Navigating TrakIT

Every TrakIT page you open on a computer sits in the same frame: the main menu and a row of icons at the top, a line with your name and Quick Search under them, a chat bar at the bottom left and a footer with useful links. This page explains each part: how to find a page in the menu, what each icon does, how to search, how chat works, how to work with more than one company and where to get help.

What you see depends on your role and on how your company has set up TrakIT. Some menus and icons on this page may not appear for you, and some menus may have other names.

The page at a glance

Part	Where	What it does
Main menu	Top bar, left	Opens TrakIT’s pages. See The main menu.
Icons	Top bar, right	Help, full screen, mobile app, dark mode, password, passkeys and sign out. See The top-bar icons.
Your user line	Under the menu, left	Your user ID, your name and your roles. See Your user line.
Quick Search	Under the menu, right	Finds work orders, entities, assets, users, invoices and bills. See Quick Search.
Chat bar	Bottom left	Shows your unread messages and opens TrakIT Chat. See Chat.
Footer	Bottom of the page	Links to Help, Blog, Support, Change Log, WA Channel and Terms of Use, and the TrakIT build number and date.

Messages from TrakIT, such as a notice from TrakIT Support or a warning that your installation has not been updated for a long time, appear at the top of the page, above its content. If a warning asks you to inform your system administrator, do so.

The main menu runs along the top bar. It is grouped into top-level menus:

Point to a top-level menu to open it. A top-level menu with items shows ▼.
Point to an item marked ▶ to open its next level.
Select an item to open its page in the same browser tab.

The standard top-level menus are:

Menu	What it holds
Home	News and Documents: your company’s news articles and shared documents.
Analytics	Dashboards, Top Entities, Finance Pending and Quotation Status.
CRM	Leads and Contacts.
Operations	Jobs, Events & Data, Documents, Activities, Asset Map View, Delay Tracking, Event Calendar, Bulk Operations and Warehouses. Some installations call this menu Workflows.
Yards	Planning, Moves, Inventory, Stock, Yard Trucks, Container Master and Device App.
Finance	Jobs, Accounts, Bulk Actions, Quotations, Rate Management, Invoices, Bills, Internal Posting, Receipts & Payments, Documents and Exchange Rates, then the accounting pages: Journal Entries, Balance Sheet, Profit & Loss and Trial Balance.
HR	Attendance, My Leaves, Leaves, Training and Employee Master.
Reports	Interactive, Workflow, Advanced and Query reports, My Reports, Subscription Summary and Queue.
System	Entity Management, Asset Management, Geo Data, Location List, Distances, Notifications, Country Holidays, Broadcast Messages, Chart of Accounts, Contact Admins and Request Management.
Admin	User Management, Role Management, User Groups, Workflow Definitions, Form Definitions, Integrations, Portal Charts, Masters, Logs, and SysAdmin Pages for system administrators.

A few more things about the menu:

The TrakIT logo at the left of the menu opens the TrakIT website in a new tab.
An item that points to another website opens in a new tab. System > Contact Admins opens in a popup on the page you are on.
A grey item is disabled and does nothing when you select it.
If your company has set up menu names in another language, the menu shows them. Point to an item to see its standard name.
Your company may have extra pages added at the end of a menu, after a separator line.

On a narrow window

When the window is 900 pixels wide or less, for example on a tablet, the menu folds away behind the menu icon (three lines) at the left of the top bar:

Select the menu icon to show the menu.
Select a top-level menu to expand its items, and again to collapse it.
Select the page you want.

Select anywhere outside the menu to close it. The footer links are hidden at this width.

What decides what you see

SysAdmin Pages and the items under it are for system administrators only.
A system administrator can hide top-level menus from a role, with Menu Access in Admin > Role Management. A menu is hidden from you only if every role you hold hides it.
A user who can update users can also hide top-level menus from you, with Menu Access on your user record in Admin > User Management.
TrakIT Support can hide or disable menu items for your whole installation.
Extra pages your company has added can be limited to certain roles and companies.

Hiding a menu only removes it from the menu. Each page checks your permissions when it opens, and shows Authorization Failed if your role does not allow it, however you reached it.

Opening pages

A menu item opens its page in the same tab.
On many lists, selecting a record, such as a job reference or an invoice number, opens it in a new tab, so the list stays open. Each page’s help says what its links do.
Forms to add or change something usually open in a popup on the page.
When you sign in, TrakIT opens your start page: the Default Page set on your user record, or else one set on one of your roles (not for system administrators), or else Operations > Jobs. If you sign in on a phone and can use the mobile app, or can use only the mobile app, TrakIT opens the mobile app instead.
While a TrakIT page is open in your browser, it keeps your session active, so you are not signed out for being idle.

The top-bar icons

The icons sit at the right of the top bar. Point to an icon to see its name.

Icon	Name	What it does	Who sees it
Gear	Master Admin	Opens tools for TrakIT Support.	TrakIT Support only.
Question mark	Help	Opens the help for the page you are on. See Getting help.	Everyone.
Four corners	Full Screen	Switches the browser to full screen, or back.	Everyone.
Phone	Mobile App	Switches you to the TrakIT mobile app.	Users whose Access includes PWA.
Moon or sun	Toggle Dark Mode	Switches between the light and dark colour schemes.	Everyone.
Key	Change Password	Opens the Change Password page.	Everyone, if your installation lets you sign in with a TrakIT user ID and password.
Fingerprint	Manage Passkeys	Opens the Passkeys page, where you add and remove passkeys.	Everyone, if your installation lets you sign in with a passkey.
Arrow leaving a box	Sign Out	Signs you out.	Everyone, unless TrakIT signs you in with your Windows account.

Full screen

Select Full Screen to hide the browser’s toolbars and use the whole screen. TrakIT confirms with Full Screen mode enabled. Select the icon again, or press Esc, to leave full screen.

Mobile App

Select Mobile App.
In Switch to Mobile App?, select Yes.

TrakIT opens the home page of the mobile app, the version of TrakIT made for phones. Your Access, on your user record, decides whether you can use it.

Dark mode

Select Toggle Dark Mode to switch the page, and any frames in it, to the dark colour scheme. The icon then shows a sun; select it again to go back to the light scheme. TrakIT saves your choice in your user profile, so the pages you open next, on any computer, use it too. Pages already open in other tabs change when you reload them.

Sign out

Select Sign Out to end your session and go back to the sign-in page. TrakIT also closes your TrakIT Chat window and the popup windows that the page opened, and turns off Keep me signed in on this browser.

Your user line

Under the menu, on the left, TrakIT shows your user ID, your full name and, in brackets, your roles. A system administrator sees SysAdmin instead of the roles. A long list of roles is cut short.

Your user ID is a link to your user record. It opens only if your role can view users (Read on User Management).

TrakIT shows dates and times in the time zone set on your user record. When you sign in, TrakIT compares it with your device’s time zone. If they differ, the Time Zone Change page shows both, as Device Time Zone and TrakIT Time Zone:

Select Yes, Change It to set your TrakIT time zone to your device’s.
Select No Thanks to keep it.

Either way, TrakIT then opens the page you were going to. The zones can differ because one of them is set wrongly, or because your device changed time zone for daylight saving time or while travelling.

Quick Search

Quick Search finds a record from any page without opening its list first:

Select Quick Search, at the right under the menu. A search panel opens below the menu.
In Search In, choose what to search: Work Orders, Work Order Data, Entities, Assets, Users, Invoices or Bills.
In Search For, type the text to find, and press Enter.

The records you find open in a new tab. You find only records you are allowed to see. See Quick search for what each choice finds and the permissions it needs.

Chat

TrakIT Chat lets you send short messages to other TrakIT users. The chat bar at the bottom left of the page shows No New Messages, or the number of unread messages, and flashes while you have unread messages. Select it to open TrakIT Chat in its own window. You see the chat bar if your role has Internal Chat.

See Chat for how to send messages, link them to work orders and read TrakIT’s system notifications.

Chat with TrakIT Support

If your installation has the support chat turned on, users whose role has Chat with Support also get a live chat widget on the page, to contact TrakIT Support directly.

Working with more than one company

There is no company switch in the top bar. Your user belongs to one company, shown as Company on your user record. A system administrator can give you access to more companies, under Company Assignment on your user record. System administrators have access to every company.

Pages that work on one company at a time have a company list at the top:

Pages	How the company list works
Finance > Accounts, Quotations, Invoices, Bills and Internal Posting	A company list (point to it to see Company) next to a financial year list (Financial Year). The company list is greyed out if you have only one company. Choosing another company shows that company’s records and selects its current open financial year.
Finance > Journal Entries, Balance Sheet, Profit & Loss and Trial Balance, System > Chart of Accounts and Analytics > Quotation Status	The company list appears only if you have access to more than one company.

The list holds the companies you have access to. Each page remembers the company you chose last; the first time, it starts on your own company. A few other pages, such as System > Notifications, also have a company list for their own settings.

Getting help

Select Help (the question mark) in the top bar to open the help for the page you are on, in a separate window. Each help you open replaces the last one in that window. If the page has no help page of its own, the help home page opens.
The help opens in the language you last chose with the help site’s language picker, or else in your browser’s language if it is French or Spanish, or else in English.
Some sections of a page, and many popups, have their own Help icon, which opens the help for that part of the page. In a popup, the icon is in the title bar.
In the footer, Help opens the help home page in a new tab, and Support starts an email to TrakIT Support. The footer also shows the build number and date of your TrakIT installation, which TrakIT Support may ask for.
System > Contact Admins lists the system administrators of your TrakIT installation, with links to email them.
If your installation has the support chat, see Chat with TrakIT Support.
For the terms TrakIT uses, see the Glossary.
For answers to common questions, see the General FAQ.
For whole tasks from start to finish, such as following a job until its work orders close, see the guides, starting with From job to closed work order.
When TrakIT shows an error screen instead of a page, see Error messages.

Who can do what

Section	Permission	Allows you to
Chat	Internal Chat	See the chat bar and use TrakIT Chat.
Chat	Chat with Support	Chat with TrakIT Support, if the support chat is turned on for your installation.
Work Orders	Read	Search Work Orders and Work Order Data in Quick Search.
Entity Management	Read	Search Entities in Quick Search.
Asset Management	Read	Search Assets in Quick Search.
User Management	Read	Search Users in Quick Search, and open your user record from your user line.
User Management	Update	Change the Menu Access of other users.
Invoices	Read	Search Invoices in Quick Search.
Bills	Read	Search Bills in Quick Search.

Changing the Menu Access of a role, and the Company Assignment of a user, is for system administrators only.