User group

The User group page shows one user group: its settings, its members, the requests to join it and what was done to it. The group’s owner and the system administrators manage the group here: they change its settings, add and remove members, decide on requests to join, hand it to another owner and archive it.

To open a group, select its name on the User Groups page. The heading is the group’s name, after its icon. ◄ Back to User Groups takes you back to the list.

You can open a Visible group, and a Private group you are a member of. A Hidden group opens only for its owner and the system administrators: its other members can only leave it, from the list.

The group’s details

Field	Shows
Code	The group’s code, and the token event and data actions use for it in their recipient lists, for example [G-OPS].
Company	The group’s company. Only its users can be members.
Type	Operational, Project, Department or Notification-only.
Visibility	Visible, Private or Hidden: see Visibility.
Owner	The group’s owner, with You if it is you.
Email	The group’s own email address, or -.
Email Recipients	Where the group’s emails go: see What a group receives.
Created	When the group was created.
Description	The description, or -.

For the owner and the system administrators, a note above the details says where the group is named as a recipient, for example Named as a recipient in 2 reports, 1 event/data action. It counts report subscriptions, reminders, event and data actions and geofence triggers: see Where a group can be a recipient.

The buttons under the details depend on who you are:

Button	Who sees it	What it does
Edit	Owner, system administrators	Changes the group’s settings.
Transfer Ownership	Owner, system administrators	Hands the group to another member.
Archive, Reactivate	Owner, system administrators	Archives the group, or makes it active again.
Request to Join	Users of the group’s company, on a Visible group they are not in	Asks the owner to add you.
Withdraw Request	Users with a request waiting	Takes your request back.
Leave	Members other than the owner	Takes you out of the group, after you confirm.

Edit the group

Select Edit.
In Edit User Group, change the Name, Type, Visibility, Email, Email Recipients or Description. They take the same values as when you create a group.
Select Save.

TrakIT says The group was saved. The Code and the Company cannot be changed: event and data actions name the group by its code, and its members belong to its company.

If someone else changed the group while you were editing it, TrakIT says The group was changed meanwhile. Reload the page and try again.

Group icon

The owner and the system administrators can give the group a picture, shown on the list and on this page. Without one, the group shows the symbol of its type.

Select the group’s icon, or its type’s symbol, next to the name in the heading.
In Group Icon, drag a picture onto the box, or select Select File. It must be a PNG, JPEG or GIF of at least 128 × 128 pixels, and at most 20 MB.
Drag the circle over the part of the picture to show, and resize it with the handle at its lower right.
Select Crop & Save.

To go back to the type’s symbol, open Group Icon and select Remove Group Icon, then confirm.

Members tab

The Members tab lists the group’s members, with the number in the tab’s name. The owner is marked Owner.

Column	Shows
Member	The user’s name and user ID.
Email	The user’s email address.
Company	The user’s company.
Added	When the user was added, and by whom.
Status	Active, or why the user receives nothing from the group: Locked - not sent to, Now in followed by another company and - not sent to, External user - not sent to or User no longer exists.

Members who receive nothing are greyed, and a note above the list says how many there are.

Select Export to download the members as an Excel file, with their user ID, name, email, company, role in the group (Owner or Member), when and by whom they were added, and their status.

Add members

Select Add Members.
In Add Members, tick the users to add. Type a name, user ID or email address in the search box to narrow the list.
Select Add.

TrakIT says how many members were added, and why any user was not. The list offers the internal users whose own company is the group’s company, who are not locked and not yet members. Each new member gets a chat message saying they were added. Adding a user who had asked to join also clears their request.

Remove a member

Select the cross at the end of the member’s row (Remove from the group), then confirm in Remove Member. The user gets a chat message. The owner cannot be removed: transfer the group to another member first.

Transfer ownership

Select Transfer Ownership.
In Transfer Ownership, choose the member who will own the group. The list offers the members who still receive from the group.
Select Transfer, then confirm.

The new owner manages the group from then on, and receives an email and a chat message. If you were the owner, you stay a member: you can then leave the group. Unless you are a system administrator, you no longer manage it. When a system administrator transfers a group, the previous owner gets a chat message.

To make someone the owner who is not a member yet, add them first.

Requests tab

The owner and the system administrators see the Requests tab, with the number of requests to join that are waiting. Each request shows the user, their email and company, the Note they added and when they asked.

Select Approve to make the user a member. TrakIT checks that the user can still be one: if not, decline the request.
Select Decline, then confirm, to refuse it.

The user is told by email and chat message either way. Archiving the group drops the requests that are waiting.

Action Log tab

The Action Log tab lists what was done to the group, newest first: when it was created, changed or renamed, members added, removed or leaving, requests to join and the decisions on them, changes of owner and group icon, archiving and reactivating, and exports of its members. Each entry shows the Time, who did it (By), the Action and its Detail. The tab shows the last 500 entries.

Archive or reactivate

Archive a group that is no longer needed:

Select Archive.
Read the confirmation, Archive Group: it says where the group is named as a recipient, and how many requests to join will be dropped.
Select Yes.

An archived group reaches nobody: reports, reminders, event and data actions and geofence triggers that name it stop sending to it, but keep it in their lists. The group moves to the Archived tab of the list, its page shows when and by whom it was archived, and it cannot be changed. Members can still leave it.

To use it again, select Reactivate. The group goes back to sending to its members.

Request to join

On a Visible group of your own company:

Select Request to Join.
Add a Note for the owner, if you like, up to 300 characters.
Select Send Request.

The request goes to the owner, who decides on it on the Requests tab. To take it back, select Withdraw Request, then confirm.

To leave a group, select Leave, then confirm. If the group is Private or Hidden, you return to the list, and only its owner or a system administrator can add you again. The owner cannot leave: they transfer the group first, or archive it if they are its only member.

Who can use this page

Every internal user can open the groups visible to them, ask to join them and leave them. Managing a group needs no permission in a role: it is open to the group’s owner and to the system administrators.

Who	Can
Any internal user	Open Visible groups and the Private groups they are in, see the members and the action log, export the members, ask to join and leave.
The group’s owner	Everything above, and edit the group, change its icon, add and remove members, decide on requests, transfer ownership, and archive or reactivate the group.
System administrators	Everything the owner can, on every group.

A user who owns a group cannot be deleted until the group has another owner: see Delete a user.