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User Management

Comprehensive user administration for managing accounts, roles, and permissions in True Tracker.

Overview​

User Management allows administrators to create, modify, and manage user accounts, assign roles, set permissions, and maintain organizational structure within True Tracker.

Accessing User Management​

  1. Sign in with administrator privileges
  2. Navigate to Settings → User Management
  3. Or click "Admin Panel" → "Users"

Note: User Management requires administrator or user management permissions.

User Roles and Permissions​

System Roles​

System Administrator

  • Full system access and configuration
  • User management and role assignment
  • System settings and integrations
  • Data backup and security management

Organization Administrator

  • Organization-wide user management
  • Department and location management
  • Reporting and analytics access
  • Budget and cost center management

Department Manager

  • Department user management
  • Work order oversight and approval
  • Department reporting and analytics
  • Resource allocation and scheduling

Supervisor

  • Team member management
  • Work order assignment and review
  • Basic reporting access
  • Quality control and approval

Technician

  • Work order execution
  • Time and material tracking
  • Mobile app access
  • Basic reporting (own work)

Viewer

  • Read-only access to assigned areas
  • Report viewing
  • Dashboard access
  • No editing capabilities

Permission Categories​

User Management

  • Create/edit/delete users
  • Assign roles and permissions
  • Reset passwords
  • Manage user groups

Work Order Management

  • Create/edit/delete work orders
  • Assign work orders
  • Approve work orders
  • Close work orders

Asset Management

  • Create/edit/delete assets
  • Manage asset hierarchies
  • Asset reporting
  • Maintenance scheduling

System Configuration

  • System settings
  • Integration management
  • Custom fields
  • Workflow configuration

Managing Users​

Creating New Users​

  1. Access User Creation

    • Click "Add New User" button
    • Or use "Bulk Import" for multiple users

  2. Basic Information

    • Full Name: First and last name
    • Email Address: Primary login credential
    • Username: Alternative login (optional)
    • Employee ID: Company identifier

  3. Account Settings

    • Role Assignment: Select primary role
    • Department: Assign to department
    • Supervisor: Select direct supervisor
    • Status: Active, Inactive, or Pending

  4. Contact Information

    • Phone number
    • Extension
    • Alternative email
    • Emergency contact

  5. System Preferences

    • Default language
    • Time zone
    • Notification preferences
    • Dashboard layout

  6. Send Invitation

    • Email invitation to new user
    • Include setup instructions
    • Set temporary password (optional)
    • Require password change on first login

Editing Existing Users​

User Profile Updates

  1. Search for user in the user list
  2. Click "Edit" button or user name
  3. Modify necessary information
  4. Save changes
  5. Notify user of important changes

Role and Permission Changes

  1. Select user from list
  2. Go to "Roles & Permissions" tab
  3. Modify role assignments
  4. Adjust specific permissions
  5. Set effective dates (if applicable)
  6. Save and apply changes

Account Status Management

  • Activate: Enable user access
  • Deactivate: Temporarily disable access
  • Suspend: Temporary suspension with reason
  • Delete: Permanent removal (use with caution)

Bulk User Operations​

Bulk Import

  1. Download user import template
  2. Fill in user information
  3. Upload completed file
  4. Review import preview
  5. Confirm and process import
  6. Send invitations to new users

Bulk Updates

  1. Select multiple users
  2. Choose bulk action:
    • Role assignment
    • Department transfer
    • Status change
    • Permission updates
  3. Apply changes to selected users
  4. Confirm bulk operation

Export User Data

  • Export user lists for reporting
  • Include selected fields
  • Filter by department, role, or status
  • Generate CSV or Excel format

User Groups and Teams​

Creating User Groups​

Department Groups

  • Automatically created based on departments
  • Include all department members
  • Inherit department permissions
  • Simplify bulk operations

Project Teams

  • Temporary groups for specific projects
  • Cross-departmental membership
  • Project-specific permissions
  • Automatic dissolution after project completion

Skill-Based Groups

  • Group users by technical skills
  • Facilitate work assignment
  • Training group management
  • Certification tracking

Managing Group Membership​

Adding Users to Groups

  1. Select user group
  2. Click "Add Members"
  3. Search and select users
  4. Confirm membership
  5. Set membership duration (if applicable)

Group Permissions

  • Assign permissions to entire group
  • Individual permissions override group permissions
  • Inherit permissions from multiple groups
  • Manage permission conflicts

Access Control​

Role-Based Access Control (RBAC)​

Role Hierarchy

  • System Admin > Org Admin > Manager > Supervisor > Technician > Viewer
  • Higher roles inherit lower role permissions
  • Custom roles can be created
  • Role-specific dashboards and menus

Permission Inheritance

  • Users inherit permissions from assigned roles
  • Additional permissions can be granted individually
  • Permissions can be restricted for specific users
  • Temporary permission grants available

Location-Based Access​

Facility Access Control

  • Restrict access to specific buildings/locations
  • Department-based location access
  • Temporary location access grants
  • Emergency access procedures

Equipment Access Control

  • Skill-based equipment access
  • Certification requirements
  • Safety training prerequisites
  • Equipment-specific permissions

User Authentication​

Login Methods​

Standard Login

  • Username/email and password
  • Password complexity requirements
  • Account lockout protection
  • Session management

Single Sign-On (SSO)

  • Integration with corporate identity providers
  • SAML 2.0 and OAuth 2.0 support
  • Automatic user provisioning
  • Centralized authentication

Multi-Factor Authentication (MFA)

  • SMS-based verification
  • Email verification codes
  • Authenticator app integration
  • Hardware token support

Password Management​

Password Policies

  • Minimum length and complexity
  • Password expiration rules
  • Password history restrictions
  • Account lockout settings

Password Reset

  • Self-service password reset
  • Administrator password reset
  • Temporary password generation
  • Password reset notifications

User Monitoring and Auditing​

Activity Monitoring​

Login Tracking

  • Login/logout timestamps
  • IP address logging
  • Device and browser information
  • Failed login attempts

User Activity Logs

  • Work order activities
  • System configuration changes
  • Data access and modifications
  • Report generation and access

Security Monitoring

  • Unusual login patterns
  • Multiple failed attempts
  • Privilege escalation attempts
  • Data export activities

Audit Reports​

User Access Reports

  • Current user permissions
  • Role assignments
  • Group memberships
  • Access level changes

Activity Reports

  • User login patterns
  • System usage statistics
  • Feature utilization
  • Performance metrics

Compliance Reports

  • User certification status
  • Training completion
  • Access reviews
  • Security compliance

Integration and Automation​

HR System Integration​

Employee Data Sync

  • Automatic user creation from HR system
  • Employee status updates
  • Department and role synchronization
  • Termination processing

Organizational Structure

  • Department hierarchy sync
  • Reporting structure updates
  • Cost center assignments
  • Location assignments

Directory Services​

Active Directory Integration

  • User authentication
  • Group membership sync
  • Organizational unit mapping
  • Automated provisioning

LDAP Integration

  • User directory synchronization
  • Group-based access control
  • Centralized user management
  • Single sign-on support

Mobile User Management​

Mobile App Access​

Device Management

  • Register authorized devices
  • Remote device wipe capabilities
  • App-specific permissions
  • Offline access control

Mobile-Specific Settings

  • Push notification preferences
  • Location services permissions
  • Camera and file access
  • Offline data synchronization

Troubleshooting​

Common Issues​

User Cannot Login

  • Verify account status (active/inactive)
  • Check password reset requirements
  • Confirm email address accuracy
  • Review account lockout status

Permission Issues

  • Verify role assignments
  • Check individual permission overrides
  • Review group memberships
  • Confirm location-based restrictions

Integration Problems

  • Test SSO configuration
  • Verify directory service connectivity
  • Check user mapping rules
  • Review synchronization logs

User Support​

Self-Service Options

  • Password reset functionality
  • Profile update capabilities
  • Help documentation access
  • Training resource links

Administrator Support

  • User account troubleshooting
  • Permission issue resolution
  • Integration problem solving
  • Security incident response

Best Practices​

User Account Management​

Account Lifecycle

  • Standardized onboarding process
  • Regular access reviews
  • Prompt offboarding procedures
  • Periodic permission audits

Security Practices

  • Principle of least privilege
  • Regular password updates
  • Multi-factor authentication
  • Security awareness training

Documentation

  • Maintain user role documentation
  • Document permission changes
  • Keep contact information current
  • Record training and certifications

Organizational Structure​

Role Design

  • Clear role definitions
  • Minimal role overlap
  • Regular role reviews
  • Business-aligned permissions

Group Management

  • Logical group organization
  • Regular membership reviews
  • Clear group purposes
  • Automated group maintenance

Next Steps​

After setting up user management:

Effective user management is crucial for system security, operational efficiency, and regulatory compliance in your True Tracker implementation.