Add and Manage External Users

Venue operations teams can collaborate with contractors, stewards, and temporary staff by creating External Users. External users can complete job and incident checklists through secure, authenticated access without requiring full WeTrack accounts. For more about working with external users, see Share Jobs and Incidents with External Users.

In this article:

• Navigate to User Settings
• Add an External User
• Edit an External User
• Delete an External User
• External User Authentication Flow
• Promote an External User to an Employee

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 an External User

To add an external user:

1. On the External users tab, click +Add. The Add External User drawer opens.
2. Add the user's first name, last name, and email address.
3. Click Save.

Edit an External User

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

To edit a user's details:

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

Delete an External User

To delete a user:

1. On the 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.

External User Authentication Flow

External users will not receive an invitation. Instead, when they are assigned to a job or incident they receive an email notification with a secure link to the job/incident. When they click the link, a one-time password (OTP) is sent to their email. They use that OTP to log in and access their job/incident. 

This verification retained for 24 hours, after which they'll be sent another OTP to log in again.

Promote an External User to an Employee

If an external user needs access to the WeTrack application, you can promote them to an employee. 

To promote them to an employee:

1. On the External Users tab, select the user. The Edit External User drawer opens.
2. Click Promote to Employee. The Edit Employee drawer opens.
3. Add the user's department, user groups, and permissions. For full instructions see Add and Manage Users.
4. Once all information has been added, either:
   1. Click Save User to create the user. You will be able to send the invitation later.
   2. 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.