User management

The User Management page lists the users of TrakIT. From here you find a user, see who is online, export the list and create a user. Each user opens on the User page, where you change their details, roles and access.

To open it, select Admin > User Management.

The number at the top right, for example 12 Online, counts the users who are using TrakIT now.

Internal and External users

TrakIT has two kinds of users, each on a tab of this page. The User page shows the sections that apply to each kind.

Internal users

The Internal tab lists your own staff. An internal user:

• holds one or more internal roles, which decide what they can do: see Role management;
• works in the workflows they have access to, through their geo data or by assignment, and in their own company and any other companies a system administrator gives them;
• signs in to TrakIT in a web browser, the PWA or the separate TrakIT app, as set for them on User access;
• sees their roles’ menu, less any top-level menus hidden for them under Menu Access;
• can be a member of user groups;
• is locked automatically after a time without signing in, if their company has an Idle User Lock.

External users

The External tab lists the people outside your company who use TrakIT’s External portal, such as the staff of a customer or a transporter. An External user:

• holds at most one portal role, which decides what they can do and see in the portal, including the charts on its home page: see Role management and Portal charts;
• sees only what concerns the entities they are linked to: linked as Customer, the jobs where the entity is the customer; linked as Transporter, the work orders where it is the transporter or the return transporter;
• signs in to the portal in a web browser. The mobile app and the separate TrakIT app are for internal users only;
• has no geo data, workflows or menu settings of their own, and cannot be a member of user groups;
• is not locked automatically when idle.

Find a user

1. Select the Internal or External tab.
2. Select Filters to open the filter panel, if it is closed.
3. Enter or select the filters you need.
4. Select Search.

Reset clears the filters. TrakIT remembers the tab and your filters for the next time you open the page. If an administrator has limited the users you can see, Custom Filters Active appears next to the buttons.

Filter	Finds
ID/Name	Any part of the user ID or the full name.
Email	Any part of the email address.
Show Locked Users	Includes locked users. Without it, only users who are not locked are listed.
Show Online Only	Only the users who are online now.
Entities Linked	Users linked to an entity whose code or name contains the text.
Has Email	Has Email or Has No Email, or — Any —.
My Subordinates Only	Users whose manager is you.
Assigned Locations	Internal tab only: users assigned to the selected geo data. < Not Assigned > includes users with no geo data.
Workflow Access	Internal tab only: users with access to any of the selected workflows. System administrators are always included.
Companies	Internal tab only: users with access to any of the selected companies.
Roles	Internal tab only: users holding any of the selected roles. Clear SysAdmin to leave out system administrators.

In the lists with many choices, type in Search to narrow the list, and select the check icon to select all or none.

The list

The list shows 20 users per page, by full name. Users Found gives the number of matches. Select a column heading to sort by it, where the column allows it.

Unless you are a system administrator, you see only the users whose company is one of the companies you have access to. Locked users are shown greyed out.

Column	Shows
Person icon	Opens the user’s profile on your company’s own system, if your company has a User Url set. See Company.
User ID	The user ID the user signs in with.
Full Name	The user’s name. Select it to open the user. A warning icon (Hash Check Failed) means the user’s record failed TrakIT’s integrity check: the user cannot sign in. Contact TrakIT Support.
Email	The email address.
Roles	The user’s roles, or SysAdmin in red for a system administrator. A role followed by * belongs to one company.
Assigned	Internal tab only: Yes if the user is assigned to geo data. No in bold red for an active user with none: such a user gets no workflows through geo data. - for a system administrator.
Zone	The user’s time zone, in hours from UTC.
Manager	The user’s manager.
Company	The user’s own company.
Assigned Companies	Internal tab only: the other companies the user has access to.
News	Internal tab only: Y if the user receives news by email.
Session Count	How many times the user has signed in.
Updated By	Who last changed the user, and how long ago.
Last Active	When the user last used TrakIT.
Data fields	The user data fields your company has set up to be displayed, for internal or External users. See Data fields.
Online	A green light if the user is online now.

Export the list

Select Export to download the users that match the filters, on all pages, as an Excel file. It has the user ID, first, last and full names, email, mobile, company, zone, manager, last activity, whether the user is locked or takes SMS, who created and last changed the user and when, the session count and the default page, followed by all the user data fields. For internal users it also has the other companies, the roles, whether they receive news, the default workflow group and the profile URL. Export appears only when the list has users, and if your role allows it.

Create a user

1. Select the Internal tab to create an internal user, or the External tab to create an External user.
2. Select Create. The page Create New Internal User or Create New External User opens.
3. Fill in the fields, as described in User fields.
4. Leave Send Welcome Message and Password by Email (if provided) selected to email the user.
5. Select Create.

The user’s page opens, with User created successfully. TrakIT gives the user a random password. With the welcome option and an email address, the user receives an email, Your Account is Ready, with their user ID and details and, if your installation lets users sign in with a password, that first password. The system administrators receive an email, User Account Creation, with the new user’s details. A new internal user also gets a welcome chat message.

Then, on the user’s page:

• give an internal user more roles, workflows or companies, or an External user their portal role, on the Access Control tab;
• link an External user to their entities on the Linked Entities tab.

The user signs in as described in Sign in, and can change the first password on Change password. A user without an email address cannot sign in.

Who can use this page

Section	Permission	Allows you to
User Management	Read	Open the page and the users’ pages.
User Management	Create	Create users with Create.
User Management	Export	Export the list.

What you can do on a user’s page needs further permissions: see User. Only TrakIT Support sees and manages TrakIT Support’s own accounts.