Venue operations teams can collaborate with contractors, stewards, and other temporary staff by creating External Users. External users can then complete job and incident checklists through secure, authenticated access without requiring full WeTrack accounts or additional user licenses.
The external user process is:
- Create External Users: Create an external user for each person you'll be working with. You'll need their first name, last name, and email address. External users can later be promoted to full Employee users with WeTrack access if needed. See Add and Manage External Users for instructions.
- Assign External Users to Jobs or Incidents: Assign external users to specific jobs and incidents during creation, or add them to existing items. An external user can also be created as you are adding the job or incident. You can also configure automatic external user assignment at the job category template level for streamlined workflows.
- External User Receives Email Notification: When assigned, external users automatically receive an email notification containing a unique secure link to access the job or incident. No WeTrack login credentials are required.
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External User Authenticates and Accesses the Portal: When the external user clicks the link, they are sent a one-time password (OTP) which they use to log in.
- Browser verification is retained for 24 hours, eliminating repeated authentication during this period. After that, the user must verify again using a one-time password.
- Terms and Conditions acceptance is required before accessing checklists.
- External users can only access jobs and incidents specifically assigned to them. Each job is accessed by way of its link.
- The secure link never expires but displays context-appropriate content based on job status:
- Job Open: Full checklist editing capabilities with all functionality enabled
- Job Completed: Read-only view with "Job completed" message confirming work is done
- Past Due Date: Warning message "Job past due date" with read-only access
- Access Revoked: "No longer have access" message when external user is removed from assignment
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External User Completes Assigned Work: External users work within a mobile-responsive, task-focused portal optimized for field use. The portal provides:
- Read-only access to job/incident details (title, description, deadline, location)
- Full editing capability for assigned checklists with various response types
- Ability to add comments and upload attachments within checklists
- Real-time progress tracking with automatic save functionality
- The external user will complete the assigned checklist, but will not update the status of the job.
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Job Owner Reviews Completed Work: Job owners receive automatic notification when external users complete all required checklist items, prompting review of the completed work. If all work is correct, the job owner then updates the status of the job to complete.
- All notifications include relevant job/incident context and direct access links.
Audit Trail and Reporting
Throughout the process, the system maintains comprehensive tracking:
- Complete audit trail of all external user actions with timestamps logged on the job/incident
- Centralized view of all external user activities across multiple jobs and incidents
- Clear documentation for compliance and quality assurance
External user assignments are fully integrated into reporting capabilities:
- External user assignments appear in all existing job and incident reports as optional columns
- PowerBI feeds include external user data for analytics
- Import/Export templates include an External Users column
- All CRUD APIs support the external user assignment field
- Filters across the platform include external user options