Add and Manage Users

As an admin, you are able to add users and update their roles and permissions. Users can be imported in bulk and updated in bulk. Users can also be added to User Groups. User Groups are custom groups of users who should own or have items shared with them. Users can belong to more than one group.

For the details about roles and permissions, see User Permissions.

In this article:

• Navigate to User Settings
• Add a User
• Invite a User
• Edit a User
• Inactivate a User
• Delete a User

Navigate to User Settings

Users are added and maintained in Settings. To navigate there:

1. In the lower left corner, click your profile and select Settings.
2. Go to Employees & Departments and select Employees.

Add a User

To add a user:

1. On the Employees tab, click +Add. The Add Employee drawer opens.
2. Add the user's general details:
   • Active User: Select if this user account should be available for use.
   • First name: Enter the user's first name as you would like it to appear in WeTrack.
   • Surname: Enter the user's surname or last name as you would like it to appear in WeTrack.
   • Email: Enter the email address that invitations, notifications, and so on should go to. This is also the user's username to log in to WeTrack. Every user in your system must have a unique email address.
   • Department: Select the department the user belongs to. Departments are used to allow/restrict access to data as well as assign items.
3. Select the user's role: Account Admin, User Admin, Admin, or General Role. For more about roles, see User Permissions.
4. Add the user to any applicable User Groups:
   1. By User Group, click Manage groups. The Add User Group to Employee modal opens.
   2. Select all groups the user should belong to.
   3. Click Save.
5. Add the user's Module Permissions. For detailed information about permissions, see User Permissions.
6. Once all information has been added, either:
   • Click Save User to create the user. You will be able to send the invitation later.
   • Click Save & Send Invite to create the user and send them an email invitation now. For more information about the initial login process, see Log in to WeTrack for the First Time.

Invite a User

You are able to send an invitation email to users. This email has a link to the WeTrack site where they can set a password and log in. Invitations can be re-sent if the recipient has mistakenly deleted it.

To send an email invitation to users:

1. On the Employees, check the box on the far right of the user's row. You can select multiple users.
2. In the header, click Send invites. An email will be sent to the selected users. 

For more information about the initial login process, see Log in to WeTrack for the First Time.

Edit a User

You are able to update all user details except for their email address. 

To edit a user's details:

1. On the Employees or External Users tab, select the user. The Edit Employee modal opens.
2. Make any necessary changes.
3. Click Save User. 

Inactivate a User

If a user's account is no longer needed, it should be inactivated. 

To inactivate a user:

1. On the Employees or External Users tab, select the user. The Edit Employee modal opens.
2. Uncheck Active User.
3. Click Save User. 

Delete a User

Users can be deleted. Deleting a user will remove them from all items assigned to them.

To delete a user:

1. On the Employees or External Users tab, check the box on the far right of the user's row. You can select multiple users.
2. In the header, click Delete. A confirmation pop-up displays.
3. Type the number which displays in the pop-up in the spaces.
4. Click Confirm. The users are deleted.