User

The User page shows one user: their details at the top, the tasks you can run on them, and tabs for their access, linked entities, data, files, sessions, actions and devices. This is where you change a user, lock them, reset their password or delete them.

To open a user, select their name on the User Management page. To open your own record, select your user ID in your user line. ◄ Back to Users takes you back to the list.

The heading says what you are doing: User Details, Update User, Delete User, or Create New Internal User or Create New External User for a new user. Some parts of the page apply only to internal users or only to External users: see Internal and External users.

The top of the page

• Actions runs an action that your company has set up for users, if there is one. TrakIT asks you to confirm first; actions cannot be undone.
• The box with the details shows the user’s full name with a lock icon: an open green lock, or a closed red lock when the user is locked. A locked user’s box is greyed.
• At the top right, a green light means the user is online now (User Online), and Zone shows the user’s time zone, for example Zone: UTC+5.5.

User details

Field	Shows
User ID	The ID the user signs in with. It cannot be changed.
First Name, Last Name	The user’s name.
Email	The email address, as a link, or [No Email]. A user without an email address cannot sign in.
Roles	Internal users: their roles, or [SysAdmin] for a system administrator. A long list is cut short. The label is Portal Roles for an External user.
Two Factor Auth	How the user confirms each sign-in: None, Email, SMS And Email or TOTP. See Two-factor authentication. On your own record with TOTP, Register App opens the authenticator set-up: see Set up an authenticator app.
Mobile Number	The mobile number, or -.
SMS Updates	Yes if the user can receive text messages from TrakIT.
Company	The user’s own company.
Manager	The user’s manager, as a link to their record, or NA.
News Updates	Internal users: Yes if the user receives news articles by email.
Workflow Assignment	Internal users: how the user gets access to new workflows. With By Geo Data, when a workflow is created or its origin or destination changes, it is added to the user’s workflows if its origin or destination is in the user’s geo data; the Geo Data page can also assign the user. With By Role or Manual, it is not.
Default Workflow Group	Internal users: the workflow group that pages such as Jobs open on, until the user chooses another.
Signature Available	Internal users: Yes if the user has a signature.
Custom WO Filter	Shown only when TrakIT Support has set a filter that limits the work orders the user sees: Active.

The line at the bottom says when the user was created and by whom, when and by whom it was last updated, and when the user was last active.

Signature

An internal user can have a signature image. When your company’s forms are set up to show the signature of the user who generates them, a document this user generates shows their signature; without one, it shows a placeholder instead. Signature Available says whether the user has one. TrakIT Support adds and removes users’ signatures: contact them to set one.

Tasks

The Tasks menu, at the bottom right of the details, holds what you can do to the user. Tasks your role does not allow are greyed.

Task	What it does
Modify User	Changes the user’s details.
Lock or Unlock	Locks or unlocks the user.
Reset Password	Emails the user a new password.
Clear Cache	System administrators only: clears the user’s saved settings.
Delete User	Deletes the user.

The Tasks menu does not appear on a system administrator’s record: only TrakIT Support can change, lock, reset or delete a system administrator.

Change a user

1. Select Tasks > Modify User. The heading changes to Update User.
2. Change the fields you need, described in User fields.
3. Select Save.

TrakIT says User updated successfully. Cancel goes back without saving.

When you change a user’s Company, the user loses any roles that belong to another company. When you change their Manager, their leave applications still waiting at the first level move to the new manager: see Approval levels. When you change their Email, the system administrators receive an email, User Email Change, with the old and new addresses.

Your company can also have its own checks that stop a change with a message, and its own actions that run when a user is created, changed, deleted or signs in: see Validations and actions.

User fields

The same fields are used to create a user and to change one. Some are for internal users only.

Field	What to enter
User ID	New users only: 3 to 10 letters and digits, starting with a letter, with no spaces or symbols. Letters are capitalized. It must be unique, and cannot be changed later.
First Name, Last Name	Up to 50 characters each, without spaces: letters, digits, commas, hyphens, apostrophes and underscores. Required. Two active users of the same kind, internal or External, cannot have the same first and last name.
Company	The user’s own company, from the companies you have access to. Required. Choosing it refills Initial Role and Manager with that company’s choices.
Email	One email address, up to 100 characters, not used by another user. Leave it empty if the user has none: they can then not sign in. On some installations, an internal user’s address must belong to one of your company’s email domains. Changing it needs the Change Email permission: without it, the box is greyed.
Mobile	The mobile number, with + and the country code, up to 15 characters.
Two Factor Auth.	None, Email, SMS And Email or TOTP: see Two-factor authentication. SMS And Email needs a Mobile number, and text messages set up on your installation.
Initial Role	New internal users only: the user’s first role, from the roles of the chosen company and the roles of no company. Add more roles later on the Access Control tab.
Workflow Assignment	Internal users: shown greyed out. It cannot be changed here.
Assign Geo	New internal users only: the geo data to assign the user to, which gives them the workflows of that place. Needs the Assign User permission in the Geo Data & Locations section.
Default Workflow Group	Internal users: the workflow group that pages such as Jobs open on. The list offers the groups of the workflows the user has access to; for a new user, those you have access to.
Manager	The user’s manager: an internal user of the chosen company who is not locked and has not left. — Select User — for none. It is used for leave approvals and for My Subordinates Only on the list.
Time Zone	The time zone in which TrakIT shows the user dates and times. A new user starts with yours.
Enable SMS	On to let the user receive text messages from TrakIT. Needs a Mobile number.
News Updates	Internal users: on to email the user the news articles. On for a new user.

Message	What to do
User ID must be at least 3 characters, User ID cannot start with a number, User ID can contain alpha-numeric characters only	Change the user ID.
A user ID followed by already exists in database	Choose another user ID.
First and Last Name are required, Please remove any middle names, Names contain one or more invalid characters	Enter one first name and one last name, without spaces or symbols.
First and Last name specified already exists	Another user has this name. Check that the user is not already in TrakIT.
Email Address is already in use or Email specified already exists	Another user has this address.
Email must belong to any of below domain(s):	Use an address in one of the domains listed.
Company already assigned as Additional Company	The company is ticked under Company Assignment. Clear it there first.
Cannot enable SMS updates without Mobile number, Cannot enable SMS Two-Factor Authentication without Mobile Number	Enter a Mobile number.
Cannot enable SMS Two-Factor Authentication without SMS configuration	Choose another Two Factor Auth.: your installation has no text messages set up.
Cannot set user as own manager, Selected Manager is a subordinate	Choose another manager.

Lock or unlock a user

Select Tasks > Lock to stop the user signing in, or Unlock to let them sign in again. TrakIT says User account has been locked or User account has been unlocked.

Locking and unlocking both sign the user out everywhere: in web browsers, in the separate TrakIT app and in any API sign-ins. After an unlock, the user signs in again.

A locked user cannot sign in (User account is locked: see If you can’t sign in), is shown greyed out on the list, and receives no reports or emails sent to their user groups. Lock users who no longer work with you, rather than delete them.

• You cannot lock or unlock yourself, or a system administrator.
• You cannot lock or unlock a user whose company is disabled (Company is disabled).
• If your company has an Idle User Lock, TrakIT locks internal users who have not used TrakIT for longer than that, and emails them an Inactive Account Warning during the last three days before. See General Settings on the company. Locking or unlocking a user restarts the count.

Reset the password

Select Tasks > Reset Password. TrakIT sets a new random password and emails it to the user, with the subject Password Reset, then says that the password was reset and emailed. The reset signs the user out everywhere: in web browsers, in the separate TrakIT app and in any API sign-ins. The user signs in with the new password and changes it: see Ask an administrator to reset it and the password rules.

The user needs an email address (User must have an email address for password reset email to be sent). Users can also reset a forgotten password themselves, with Lost Password? on the sign-in page.

Clear the cache

System administrators can select Tasks > Clear Cache to delete the settings TrakIT remembers for the user, such as their filters and the choices they made last on each page. TrakIT says how many were deleted: the user’s pages go back to their default settings.

Delete a user

1. Select Tasks > Delete User. The heading changes to Delete User, and the user’s details are shown greyed out.
2. Select Delete.

The user is deleted at once, with their geo data, workflow access, roles, entity links, session log, devices, notification settings, report recipients and user group memberships, and you return to the list. Cancel keeps the user.

A user cannot be deleted while:

• they own a user group: TrakIT names the groups. Transfer each to another member first, on the User group page;
• other records in TrakIT still refer to them (Unable to delete user with references).

To stop someone using TrakIT, lock the user instead.

Tabs

The tabs below the details are Access Control, Linked Entities, User Data, User Files, Session Log, Action Log and Devices. They appear only while you view the user, not while you change it.

Access Control tab

The Access Control tab sets what the user can reach. For a system administrator, it says only that the user is a System Administrator with full unrestricted access.

An internal user’s tab has six boxes: Geo Data Assignment, Workflow Access, Company Assignment, Roles, Menu Access and User Level Filters. An External user’s tab has Company Assignment, Portal Role and User Level Filters.

You cannot change your own access: on your own record, the buttons and icons that change it are not shown.

Geo Data Assignment

Internal users only. Geo Data Assignment lists the places of the geo data tree the user is assigned to, with their code and name, or No Geo Data Assigned. A user assigned to a place has access to every active workflow whose origin or destination is that place or a place under it.

Caution

When you assign or remove geo data, TrakIT rebuilds the user’s Workflow Access from their geo data: workflows that were assigned by hand are removed.

To remove a place, select the minus icon on its row (Un-assign Geo Data), then confirm. TrakIT says Geo Data was unassigned.

Add Geo Data

1. Select the plus icon next to Geo Data Assignment (Add Geo Data).
2. In Select Geo Data, type the name of the place and choose it.
3. Select Assign.

TrakIT says that the geo data was assigned to the user.

Message	Means
Please select Geo Data to assign	Choose a place from the list.
The user is already assigned to Geo Data within the selected Geo Data.	The user has a place under this one. Remove it first.
The user is already assigned to a higher Geo Data to which the selected Geo Data belongs.	The user already has access to this place through a place above it.
You do not have permission to assign this Geo Data	Unless you are a system administrator, you can assign only places within your own geo data.

Workflow Access

Internal users only. Workflow Access lists the workflows the user has access to, with their code and name, or No Workflows Accessible. Inactive workflows are greyed. The user sees the jobs and work orders of these workflows only.

To remove a workflow, select the minus icon on its row (Remove Access to Workflow), then confirm in Unassign Workflow. TrakIT says Workflow unassigned successfully. Unless you are a system administrator, you can remove only workflows you have access to yourself.

Assign Workflow

1. Select the plus icon next to Workflow Access (Assign Workflow).
2. Under Select Workflow, tick the workflows to add. Type in Search to narrow the list; the check icon selects all or none.
3. Select Assign.

TrakIT says Selected Workflow(s) successfully assigned to user. The list offers the active workflows the user does not have yet; unless you are a system administrator, only those you have access to yourself. If there are none, TrakIT says There are no more workflows available to assign.

A workflow you add here stays until it is removed, until the user’s geo data changes, or until the workflow’s origin or destination is changed: TrakIT then gives the workflow to the users whose geo data covers its new origin or destination, and to no one else.

Company Assignment

Company Assignment lists the companies. The user’s own company is ticked and greyed at the top; tick the other companies the user should have access to, then select Update. TrakIT says Company assignment updated successfully.

Only system administrators can change it: for others, the box is greyed and says Company assignment can be performed by SysAdmins only. A user’s companies decide which companies’ records they see, and which users of those companies appear on the users list for them.

TrakIT refuses to take a company away from an internal user who is linked to an entity that would then be enabled in none of the user’s companies. It names the company and says it is linked to Entity users, followed by the entity codes.

Roles or Portal Role

Roles decide what a user can do. For what each role allows, see Role management; for what each permission allows, see Roles and permissions. The box appears if your role can assign roles.

• Roles, for an internal user: tick the roles the user holds. The list offers the internal roles of the user’s company and the roles of no company; a role of one company shows the company’s name in brackets. The user’s roles are listed first. Restricted roles are greyed: only TrakIT Support can give or take them.
• Portal Role, for an External user: choose the user’s one portal role, or [No Role]. A portal role decides what the user can do in the portal and which charts its home page shows: see Portal charts. If the user’s role is restricted, the list is greyed.

Then select Update. TrakIT says Role saved successfully. On your own record, the box says You cannot change your own roles. You can also give roles to users from User Role Assignment in Role management.

Message	Means
Cannot have same role name more than once	Two of the ticked roles have the same name, for different companies. Keep one.
A portal user can hold only one role. Remove the current role before assigning another.	An External user holds one role at most.

Menu Access

Internal users only. Menu Access lists the top-level menus in two parts: Desktop, the menu of TrakIT in a web browser, and PWA, the sidebar of the mobile web app. A ticked menu is shown to the user; clear it to hide it.

1. Tick the menus to show, and clear those to hide.
2. Select Update.

TrakIT says Menu access updated.

• A menu marked (hidden by role) is greyed: every role the user holds hides it. Change it on the roles’ Menu Access. A user’s own setting can hide more than the roles do, never less.
• (no Desktop access) or (no PWA access) next to a part means the user cannot sign in there, so they do not see that menu: see User access.
• Each part needs at least one ticked menu (At least one Desktop menu item must be ticked, At least one PWA menu item must be ticked). To keep a user out of the PWA, take away their PWA access instead.

Hiding a menu only removes it from the menu. The user can still open a page they have the permission for, for example from a link.

User Level Filters

User Level Filters lists the filters TrakIT Support has set up for your installation to limit what a user sees, for example the work orders, entities, users, invoices or bills they can find. Tick the filters that apply to this user, then select Update. TrakIT says Custom Filters Updated. No filters available means there are none for this kind of user.

The filters apply together, with any set for the user’s roles (see Custom filters) and company. Lists limited by them show Custom Filters Active. They do not apply to system administrators. To have a filter added, contact TrakIT Support.

Linked Entities tab

The Linked Entities tab lists the entities the user is linked to, with their code, name and country, and No entities linked if there are none.

For an External user, the links decide what they reach in the portal. The Relationship column says how the user is linked:

• Customer: the jobs where the entity is the customer.
• Transporter: the work orders where the entity is the transporter or the return transporter.

A user can be linked to an entity both ways; each link is then a row of its own. Records of the entity as a whole, such as its invoices, are reached through a link of either kind, if the user’s portal role allows them.

To remove a link, select the cross at the end of its row (Remove Entity), then confirm. TrakIT says Entity was unlinked. Only that link is removed. Removing a link needs Unlink Entity in the User Management section and Link/Unlink User in the Entity Management section.

You can also link users from the entity’s side, on its Linked Users tab.

Link Entity

1. Select Add Entity.
2. In Link Entity, choose the Entity Type, for example the customer type.
3. In the next box, labelled with the type, type the entity’s name and choose it. The list offers the entities of that type in the user’s companies. For an External user, unless you are a system administrator, it also offers those in the companies you have access to.
4. For an External user, choose how the user is Linked As: Customer or Transporter.
5. Select Add.

Message	Means
Please select Entity	Choose an entity from the list.
Please select how the user is linked	Choose Linked As.
User is already linked to this entity as followed by the relationship	The link exists already.
Permission Denied	Your role needs Link/Unlink User in the Entity Management section as well.

User Data tab

The User Data tab lists the user’s data fields: extra fields your company has set up for internal users or for External users, under Admin > Masters > Data Fields. Fields set to be displayed are also columns of the users list, and the list’s export has all of them.

1. Enter the Value and Remarks of the fields you need.
2. Select Save.

Use Search to find a field by name or code. Computed fields are worked out by TrakIT and cannot be changed. Inactive fields are shown in red. You can change the fields if your role can update user data. A system administrator’s data can be changed only by TrakIT Support.

User Files tab

The User Files tab holds files about the user, such as a signed agreement or a copy of an identity document, with their title, file name, type, status, expiry date (red once it has passed), size and who uploaded them. Cancelled files are shown in red. Select the icons on a row to download, preview or print a file.

To add files, if your role can update users:

1. Select Add Files.
2. Enter a File Title, and choose a Document Type, a Document Status and a Document Expiry if needed. Without a title, each file is titled with its file name.
3. Drag the files onto the box, or select Select File(s). The upload starts at once.

Each file can be up to 20 MB, of the types listed in the popup. To change a file’s details, select its pencil (Modify Document), make the changes and select Update. In the same popup you can cancel the file with Cancel Document, or delete it with the cross at the bottom left.

Session Log tab

The Session Log tab lists the user’s sign-ins, newest first, 20 per page.

Column	Shows
Session Start	When the user signed in.
Browser/Device	How the user signed in: for a web browser, the browser and its version; for the separate TrakIT app, the device. API and AI sessions are marked as such.
IP Address, IP Location	Where the user signed in from, and the city and country of that address.
Last Access	When the user last used TrakIT in that session, in green within the last 10 minutes.
Duration	The time from Session Start to Last Access.

For sign-in figures across users, system administrators use User statistics.

Action Log tab

The Action Log tab lists what the user did in TrakIT and when, newest first, such as the records they created and changed. Changes that others made to this user’s record appear in those users’ logs.

• Use Search to find an action or a value, and Show Page Loads to include the pages the user opened.
• Ref and Ref ID say which record the action was on. Select the ID to open the record, for example a work order, an entity or an invoice.
• Select Export to download the log as an Excel file.

How long the log is kept depends on your company’s data retention policy. System administrators can search the actions of all users in User action log.

Devices tab

The Devices tab lists the phones and tablets on which the user has signed in to the separate TrakIT app, latest first. Devices the user has signed out of are greyed.

Column	Shows
Device ID	The device’s ID.
First Login, Last Access	When the user first signed in on the device, and last used the app on it.
Device Type, Device Name	The kind of device and its name.
FCM Token	Yes if the device can receive app notifications from TrakIT.
Log Out	When the user signed out on the device.

Who can use this page

Your role needs Read in the User Management section to open a user. You can open the users that the Users list shows you: users of your companies, and users with no company. TrakIT Support’s own accounts open for TrakIT Support only. This applies whether you open the user from the list, a link or their email address.

Everything else needs its own permission in the User Management section:

Permission	Allows you to
Read	See the user’s details, linked entities and data, and download and preview their files.
Update	Modify User, Menu Access, User Level Filters, Add Entity, Actions, and add, change and delete user files.
Delete	Delete users.
Lock User	Lock and unlock users.
Reset Password	Reset passwords.
Change Email	Change the Email in Modify User.
Assign/Remove User Roles	See and change the Roles or Portal Role, and assign and remove workflows.
Unlink Entity	Remove entity links.
View Session & Action Log	See the Session Log and Action Log tabs.
View Devices & Locations	See the Devices tab.
Update User Data	Change the User Data fields.

Other sections:

• Geo Data & Locations: Assign User to add geo data, and UnAssign User as well to remove it.
• Entity Management: Link/Unlink User to add and remove entity links.

Only system administrators can change Company Assignment and use Clear Cache. Only TrakIT Support can change, lock, reset or delete a system administrator, and set where a user may sign in from this page; system administrators do that on User access.