On-site License Guide

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TrackTik’s Onsite License feature allows users to access the TrackTik system from a computer’s browser. This is useful for users who do not need to complete checkpoint tours but still need to clock in and out file reports or use the Visitor Management module.

Please note that some of the features discussed in this section are available in the staff portal without the need to activate an on-site license.

Articles where "onsite" appears in the heading and that describe onsite license functionality require an onsite license to be usable.


In this section, you will find:

 

  • Onsite License Activation
  • Clocking In With An Onsite License
  • Scheduled Tours
  • Site Contacts
  • Client Portal Access
  • Writing Reports
  • The Manager Dashboard
  • Schedules
  • Employee Management 

 

Onsite License Activation

Follow these steps to activate the onsite license feature. From the Security and Patrol tab within site, activate the Onsite License feature.

 

Goto:
Site > Security and Patrol tab > Onsite Features > On-Site License 

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Users will now access the site with the same credentials to access TrackTik on a mobile device.

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Clock in Using an Onsite License

Articles where "onsite" appears in the heading and that describe onsite license functionality require an onsite license to be usable.

Users utilizing the onsite license can clock in and out for shifts and breaks just like they can when using a mobile device.

 

Follow the steps below to clock in using the on-site license.

 

From the On-Site tile, select the Site Access option.

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The users will see the list of sites to which they are assigned.

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Click the Clock In button to clock into the site.

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Confirm that you would like to clock in.

 

The system will ensure you are clocking in at the site where you are scheduled. If you are trying to clock in at a different location than where you are scheduled, you will get an error message that tells you you are scheduled at a different location.

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If the employee is not scheduled anywhere, the system will generate an unplanned shift and allow the users to clock in. The same will occur if you are not using Scheduling in TrackTik.

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Once a user has clocked into a site, they can clock out, start a break or leave the site. The user can also write reports from the on-site license.

 

Scheduled Tours

Articles where "onsite" appears in the heading and that describe onsite license functionality require an onsite license to be usable.

View a list of scheduled tours and view when the tours were last performed.

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You can view:

  • The scheduled time of the tour.
  • The name of the tour.
  • When the tour was last performed.

 

Site Contacts

Under the site contacts tab, you will find a list of contacts associated with the site.

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  1. Click the Site Contacts tab to see and manage the list of site contacts.
  2. Name: The name of the contact.
  3. Title: The job title of the contact.
  4. Phone: The phone number of the contact.
  5. Email: The email address of the contact.
  6. Click the edit button to edit the contact.
  7. Click the Create Contact button to create a new site contact.

For more information on creating contacts, please see this article.

 

Client Portal Access

Articles where "onsite" appears in the heading and that describe onsite license functionality require an onsite license to be usable.

 

Create, edit view and delete access for your clients. See a list of sub-sites attached to a multi-site.

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  1. Click on the portal access tab.
  2. The client's first and last name.
  3. The client's email address.
  4. The client's phone number, if any.
  5. Last log in.
  6. View a list of sub-sites to which the client has access.
  7. View the client's access level.
  8. Edit the client portal access.

 

Create a Client Portal access, click the Create a Client Access button, and fill out the fields.

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  • First Name: The first name of the client.
  • Last Name: The last name of the client.
  • Picture: Add an optional photo of the client.
  • Phone: The client's phone number. Check the box to enable SMS messages to a cell phone number.
  • Email: The email address of the client.
  • Choose a Password: Enter the desired customer password.
  • Confirm Password: Repeat the password.
  • Force to Change the Password: Require a password change.
  • Permissions: Select a role for the client.
  • Status: Grant or revoke client access.

Once the information has been entered, click Save.

 

Write a Report Using the Onsite License

Articles where "onsite" appears in the heading and that describe onsite license functionality require an onsite license to be usable.

 

Follow the steps below to write a report using the on-site license.

 

Under the Create Report tab, select the report template you would like to complete.

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Fill out the report fields.

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Click the Send Report button.

Note: Any reports filled out in this manner will be accessible under the Operations Reports tab, like any other reports.

 

Manager Dashboard

The manager dashboard is a staff-level set of roles and permissions that allows supervisors to manage only the sites and employees to which they are assigned.

 

These permissions include:

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General Access: This option gives the user access to the Manager Dashboard when logged in with an onsite license.

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View The Map And Track Panels: This gives the user access to the Map And Track Panel on the dashboard.

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View Dashboard Reports: This option gives access to the reports dashboard within the site.

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View Shift Reports: This option gives users access to the shift reports generated for each site employee.
View The Tours: This provides the user access to the tours dashboard from within the site.
View The Patrol Dashboard Checkpoint Section: This should be checked if you want to view checkpoints and tours. Un-checking this option hides the Patrol Tours menu completely.
View The Patrol Dashboard Recording Section: View watch mode recordings created by users in the field.
View The Exceptions Tab: This is a list of system exceptions triggered by certain events such as missed shifts, inactive mobile users, late lone worker check-ins, and panic button triggers.
Broadcast Messages and Use The Remote Tasks: This option grants the user access to remote tasks from the dashboard.
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Schedules

For managers and supervisors, it is possible to prepare a schedule from within a site using an onsite license. This way, supervisors and managers can prepare schedules only for sites and employees for which they are in charge.

 

Go to the Schedules tab within the site.

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Click the Prepare button to prepare the schedule.

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View Your Own Schedule

To view your own schedule in an onsite license, click the Schedule tile.

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  1. Scroll forward or backward using the arrow buttons.
  2. Filter by month, week, or day by clicking the appropriate buttons.

From here, preparing a schedule using an onsite license is the same as preparing any other schedule. Please see the TrackTik Back Office User Manual for step-by-step instructions on preparing a schedule and for more information on scheduling processes.

 

Employee Management

With the right permissions, managers and supervisors can manage the employees assigned to the sites. They can create and modify employees, terminate employees, and re-set passwords. Accessible features may vary according to permission level.

Follow the steps below to manage employees using an onsite license.

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  1. Click the Site Employees tab.
  2. Click Create Employee.
  3. Fill out the information.
    • Employee ID: The unique ID of the employee.
    • First Name: The employee's first name.
    • Last Name: The employee's last name.
    • Job Title: The employee's job title.
    • Phone (Main): The main phone number of the employee.
    • Phone (Other): The employee's other or secondary phone number.
    • Enabled SMS Alerts: Check these boxes to allow text messages to the employee's phone numbers.
    • Gender: Select the employee's gender.
    • Email: Enter the employee's email address. Email is one of the ways an employee can access the system.
    • User Name: Enter a user name for the employee. This is another way the employee can access the system.
    • Create a Password: This will be the employee's password for the system.
    • Confirm Password: Repeat the password already entered.

Click on the Other Fields button to fill out more information.

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Address: Fill in the address of the employee.

Roles and Permissions: Select an employee role.

Other Fields: Fill out additional information, such as the employee's birthday, employment date, comments, and tags.

 

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  1. Click the Reset Password button.
  2. Enter the new password.
  3. Repeat the new password.
  4. Click Save.

 

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  1. Click the Edit button.
  2. Modify the information.
  3. Click the Save button.
 
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  1. Click the Terminate button.
  2. Select the termination date of the employee.
  3. Enter any comments.
  4. Click the Save button.

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