AI access has not been authorised for this application. You can always turn AI off. |
If another administrator changed the same user’s access in the meantime, TrakIT says so and asks you to reload the page.
Authorize AI access
Section titled “Authorize AI access”Before anyone can use an AI assistant with TrakIT, a system administrator must accept the AI access terms on behalf of your organization. Until then, the page says AI access is not authorised for this application, AI cannot be turned on for anyone, and AI sign-ins are refused.
- Select Authorise AI Access.
- Read the terms in Authorise AI Access. They say, in short, that:
- the data a user’s assistant reads from TrakIT passes through the TrakIT MCP Gateway to the AI provider the user has connected, which handles it under its own terms;
- the assistant sees only what the user can see, and can only read;
- an AI assistant can give wrong or incomplete answers, which users must check in TrakIT;
- your organization is responsible for making sure that using AI with this data meets its own policies, its agreements and the data protection laws that apply to it, and for choosing which users get AI;
- the authorization can be withdrawn at any time.
- Select I have read the above and accept it on behalf of my organisation.
- Select Authorise.
TrakIT records your user ID and the date and time, and says AI access is authorised. AI can now be turned on for each user. The page then shows who authorized AI access and when, and how many users have AI on. Turn on AI for each user who should have it.
Withdraw AI access
Section titled “Withdraw AI access”- Select Withdraw next to the authorization.
- Read the confirmation, Withdraw AI Access, which says how many users have AI now, and select Yes.
AI is turned off at once for every user, and their AI assistants lose access to TrakIT. TrakIT says how many users had it. You can authorize AI access again later, but AI must then be turned on again for each user.
Who can use this page
Section titled “Who can use this page”Only system administrators can open the page and change users’ access. Anyone else sees Authorization Failed. TrakIT Support’s own accounts are not listed.
Only TrakIT Support can change API access, and the access of a system administrator.