In this update:
Control
Access to Jobs and Incidents for External Users
External users can now complete job and incident checklists through secure, authenticated access without requiring full WeTrack accounts. Previously, only internal WeTrack users with full employee accounts could access and complete checklists, forcing venue managers to resort to manual workarounds like printing checklists, sending PDFs via email, or conducting radio-based check-ins. Now, venue operations teams can easily collaborate with contractors, stewards, and temporary staff.
Key capabilities include:
- Assign external users to specific jobs and incidents during creation, or add to existing items. You can also configure automatic external user assignment at the job category template level.
- External users access jobs via unique secure links sent by email with one-time password verification on first access.
- Mobile-responsive portal provides read-only access to job details and full editing capability for assigned checklists, including adding comments and uploading attachments within checklists.
- Links never expire but display context-appropriate content based on job status (open, completed, past due, or access revoked).
- External user assignments appear in all existing reports, PowerBI feeds, and import/export templates.
This feature eliminates manual checklist distribution and printing costs, reduces administrative follow-up time through automated completion notifications, and enables operations teams to focus on critical tasks while contractors work independently. Real-time visibility provides automatic notification when contractors finish all mandatory work items, immediately prompting managers to review completed checklists with a complete audit trail for compliance and quality assurance.
For details, see:
Checklist Auto-Open on Incidents and Jobs
When opening the Incident or Job Detail pages, the first checklist that needs action will open automatically. Previously, you had to manually scan and click through checklists to find incomplete items. If all checklists are complete, none open. This feature is only on desktop.
Planning
Project/Task Group Timeline Shifting from Gantt Chart in Planning Module
Project Managers can now reschedule entire projects or individual task groups instantly through drag-and-drop in the Gantt chart. Previously, users had to manually update individual task dates one-by-one when project schedules changed, with manually adjusting 150+ tasks for a schedule delay taking hours with a high risk of errors and inconsistencies when updating interdependent task dates.
Key capabilities include:
- Drag-and-drop projects or task groups to new dates with real-time visual preview showing affected items and shift amount.
- Automatic date recalculation for all affected tasks, preserving task duration and dependencies.
- Tasks with both start and due dates shift by the same offset, preserving task duration.
- Real-time visual feedback displays highlighted rows, a ghost preview showing new timeline position, and a tooltip showing the new start date, days shifting, and count of affected items.
- Confirmation dialog appears before applying changes.
- Asynchronous processing keeps UI responsive even for large projects with 1000+ tasks.
- Immediate state-based RAG status updates evaluate all shifted tasks upon operation completion.
- Comprehensive locking system prevents concurrent edits during timeline shift operations with visual indicators across all interfaces.
- Task history tracking creates complete audit trail of all date changes.
- Email notifications sent immediately upon operation completion with detailed error information.
Timeline Shifting transforms schedule adjustments from a hours-long manual process prone to errors into a seconds-long operation that maintains data integrity across all dependencies. Project Managers can respond quickly to schedule changes while maintaining accurate project timelines and status indicators without manual recalculation or data integrity concerns.
For more information, see Shift Project and Task Group Timelines in the Gantt Chart.
Duplicate Projects and Project Tasks
You can now duplicate entire projects or individual tasks within projects with full control over what gets copied, including owners, departments, tags, and subscribers. Previously, there was no way to duplicate existing projects or tasks, forcing project managers to manually recreate entire project structures, task hierarchies, assignments, and configurations from scratch when setting up similar projects or recurring events.
Key capabilities include:
- Customize what gets copied through a guided two-step workflow selecting elements to duplicate and setting new project details.
- Intelligent date logic maintains relative timeline positioning with new start date as baseline, and the new end date is automatically calculated based on the original project duration.
- All tasks, task groups, and internal dependencies are duplicated while maintaining hierarchical relationships
- Duplicate single or multiple tasks from Project Details Tasks tab with the option to add to existing task group or create new one.
- Automated RAG status updates immediately evaluate the new tasks against account-configured thresholds.
- Asynchronous processing handles large projects with 500+ tasks without blocking the user.
This feature streamlines project setup time for recurring or similar projects, eliminates manual data entry errors when creating similar project structures, and enables rapid deployment of standardized project templates for seasonal events or recurring operations.
For more information, see Duplicate Projects and Project Tasks.
General
Revamped PDF Generation
The revamped PDF generation we rolled out in October for reports is now also used when exporting PDFs from Risk Profiles, Events, Incidents, Sustainability Indicators, and Risk Assessments.
The redesigned PDF generation system delivers your documents without disrupting your workflow. The redesigned system now processes exports in the background, allowing users to continue working without interruption. Exports are delivered faster, with improved stability and consistent performance.
- PDF reports now generate asynchronously, allowing you to continue working without interruption.
- Receive alerts when background export generation is complete and your PDF is ready for download from the Document Manager; click the folder icon in the lower left navigation to go to the Document Manager and download or email your export. In the Document Manager you can also view the status of all requested exports.
- Generated exports are saved in the Document Manager for 30 days, and then automatically removed to maintain system performance.
For more information, see Export Events, Incidents, Indicators, Risk Profiles, and Risk Assessments using the Document Manager.
Zone Groups
Zone Groups allow you to organize and filter incidents, jobs, and logs across multiple zones with a single selection. This feature streamlines zone-based filtering for city managers and operations coordinators.
Previously, managing data across multiple zones within a city required manually selecting each individual zone when filtering incidents, jobs, or generating reports. Administrators can now create Zone Groups in Location Manager (similar to user groups) and assign zones to each group. When zones are assigned to incidents, jobs, or logs, their zone groups automatically populate and remain synchronized, updating dynamically for open items when zone group assignments change, while preserving historical associations for closed incidents and completed jobs.
Zone group filters are now available on all incident, job, and log list pages, as well as in Report Builder for comprehensive reporting across cities or regions. Multi-select filtering with OR logic allows you to view data across multiple zone groups simultaneously, eliminating the need to manually select dozens of individual zones for city-level operations and reporting.
Configure Zones, Zone Groups, and Areas has been updated with Zone Groups.
Cancel Button on Mobile
The cancel button on mobile forms has been re-positioned to the top-right corner with a universal "X" icon. This placement aligns with standard mobile design patterns where your thumb naturally reaches for dismissal actions.
New User Permission
We have added a new setting to the Control Module permissions (Can access Incidents & Logs) allowing admins to grant or restrict access to Incidents and Logs, similar to the existing Jobs setting (Can access Jobs).
User Permissions has been updated to reflect this addition.
Resolved Issues
- Employee and external user names now support single-character entries. Previously, the system required a minimum of 3 characters for first and last names when creating or editing employee and external user records, which prevented valid single-character names from being entered. The minimum character requirement has been reduced to 1 character, accommodating diverse naming conventions while still preventing empty fields.
- General users with Edit > Just owned items permissions now see the full header on Jobs and Logs lists. Previously, general users with these permissions were missing key header elements like Quick filter, Filters, Search, Bulk select, and Gear Icon on the Jobs and Logs list pages.
- Area title validation error no longer appears incorrectly in Location Manager. Previously, a red "Area Title is Required" error message appeared even when you had entered a valid area title when creating or editing areas. This validation error has been fixed and now only displays when the field is actually empty.
- Headline status changes are no longer recorded when no actual change is made. Previously, simply clicking into the Headline Status field and clicking away without making changes would trigger a Changes saved notification and create a history entry. The system now only records changes when the headline status is actually modified.