Click on the Employees tile to view, create, archive, and modify employees.
Note: The functions you can perform depend on your permission level.
You will see a list of employees.
To create a new employee, click the New Employee button.
Complete the fields to add the new employee.
General Information: Enter the employee's name and other demographic information. Enter and confirm the employee's password. Select a username or email address.
Note: Email address and employee ID must be unique portal-wide. If you do not enter an employee ID, the system will assign one.
Address: Enter the employee's address. This is optional; however, it is helpful if you use the scheduling module later.
Phone number: Enter the employee's phone number. To enable SMS notifications, select The user agrees to receive account notifications by SMS.
Government Badge ID: Enter any relevant government identification. This field can be used to ensure GDPR compliance.
Please note that TrackTik is unable to change an employee password. An internal company administrator must handle any employee password changes.
Roles & Permissions: Select one role for the employee.
Assigning one role and one role only to an employee is essential. Not assigning a role will block the user's access to TrackTik's features. Giving more than one role may cause conflicts.
Note: The only time when a user should have no role is when they are initially created. Once a role is assigned to a user, the system will not allow a user to revert to a no-roles-assigned status.
If a user cannot add employees, their role likely lacks the required permission.
To grant access:
- Go to Settings > Roles & Permissions.
- Open the role assigned to the user (for example, Scheduler or Field Supervisor).
- Under the Employees/HR module, enable the permission to Create/Add Employees. You may also want to enable Edit/Deactivate if appropriate.
- Save the role.
- Have the user log out and back in to apply the updated permissions.
Alternative: Assign a different role that already includes employee creation permissions if that fits your access model.
Note: If the Paycor integration is enabled, the Add Employee action is intentionally hidden. In that case, create employees in Paycor and let them sync to TrackTik, or disable the integration to add employees directly in TrackTik.
Other Fields: Additional fields for tags, employment and termination date, and birthday. You can also add an employee photo here.
Click "Save Employee" to complete the creation of the employee.
Please note that TrackTik does not automatically send a welcome or access notification when you create a new employee profile. No email, SMS, or in-app message is triggered by profile creation. An administrator or manager must inform the employee that their account is ready and provide first-login instructions.
Navigate to the Skills and Attributes tab to set the skills for this employee. This is required if you have hard or conditional requirements set for positions or if you use the scheduling module.
Granting Access & Activating the Account: After creating an employee profile, as an Portal administrator or user with permission to manage users/roles, ensure the user can sign in and see the correct modules by assigning the appropriate role and activating the account as required by your configuration.
- Open the employee profile: From the Employees list, select the person you just created.
- Assign the role/permissions: On their profile, go to Edit, then Roles & Permissions section and select the one role the employee needs. Roles determine which features and data the user can access.
- Save changes: Click Save Employee to apply the permissions.
- Share login details: Provide the correct portal URL (and company code if applicable). Remind the user that passwords are case-sensitive.
Troubleshooting access: If you can’t see or edit roles, your account likely lacks permission to manage users. Contact a portal administrator. If the user can’t log in after a role is assigned, confirm their status is Active. If the user should only access specific modules, verify the exact role names required by your organization’s configuration.
Security best practices:
- Grant only the minimum access required for the person’s job and assign one role to avoid conflicts.
- Require a password reset at first login.
- Review access periodically and remove any permissions that are no longer needed.
Log out of the TrackTik portal and log in as the newly created employee to verify if the user and password were successfully created.