To edit password requirements, open the Security Tab in the Site Settings Module. The current settings will show before changes are made.

Select the “Edit Security Settings” button, opening an editable Password Requirements Page.

Input a whole number as your preferred minimum length requirement into the textbox.

Select the appropriate checkboxes to require users to have an uppercase letter, lowercase letter, special character, and/or number in the password.

Selecting the “Force users who do not meet requirements to reset on next login” checkbox will require any existing users whose password is no longer compliant to reset their password when they attempt to login next.

New users will be forced to meet the requirements when they login for the first time / register their account.

Click “Cancel” to return to the Security Tab without making any changes.

Select the “Save” button and return to the Security Tab. The changes made and saved are now reflected on the Security Tab.

To add a user account information field, open the Account Fields Tab in the Site Settings Module from the Main Menu.

Click the "Add a Field" clickable link above the Custom / Additional User Account Information Fields opening the Add Field Modal.

Input the label for the field.

Select the field type (text or email) from the dropdown menu.

Selecting the checkbox enables customization to "Allow multiple values," make the field "Required," or make it a "Sensitive Field."

Designating the field as a "Sensitive Field" allows an extra step in form security when integrating these fields within the Form module. The Form Designer must explicitly choose when they wish to use a sensitive field.

The Permissions Table determines who can view / edit their own and other user's fields. Selecting the checkbox gives the individual the specified permission. Deselecting the checkbox removed the permission.

Select the "Save" button and the custom field now shows in the table.

Use the Drag Me icon to drag and drop the field into your desired position of choice.

To edit the Active Accounts Table in the Accounts Module, go to the Table Defaults Tab in the Site Settings Module.

Select “Accounts: Active” from the dropdown menu.

Select the “Edit Columns” button, opening the Choose Columns Modal. The default column choices include: name, username, email, access levels, supervisors, become, status, last active, login, archive, first name, last night, employee ID, phone, Address 1 and Address 2 and any customized account fields. 

The bars icon allows the columns to be positioned in the order of your choosing.

Click “Cancel” to return to the Table Defaults Tab without making any changes.

Select the “Save” button to make the desired changes and return to the Table Defaults Tab. A preview of the first five rows of the table is shown. Select the “View Live Table” button to be directed to the live table in the Accounts Module.

To add an access level for an individual user, go to the Active Tab on the Accounts Page of the Accounts Module. This tab is also accessible from the Main Menu. There are three ways to add an access level for a user from the Active Tab.

You can also update multiple users’ access levels via the Import Tab on the Accounts Page. When doing so, make sure to separate each access level with a semicolon.

How To: Bulk Import Account Information

Before bulk importing several new accounts, be sure that your organization has customized the account information fields to meet your needs. WIKI LINK TO ACCOUNT FIELDS TAB: SITE SETTINGS Once your account information preferences have been established in the Site Settings Module, you can begin organizing the CSV file for bulk imports.

Open the Import Tab on the Accounts Page in the Accounts Module.

Select the “Download Template” button to have KAStrack generate a template with the appropriate fields in separate columns that match the designated preferences in the Site Settings Module.

When your CSV file with new account information is complete, ensure it is saved with the CSV format UTF-8.

Click “Choose File,” and select the correct CSV file from your computer. Click “Open”.

Each of the Account Information fields will now show below the selected CSV file.

KAStrack scans the first row of your CSV file for matching column headers and attempts to map your column headers to the appropriate Account Fields. The dropdown menu next to each field will automatically be set to any matching column headings from the CSV.

If a matching column couldn't be found, you can manually choose which column should map to those Account Fields by choosing an option from the dropdown.

Select the “Import Accounts” button to import the information. Click “Cancel” to return to the Active Tab on the Accounts Page without saving information.

The Import Tab can also be used to update existing account information. The KAStrack- generated unique user ID is a required column in the CSV file if editing an existing account. This can be found in the URL at the top of your browser when viewing a user’s Account Info page, or by doing an account export.

How To: Export User Account Information

Open the Export Tab on the Accounts Page in the Accounts Module.

There are two checkboxes that allow for customization of your export. Both or neither can be included.

Select “Include archived accounts in export” to include archived accounts in your export. Select “Include inactive accounts in export” to include inactive accounts in your export.

Click “Export local accounts” and a CSV file will automatically be downloaded to your personal device.

Helpful Tips for Bulk Imports

The CSV document created to import account information will vary based on your customized Site Settings. Required account fields are username, password, first and last name. Required status for fields is designated by an asterisk (*). Each included field should be represented by its own column in the CSV document.

Required system user account information fields do not show as required on the Account Fields Tab on the Site Settings Page.

Helpful Tips for Account Information Bulk Imports
Field	Comments / Suggestions
User ID	The User ID is a unique system ID for the user. Leave blank to create a new user.
Username*	Required Field. Character usage is limited to lowercase letters, numbers, hyphens, underscores, periods, or at signs. A username cannot contain spaces and cannot start with an underscore. When editing an existing account via imports, the username and email cannot be changed simultaneously.
Email	This field may be left blank when creating a new user. If so, an email address will be generated for the user with the format: username@sitename.kastrack.com. When editing an existing account via imports, the username and email cannot be changed simultaneously.
Password*	Required Field. Default settings require a minimum of 8 characters. All passwords created in an import will be temporary. Users will be required to update their password upon their initial login.
First Name*	Required Field.
Last Name*	Required Field.
Access Levels	KAStrack defaults: Employee, Supervisor, Admin, Observer. Customized Access Levels can be created. Separate multiple values with a semi-colon. If a user is not assigned an Access Level, they will not have access to ANY modules. This column can be left blank if the Access Level is identified in the Registration Profile applied to the user.
Supervisor	The supervisor’s username must be entered verbatim. Separate multiple values with a semi-colon. This column can be left blank if the Supervisor is identified in the Registration Profile applied to the user.
Certification Role	Allows assignment of roles in the People Module. Multiple values should be separated with a semi-colon. Role names must be preceded by Company name as listed in the People Module, e.g. CompanyName RoleName. This column can be left blank if Certification Roles are identified in the Registration Profile applied to the user.
Status	User status cannot be changed through import. All new imported accounts will automatically be Active.
Employee ID	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Phone	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Address 1	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Address 2	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Registration Profile	This column is used to apply Registration Profiles to accounts. The full name of the Registration Profile must be entered. The following fields listed above can be modified through the Registration Profile: Access Levels, Supervisors, and Certification Roles.
Custom Fields	If other custom fields have been created on the Account Fields Tab in Site Settings, they can be included as column headers in an Import. These fields may or may not be required based on their settings in the Account Fields Tab.

Adding an Access Level Using the Add User Access Level Quick Link

To add an access level using the add user access level quick link, go to the Active Tab on the Accounts Page.

“Add User Access Level” opening the Add Access Level Modal.

Select the individual user from the list provided on the dropdown menu.

Select the Access Level you would like to add to the user’s account.

Select the “Save” button to save the changes within the system or click “Cancel” to return to the Active Tab on the Accounts Page.

A second way to edit a user’s access levels is from the Active Accounts Table (if the Access Level column is included on the Active Accounts Table, which can be customized).

The modal will display two columns: Selected Access Levels (what has been assigned to the user) and Available Access Levels (what can still be assigned). Drag and drop the designations as desired or click an item to move it from its current column to the other.

Select the “Save Access Levels” button at the bottom of the modal to save the changes or click “Cancel” to return to the Active Accounts Tab on the Accounts Page.

Adding an Access Level by Editing a User's Account Information

To add an access level by editing a user’s account information, go to the Active Tab of the Accounts Page. Select the three dots (…) icon in the Name column opening the context menu for the specific user, and select “Edit Account Info”. Click “Add/Edit Access Level(s)” in the Access Levels Field.

The Select Access Levels Modal will display the two-column drag-and-drop tool.

Adding an Access Level from the Active Accounts Table

Adding an access level from the active accounts table is only possible if the access level column shows on the active accounts table, which is included by default. If the column is not visible, it can be added through the Site Settings Module.

To add an access level from the Active Accounts Table, go to the Active Tab on the Accounts Page.

Select the pencil icon to the right of the access level in the Access Levels Column. This opens the Select Access Levels Modal.

The modal will display two columns: Selected Access Levels (what has been assigned to the user) and Available Access Levels (what can still be assigned). Drag and drop the designations as desired or click an item to move it from its current column to the other.

Select the “Save Access Levels” button at the bottom of the modal to save the changes or click “Cancel” to return to the Active Accounts Tab on the Accounts Page.

To edit an individual user’s supervisor in KAStrack, go to the Active Tab on the Accounts Page of the Accounts Module. This tab is also accessible from the Main Menu. There are three ways to edit a supervisor from the Active Tab.

You can also update multiple users’ access levels via the Import Tab on the Accounts Page. When doing so, make sure to separate each access level with a semicolon.

How To: Bulk Import Account Information

Before bulk importing several new accounts, be sure that your organization has customized the account information fields to meet your needs. WIKI LINK TO ACCOUNT FIELDS TAB: SITE SETTINGS Once your account information preferences have been established in the Site Settings Module, you can begin organizing the CSV file for bulk imports.

Open the Import Tab on the Accounts Page in the Accounts Module.

Select the “Download Template” button to have KAStrack generate a template with the appropriate fields in separate columns that match the designated preferences in the Site Settings Module.

When your CSV file with new account information is complete, ensure it is saved with the CSV format UTF-8.

Click “Choose File,” and select the correct CSV file from your computer. Click “Open”.

Each of the Account Information fields will now show below the selected CSV file.

KAStrack scans the first row of your CSV file for matching column headers and attempts to map your column headers to the appropriate Account Fields. The dropdown menu next to each field will automatically be set to any matching column headings from the CSV.

If a matching column couldn't be found, you can manually choose which column should map to those Account Fields by choosing an option from the dropdown.

Select the “Import Accounts” button to import the information. Click “Cancel” to return to the Active Tab on the Accounts Page without saving information.

The Import Tab can also be used to update existing account information. The KAStrack- generated unique user ID is a required column in the CSV file if editing an existing account. This can be found in the URL at the top of your browser when viewing a user’s Account Info page, or by doing an account export.

How To: Export User Account Information

Open the Export Tab on the Accounts Page in the Accounts Module.

There are two checkboxes that allow for customization of your export. Both or neither can be included.

Select “Include archived accounts in export” to include archived accounts in your export. Select “Include inactive accounts in export” to include inactive accounts in your export.

Click “Export local accounts” and a CSV file will automatically be downloaded to your personal device.

Helpful Tips for Bulk Imports

The CSV document created to import account information will vary based on your customized Site Settings. Required account fields are username, password, first and last name. Required status for fields is designated by an asterisk (*). Each included field should be represented by its own column in the CSV document.

Required system user account information fields do not show as required on the Account Fields Tab on the Site Settings Page.

Helpful Tips for Account Information Bulk Imports
Field	Comments / Suggestions
User ID	The User ID is a unique system ID for the user. Leave blank to create a new user.
Username*	Required Field. Character usage is limited to lowercase letters, numbers, hyphens, underscores, periods, or at signs. A username cannot contain spaces and cannot start with an underscore. When editing an existing account via imports, the username and email cannot be changed simultaneously.
Email	This field may be left blank when creating a new user. If so, an email address will be generated for the user with the format: username@sitename.kastrack.com. When editing an existing account via imports, the username and email cannot be changed simultaneously.
Password*	Required Field. Default settings require a minimum of 8 characters. All passwords created in an import will be temporary. Users will be required to update their password upon their initial login.
First Name*	Required Field.
Last Name*	Required Field.
Access Levels	KAStrack defaults: Employee, Supervisor, Admin, Observer. Customized Access Levels can be created. Separate multiple values with a semi-colon. If a user is not assigned an Access Level, they will not have access to ANY modules. This column can be left blank if the Access Level is identified in the Registration Profile applied to the user.
Supervisor	The supervisor’s username must be entered verbatim. Separate multiple values with a semi-colon. This column can be left blank if the Supervisor is identified in the Registration Profile applied to the user.
Certification Role	Allows assignment of roles in the People Module. Multiple values should be separated with a semi-colon. Role names must be preceded by Company name as listed in the People Module, e.g. CompanyName RoleName. This column can be left blank if Certification Roles are identified in the Registration Profile applied to the user.
Status	User status cannot be changed through import. All new imported accounts will automatically be Active.
Employee ID	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Phone	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Address 1	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Address 2	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Registration Profile	This column is used to apply Registration Profiles to accounts. The full name of the Registration Profile must be entered. The following fields listed above can be modified through the Registration Profile: Access Levels, Supervisors, and Certification Roles.
Custom Fields	If other custom fields have been created on the Account Fields Tab in Site Settings, they can be included as column headers in an Import. These fields may or may not be required based on their settings in the Account Fields Tab.

Using the Quick Edit Supervisor Link

To add a supervisor for an employee using the Quick Edit Supervisor Link, go to the Active Tab on the Accounts Page.

Click “Quick Edit Supervisor Links” opening the Set Supervised Users Modal.

Select the supervisor from the dropdown menu provided. KAStrack will then open a list of users to be listed under the selected supervisor in the organization’s hierarchal structure.

The checkbox on the first row allows for the selection of all employees listed. You can also click the appropriate checkboxes individually.

Select the “Save Changes” button to save the changes within the system or click “Cancel” to return to the Active Tab on the Accounts Page.

By Editing a User's Account Information

To edit a user’s supervisors by editing a user’s account information, go to the Active Tab of the Accounts Page. Select the three dots (…) icon in the Name column opening the context menu for the specific user and select “Edit Account Info”.

Click “Add/Edit Supervisor(s)” in the Supervisor(s) Field opening the Choose Supervisor Modal.

The Choose Supervisor(s) Modal will display the two-column drag-and-drop tool.

There are two columns: Selected Supervisor(s) (what has been assigned to the user) and Available Supervisor(s) (what can still be assigned). Drag and drop the designations as desired or click an item to move it from its current column to the other.

Select the “Save Supervisor(s)” button at the bottom of the modal to save the changes or click “Cancel” to return to the Edit Account Info Page.

From the Active Accounts Table

Editing a supervisor from the active accounts table is only possible if the Supervisor column shows on the Active Accounts Table, which included by default. If the column is not visible, it can be added through the Site Settings Module.  

To add a supervisor for an employee from the Active Accounts Table, go to the Active Tab on the Accounts Page.

Select the pencil icon to the right of the supervisor in the Supervisors Column. This opens the Select Supervisors Modal.

Select the checkboxes to the left of the desired supervisor(s). Then select the “Save Changes” button to save the changes within the system or click “Cancel” to return to the Active Tab on the Accounts Page.

To add a user account information field, open the Account Fields Tab in the Site Settings Module from the Main Menu.

Click the "Add a Field" clickable link above the Custom / Additional User Account Information Fields opening the Add Field Modal.

Input the label for the field.

Select the field type (text or email) from the dropdown menu.

Selecting the checkbox enables customization to "Allow multiple values," make the field "Required," or make it a "Sensitive Field."

Designating the field as a "Sensitive Field" allows an extra step in form security when integrating these fields within the Form module. The Form Designer must explicitly choose when they wish to use a sensitive field.

The Permissions Table determines who can view / edit their own and other user's fields. Selecting the checkbox gives the individual the specified permission. Deselecting the checkbox removed the permission.

Select the "Save" button and the custom field now shows in the table.

Use the Drag Me icon to drag and drop the field into your desired position of choice.

To edit the Pending Registrations Table in the Accounts Module, go to the Table Defaults Tab in the Site Settings Module.

Select “Accounts: Registration” from the dropdown menu.

Select the “Edit Columns” button, opening the Choose Columns Modal. The default column choices include: name, username, email, date, reason, email verification, approval, first name, last name, employee ID, phone, Address 1 and Address 2 and any customized account fields.

The bars icon allows the columns to be positioned in the order of your choosing.

Click “Cancel” to return to the Table Defaults Tab without making any changes.

Select the “Save” button to make the desired changes and return to the Table Defaults Tab. A preview of the first five rows of the table is shown. Select the “View Live Table” button to be directed to the live table in the Accounts Module.

To manually approve user registrations, open the Registrations Tab on the Accounts Page in the Accounts Module.

Approvals/Verifications only show on the Registrations Tab when an individual manually registers themselves.

Selecting any checkbox in a row opens a bulk actions modal above the table. Selecting the checkbox in the first column of the top row selects / deselects all rows in the table.

Bulk action options on the Registrations Tab are Create Account and Deny.

There are two options in the Approval column for all prospective accounts in the Pending Registrations table. Select “Create Account” to manually approve it or click “Deny” to deny an individual user.

To add a user account information field, open the Account Fields Tab in the Site Settings Module from the Main Menu.

Click the "Add a Field" clickable link above the Custom / Additional User Account Information Fields opening the Add Field Modal.

Input the label for the field.

Select the field type (text or email) from the dropdown menu.

Selecting the checkbox enables customization to "Allow multiple values," make the field "Required," or make it a "Sensitive Field."

Designating the field as a "Sensitive Field" allows an extra step in form security when integrating these fields within the Form module. The Form Designer must explicitly choose when they wish to use a sensitive field.

The Permissions Table determines who can view / edit their own and other user's fields. Selecting the checkbox gives the individual the specified permission. Deselecting the checkbox removed the permission.

Select the "Save" button and the custom field now shows in the table.

Use the Drag Me icon to drag and drop the field into your desired position of choice.

To edit the Archived Accounts Table in the Accounts Module, go to the Table Defaults Tab in the Site Settings Module.

Select “Accounts: Archived” from the dropdown menu.

Select the “Edit Columns” button, opening the Choose Columns Modal. The default column choices include: name, username, email, last active, un-archive, delete, first name, last name, employee ID, phone, Address 1 and Address 2 and any customized account fields. 

The bars icon allows the columns to be positioned in the order of your choosing.

Click “Cancel” to return to the Table Defaults Tab without making any changes.

Select the “Save” button to make the desired changes and return to the Table Defaults Tab. A preview of the first five rows of the table is shown. Select the “View Live Table” button to be directed to the live table in the Accounts Module.

To archive an account, open the Active Tab on the Accounts Page in the Accounts Module.

Click the three dot (…) icon next to the user in the Active Accounts Table, opening the context menu. Select “Archive Account”.

Selecting “Archive Account” from the context menu will open a Confirmation Modal.

The modal states, “Are you sure you want to archive this account? Archived accounts are not visible anywhere on the site, including reports.”

Select the “OK” button to archive the selected user account. The user account will be removed from the table of active accounts. Their account information is now found under the Archived Tab on the Accounts Page.

Select the “Cancel” button and return to the Active Tab on the Accounts Page.

To restore an archived account, go to the Archived Tab on the Accounts Page in the Accounts Module.

All archived accounts show in the Archived Accounts Table. Identify the user whose account you want to restore and select the “Un-archive” button.

A message will appear in blue indicating that the selected user has been un-archived. The user no longer appears on the Archived Tab, showing on the Active Account Table on the Active Tab instead.

If you wish to restore multiple accounts at once, use the checkboxes beside each account to select multiple accounts, then click the Un-archive button from the With Select popup that shows above the table once checkboxes have been selected.

An account must first be archived before it can be deleted.  

To permanently delete a user account, go to the Archived Tab on the Accounts Page in the Accounts Module.

Identify the user whose account you want to permanently delete and click “Permanently Delete” within that user’s information row.

A confirmation modal appears stating, “This cannot be undone! Are you sure you want to permanently delete this account and all associated certifications from the system?”

Select the “OK” button to permanently delete the user’s account. Click “Cancel” to return to the Archived Tab without making any changes.

If you wish to delete multiple accounts at once, use the checkboxes beside each account to select multiple accounts, then click the Permanently Delete button from the With Select popup above the table once checkboxes have been selected.

The Create Tab opens to the Create Account Page. To bulk import the information for several new user accounts, go to the Import Tab on the Accounts Page.

How To: Bulk Import Account Information

Before bulk importing several new accounts, be sure that your organization has customized the account information fields to meet your needs. WIKI LINK TO ACCOUNT FIELDS TAB: SITE SETTINGS Once your account information preferences have been established in the Site Settings Module, you can begin organizing the CSV file for bulk imports.

Open the Import Tab on the Accounts Page in the Accounts Module.

Select the “Download Template” button to have KAStrack generate a template with the appropriate fields in separate columns that match the designated preferences in the Site Settings Module.

When your CSV file with new account information is complete, ensure it is saved with the CSV format UTF-8.

Click “Choose File,” and select the correct CSV file from your computer. Click “Open”.

Each of the Account Information fields will now show below the selected CSV file.

KAStrack scans the first row of your CSV file for matching column headers and attempts to map your column headers to the appropriate Account Fields. The dropdown menu next to each field will automatically be set to any matching column headings from the CSV.

If a matching column couldn't be found, you can manually choose which column should map to those Account Fields by choosing an option from the dropdown.

Select the “Import Accounts” button to import the information. Click “Cancel” to return to the Active Tab on the Accounts Page without saving information.

The Import Tab can also be used to update existing account information. The KAStrack- generated unique user ID is a required column in the CSV file if editing an existing account. This can be found in the URL at the top of your browser when viewing a user’s Account Info page, or by doing an account export.

How To: Export User Account Information

Open the Export Tab on the Accounts Page in the Accounts Module.

There are two checkboxes that allow for customization of your export. Both or neither can be included.

Select “Include archived accounts in export” to include archived accounts in your export. Select “Include inactive accounts in export” to include inactive accounts in your export.

Click “Export local accounts” and a CSV file will automatically be downloaded to your personal device.

Helpful Tips for Bulk Imports

The CSV document created to import account information will vary based on your customized Site Settings. Required account fields are username, password, first and last name. Required status for fields is designated by an asterisk (*). Each included field should be represented by its own column in the CSV document.

Required system user account information fields do not show as required on the Account Fields Tab on the Site Settings Page.

Helpful Tips for Account Information Bulk Imports
Field	Comments / Suggestions
User ID	The User ID is a unique system ID for the user. Leave blank to create a new user.
Username*	Required Field. Character usage is limited to lowercase letters, numbers, hyphens, underscores, periods, or at signs. A username cannot contain spaces and cannot start with an underscore. When editing an existing account via imports, the username and email cannot be changed simultaneously.
Email	This field may be left blank when creating a new user. If so, an email address will be generated for the user with the format: username@sitename.kastrack.com. When editing an existing account via imports, the username and email cannot be changed simultaneously.
Password*	Required Field. Default settings require a minimum of 8 characters. All passwords created in an import will be temporary. Users will be required to update their password upon their initial login.
First Name*	Required Field.
Last Name*	Required Field.
Access Levels	KAStrack defaults: Employee, Supervisor, Admin, Observer. Customized Access Levels can be created. Separate multiple values with a semi-colon. If a user is not assigned an Access Level, they will not have access to ANY modules. This column can be left blank if the Access Level is identified in the Registration Profile applied to the user.
Supervisor	The supervisor’s username must be entered verbatim. Separate multiple values with a semi-colon. This column can be left blank if the Supervisor is identified in the Registration Profile applied to the user.
Certification Role	Allows assignment of roles in the People Module. Multiple values should be separated with a semi-colon. Role names must be preceded by Company name as listed in the People Module, e.g. CompanyName RoleName. This column can be left blank if Certification Roles are identified in the Registration Profile applied to the user.
Status	User status cannot be changed through import. All new imported accounts will automatically be Active.
Employee ID	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Phone	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Address 1	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Address 2	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Registration Profile	This column is used to apply Registration Profiles to accounts. The full name of the Registration Profile must be entered. The following fields listed above can be modified through the Registration Profile: Access Levels, Supervisors, and Certification Roles.
Custom Fields	If other custom fields have been created on the Account Fields Tab in Site Settings, they can be included as column headers in an Import. These fields may or may not be required based on their settings in the Account Fields Tab.

To manually create a single new account, open the Create Tab on the Accounts Page in the Accounts Module. The fields that show are customizable and your organization has the ability to create any desired fields.

An asterisk indicates that the input field is a required entry. You can create new Account Fields and modify existing ones, including which Account Fields are required, on the Account Fields Tab in the Site Settings Module.

The email field can be left blank when creating a new user account. If so, KAStrack will generate a unique email address for the user, formatted like: username@sitename.kastrack.com.

If no email address is entered, a user will not be able to receive email reports/alerts, however, reports and alerts are still delivered to the user’s account. Users can access system messaging through the Notifications History Tab on the My Accounts Page in the Accounts Module. If you want to designate an email address to receive all notices sent to an account that does not have their own email address, this can be done by “Enabling Catch Missing CC” on the Settings Page of the Communications Module.

Enter the requested information for the new user.

Registration profiles act as templates when creating new user accounts. Select which registration profile (listed in the registration tab of Site Settings) you would like to apply to the new user account from the dropdown menu to assign predetermined access level(s), supervisor(s), and Certification Role(s). 

These fields will not populate on screen until the account is saved.

How To: Create Registration Profiles

To create a new registration profile, go to the Registration Tab in the Site Settings Module.

Click the plus icon next to the Registration Profiles header or select “Create” from the three dot (…) icon context menu. This will open the Create Registration Profile Page.

The fields used in a Registration Profile are optional. You are not required to make selections for all when generating a new profile.

Input a name for the new registration profile, which will automatically fill in the URL link textbox.

Select any desired access level(s) for this registration profile from the dropdown menu list and click “Add”. Multiple Access Levels can be selected. The X icon to the left of the access level will remove the selection if it was made in error.

It is recommended to include at least one access level if this Registration Profile will be used to register new user accounts, as they must have an access level to see anything in KAStrack.

Select any desired Certification Role(s) for this registration profile from the dropdown menu list and click “Add”. Multiple Certification Roles can be selected. The X icon to the left of the Certification Roles will remove the selection if it was made in error.

Select any desired supervisor(s) that are to be assigned to the new accounts that register with this profile from the dropdown menu list and click “Add”. Multiple supervisors can be selected. The X icon to the left of the supervisor will remove the selection if it was made in error.

 

If desired, you can specify individual users and/or certification roles that are to receive notification of the new user account’s registration. When you type into the textbox, users and certification roles will show on a dropdown menu for selection. Multiple users and/or certification roles can be selected. The X icon to the left of the user / role will remove the selection if it was made in error.

If new registrations require approval, you can specify individual users and/or certification roles that are responsible for approving the new registrations. When you type into the textbox, users and certification roles will show on a dropdown menu for selection. Multiple users and/or certification roles can be selected. The X icon to the left of the user / role will remove the selection if it was made in error. Leave this field blank if no approval is required.

The default is set to not require email verification for new account generation, but you can select Yes or No from a dropdown menu. Users will then receive an email after registration asking them to verify their email address.

The default for all registration profiles can be set on the Email Settings Tab in the Site Settings Module, but the Registration Profile being created will override the default settings.

A default new user notification template is applied for all registration profiles.

Any users who register with this profile will receive notification emails/alerts that have been specified through the new user template. The Default New User Notification Template details are shown on the Notification Templates Tab on the Settings Page of the Communications Module. Clicking the word “here” will redirect the user to the Notification Template Tab where the Default New User Template can be edited or a new notification template can be created for your organization’s preferences. 

How To: Edit New User Notification Templates

To edit new user notification templates, go to the Notification Templates Tab on the Settings Page of the Communications Module.

Existing templates will be shown in the Notification Template Table.

Select the edit icon in the action column of the template you wish to edit opening the Edit Notification Template Page.

A notification template is comprised of two parts: Reports and Alerts.

Indicate the desired status for email report notifications: Not Active or Active.

Alter the desired reports selected for each module or leave as “Do Not Receive”.

Email Report Frequency has three options: daily (or on specified days of the week), weekly (on the day of your choosing), or monthly (which requires the user to specify which numerical day of the month from a dropdown menu you wish to receive the report summary).

After setting template preferences for reports, scroll down to set template preferences for email alerts.

Alter email preferences as set by module through a dropdown menu with three options that designate when an email alert should be sent: “Real Time”, “Digest”, and “Do Not Receive”.

After making edits to your preferences for both Email Report and Email Alert Settings, select “Save”, returning you to the Notification Templates Tab on the Settings Page of the Communications Module.

The newly created notification template will now be shown on the Notification Template Table.

If you would like new user accounts that use this registration profile to receive a Welcome Email, select yes from the dropdown menu.

The default for all registration profiles can be set on the Email Settings Tab in the Site Settings Module, but the Registration Profile being created will override the default settings.

A redirect URL can be designated, so that any user registering with this profile will be redirected to the specified URL after registering.

Input a custom message for new registrations and a custom message for existing users if desired.

If an existing user logs in from a Registration Profile link, the access level(s), certification role(s), and supervisor(s) listed on the Registration Profile will be added to the user’s account. Any existing access levels, certification roles, and supervisors on their account are not removed.

Select “Cancel” at any time to return to the Registration Profile Tab in the Site Settings Module without saving the profile. Select the “Save” button and the new registration profile now shows on the Registration Tab in the Registration Profile Table.

Registration profiles can be enabled/disabled via a checkbox in the Registration Profile Table so that your organization has control of when this link is activated.

Click “Add/Edit Access Level(s)” opening the Choose Access Levels Modal.

The Modal will display two columns: Selected Access Level(s) (what has been assigned to the user) and Available Access Level(s) (what can still be assigned). Drag and drop the designations as desired or click an item to move it from its current column to the other.

Select the “Save Access Level(s)” button at the bottom of the modal to save the changes or click “Cancel” to return to Create Tab on the Accounts Page.

Click “Add/Edit Supervisor(s)” opening the Choose Supervisors Modal.

The Modal will display two columns: Selected Supervisor(s) and Available Supervisor(s). Drag and drop the designations as desired or click an item to move it from its current column to the other.

Select the “Save Supervisor(s)” button at the bottom of the modal to save the changes or click “Cancel” to return to the Create Tab on the Account Page.

Click “Add/Edit Certification Role(s) opening the Choose Certification Role(s) Modal.

The Modal will display two columns: Selected Certification Role(s) and Available Certification Role(s). Drag and drop the designations as desired or click an item to move it from its current column to the other.

Select the “Save Certification Role(s)” button at the bottom of the modal to save the changes or click “Cancel” to return to the Create Tab on the Account Page.

Select the optional “Send welcome email” checkbox to send a welcome e-mail.

Select the “Create Account” button to create the new user account or click “Cancel” to return to the Active Tab on the Accounts Page without saving changes.

Before bulk importing several new accounts, be sure that your organization has customized the account information fields to meet your needs. WIKI LINK TO ACCOUNT FIELDS TAB: SITE SETTINGS Once your account information preferences have been established in the Site Settings Module, you can begin organizing the CSV file for bulk imports.

Open the Import Tab on the Accounts Page in the Accounts Module.

Select the “Download Template” button to have KAStrack generate a template with the appropriate fields in separate columns that match the designated preferences in the Site Settings Module.

When your CSV file with new account information is complete, ensure it is saved with the CSV format UTF-8.

Click “Choose File,” and select the correct CSV file from your computer. Click “Open”.

Each of the Account Information fields will now show below the selected CSV file.

KAStrack scans the first row of your CSV file for matching column headers and attempts to map your column headers to the appropriate Account Fields. The dropdown menu next to each field will automatically be set to any matching column headings from the CSV.

If a matching column couldn't be found, you can manually choose which column should map to those Account Fields by choosing an option from the dropdown.

Select the “Import Accounts” button to import the information. Click “Cancel” to return to the Active Tab on the Accounts Page without saving information.

The Import Tab can also be used to update existing account information. The KAStrack- generated unique user ID is a required column in the CSV file if editing an existing account. This can be found in the URL at the top of your browser when viewing a user’s Account Info page, or by doing an account export.

Helpful Tips for Bulk Imports

The CSV document created to import account information will vary based on your customized Site Settings. Required account fields are username, password, first and last name. Required status for fields is designated by an asterisk (*). Each included field should be represented by its own column in the CSV document.

Required system user account information fields do not show as required on the Account Fields Tab on the Site Settings Page.

Open the Export Tab on the Accounts Page in the Accounts Module.

There are two checkboxes that allow for customization of your export. Both or neither can be included.

Select “Include archived accounts in export” to include archived accounts in your export. Select “Include inactive accounts in export” to include inactive accounts in your export.

Click “Export local accounts” and a CSV file will automatically be downloaded to your personal device.

Open the Export Tab on the Accounts Page in the Accounts Module.

There are two checkboxes that allow for customization of your export. Both or neither can be included.

Select “Include archived accounts in export” to include archived accounts in your export. Select “Include inactive accounts in export” to include inactive accounts in your export.

Click “Export local accounts” and a CSV file will automatically be downloaded to your personal device.

To add a user account information field, open the Account Fields Tab in the Site Settings Module from the Main Menu.

Click the "Add a Field" clickable link above the Custom / Additional User Account Information Fields opening the Add Field Modal.

Input the label for the field.

Select the field type (text or email) from the dropdown menu.

Selecting the checkbox enables customization to "Allow multiple values," make the field "Required," or make it a "Sensitive Field."

Designating the field as a "Sensitive Field" allows an extra step in form security when integrating these fields within the Form module. The Form Designer must explicitly choose when they wish to use a sensitive field.

The Permissions Table determines who can view / edit their own and other user's fields. Selecting the checkbox gives the individual the specified permission. Deselecting the checkbox removed the permission.

Select the "Save" button and the custom field now shows in the table.

Use the Drag Me icon to drag and drop the field into your desired position of choice.

To edit your email alert preferences, open the Notifications Tab on the My Accounts Page in the Accounts Module. This tab is also accessible from the Main Menu.

Select the “Send Me Email Alerts” checkbox opening the selections to be made for customization.

KAStrack sends email alerts for the following modules: Accounts, Actions, Assets, Dispatch, Documents, Finance, Forms, Meetings, and People. Each module has a dropdown menu with three options that designate when an email alert is sent: “Real Time”, “Digest”, and “Do Not Receive”.

Real Time is the default setting that sends email alerts in real time. Digest is KAStrack’s delayed timing feature. Selecting “Digest” will summarize all alerts with this designation to be sent daily between midnight and 4 a.m. Central Time (United States). Alert digests are not applicable to all alerts. 

Whether or not an alert is digestible is specified by an individual with an admin access level.

Do Not Receive designates that the user does not wish to receive email alerts about that specific module. 

Communications sent from users are always sent in real time.

When your desired selections are made, click on the “Save” button at the bottom of the screen. Clicking “Cancel” will not save changes and revert back to the previously saved preferences on the Notifications Tab of the My Account Page.

To reset your own password, select the Reset Password Tab on the My Accounts Page of the Accounts Module. The Account Info Tab can also be accessed from the Main Menu.

Enter the required following information: your current password, your new password, and the new password a second time to confirm. Ensure your new password meets all displayed security requirements, which are listed under the Enter new password textbox.

When the password security requirement is met, the “X” will change to a “Check”.

Click the “Save” button to change your password. Click “Cancel” and you will return to the Account Info Tab on the My Account Page.

Editing Your Individual Email Report Preferences

To edit your email report preferences, open the Notifications Tab on the My Accounts Page in the Accounts Module. This tab is also accessible from the Main Menu.

Select the “Send Me Regular Email Reports” checkbox, opening selections to be made for customization.

There are six modules with reports that can be emailed at the frequency of your choosing. The types of reports available for each module are shown below.

The modules listed can be dragged and dropped as desired for user preference or priority.

Adding Email Reports From Your Preferences

Click the edit icon to open the dropdown menu of available reports for the selected module.

Select the reports you would like to receive from the dropdown menu of options and click the check icon to save your preferences.

If no reports are selected and the box is left blank, your preference will show as “Do Not Receive”.

Click the check icon to save your selection.

Deleting Email Reports from Your Preferences

Click the edit icon to the right of the list of reports you are currently receiving.

This opens the menu for editing. Selecting the X icon immediately right of the report name to remove an individual repot.

Click the check icon to save your selection.

Setting the Frequency of Email Report Notifications

KAStrack users can customize the frequency of their e-mail report notifications on a daily, weekly, or monthly basis.

Daily email report notifications can be sent every day of the week, or on specific days. Select the appropriate checkboxes to indicate your preference. Selecting a weekly email report notification requires you to indicate which day of the week you prefer the report summary email to be sent. Selecting a monthly frequency requires the user to specify which numerical day of the month from a dropdown menu you wish to receive the report summary. The days that are not included in every month (29, 30, 31) have an asterisk next to them. If the current month does not have that particular date, the system will send the report on the final day of the month.

If you are not altering your email alert status, select the “Save” button to save your email report notification preferences. Clicking “Cancel” will not save changes and revert back to the previously saved preferences on the Notifications Tab of the My Account Page.

To add an access level for an individual user, go to the Active Tab on the Accounts Page of the Accounts Module. This tab is also accessible from the Main Menu. There are three ways to add an access level for a user from the Active Tab.

You can also update multiple users’ access levels via the Import Tab on the Accounts Page. When doing so, make sure to separate each access level with a semicolon.

How To: Bulk Import Account Information

Before bulk importing several new accounts, be sure that your organization has customized the account information fields to meet your needs. WIKI LINK TO ACCOUNT FIELDS TAB: SITE SETTINGS Once your account information preferences have been established in the Site Settings Module, you can begin organizing the CSV file for bulk imports.

Open the Import Tab on the Accounts Page in the Accounts Module.

Select the “Download Template” button to have KAStrack generate a template with the appropriate fields in separate columns that match the designated preferences in the Site Settings Module.

When your CSV file with new account information is complete, ensure it is saved with the CSV format UTF-8.

Click “Choose File,” and select the correct CSV file from your computer. Click “Open”.

Each of the Account Information fields will now show below the selected CSV file.

KAStrack scans the first row of your CSV file for matching column headers and attempts to map your column headers to the appropriate Account Fields. The dropdown menu next to each field will automatically be set to any matching column headings from the CSV.

If a matching column couldn't be found, you can manually choose which column should map to those Account Fields by choosing an option from the dropdown.

Select the “Import Accounts” button to import the information. Click “Cancel” to return to the Active Tab on the Accounts Page without saving information.

The Import Tab can also be used to update existing account information. The KAStrack- generated unique user ID is a required column in the CSV file if editing an existing account. This can be found in the URL at the top of your browser when viewing a user’s Account Info page, or by doing an account export.

How To: Export User Account Information

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Helpful Tips for Bulk Imports

The CSV document created to import account information will vary based on your customized Site Settings. Required account fields are username, password, first and last name. Required status for fields is designated by an asterisk (*). Each included field should be represented by its own column in the CSV document.

Required system user account information fields do not show as required on the Account Fields Tab on the Site Settings Page.

Helpful Tips for Account Information Bulk Imports
Field	Comments / Suggestions
User ID	The User ID is a unique system ID for the user. Leave blank to create a new user.
Username*	Required Field. Character usage is limited to lowercase letters, numbers, hyphens, underscores, periods, or at signs. A username cannot contain spaces and cannot start with an underscore. When editing an existing account via imports, the username and email cannot be changed simultaneously.
Email	This field may be left blank when creating a new user. If so, an email address will be generated for the user with the format: username@sitename.kastrack.com. When editing an existing account via imports, the username and email cannot be changed simultaneously.
Password*	Required Field. Default settings require a minimum of 8 characters. All passwords created in an import will be temporary. Users will be required to update their password upon their initial login.
First Name*	Required Field.
Last Name*	Required Field.
Access Levels	KAStrack defaults: Employee, Supervisor, Admin, Observer. Customized Access Levels can be created. Separate multiple values with a semi-colon. If a user is not assigned an Access Level, they will not have access to ANY modules. This column can be left blank if the Access Level is identified in the Registration Profile applied to the user.
Supervisor	The supervisor’s username must be entered verbatim. Separate multiple values with a semi-colon. This column can be left blank if the Supervisor is identified in the Registration Profile applied to the user.
Certification Role	Allows assignment of roles in the People Module. Multiple values should be separated with a semi-colon. Role names must be preceded by Company name as listed in the People Module, e.g. CompanyName RoleName. This column can be left blank if Certification Roles are identified in the Registration Profile applied to the user.
Status	User status cannot be changed through import. All new imported accounts will automatically be Active.
Employee ID	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Phone	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Address 1	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Address 2	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Registration Profile	This column is used to apply Registration Profiles to accounts. The full name of the Registration Profile must be entered. The following fields listed above can be modified through the Registration Profile: Access Levels, Supervisors, and Certification Roles.
Custom Fields	If other custom fields have been created on the Account Fields Tab in Site Settings, they can be included as column headers in an Import. These fields may or may not be required based on their settings in the Account Fields Tab.

Adding an Access Level Using the Add User Access Level Quick Link

To add an access level using the add user access level quick link, go to the Active Tab on the Accounts Page.

“Add User Access Level” opening the Add Access Level Modal.

Select the individual user from the list provided on the dropdown menu.

Select the Access Level you would like to add to the user’s account.

Select the “Save” button to save the changes within the system or click “Cancel” to return to the Active Tab on the Accounts Page.

A second way to edit a user’s access levels is from the Active Accounts Table (if the Access Level column is included on the Active Accounts Table, which can be customized).

The modal will display two columns: Selected Access Levels (what has been assigned to the user) and Available Access Levels (what can still be assigned). Drag and drop the designations as desired or click an item to move it from its current column to the other.

Select the “Save Access Levels” button at the bottom of the modal to save the changes or click “Cancel” to return to the Active Accounts Tab on the Accounts Page.

Adding an Access Level by Editing a User's Account Information

To add an access level by editing a user’s account information, go to the Active Tab of the Accounts Page. Select the three dots (…) icon in the Name column opening the context menu for the specific user, and select “Edit Account Info”. Click “Add/Edit Access Level(s)” in the Access Levels Field.

The Select Access Levels Modal will display the two-column drag-and-drop tool.

Adding an Access Level from the Active Accounts Table

Adding an access level from the active accounts table is only possible if the access level column shows on the active accounts table, which is included by default. If the column is not visible, it can be added through the Site Settings Module.

To add an access level from the Active Accounts Table, go to the Active Tab on the Accounts Page.

Select the pencil icon to the right of the access level in the Access Levels Column. This opens the Select Access Levels Modal.

The modal will display two columns: Selected Access Levels (what has been assigned to the user) and Available Access Levels (what can still be assigned). Drag and drop the designations as desired or click an item to move it from its current column to the other.

Select the “Save Access Levels” button at the bottom of the modal to save the changes or click “Cancel” to return to the Active Accounts Tab on the Accounts Page.

To archive an account, open the Active Tab on the Accounts Page in the Accounts Module.

Click the three dot (…) icon next to the user in the Active Accounts Table, opening the context menu. Select “Archive Account”.

Selecting “Archive Account” from the context menu will open a Confirmation Modal.

The modal states, “Are you sure you want to archive this account? Archived accounts are not visible anywhere on the site, including reports.”

Select the “OK” button to archive the selected user account. The user account will be removed from the table of active accounts. Their account information is now found under the Archived Tab on the Accounts Page.

Select the “Cancel” button and return to the Active Tab on the Accounts Page.

Before bulk importing several new accounts, be sure that your organization has customized the account information fields to meet your needs. WIKI LINK TO ACCOUNT FIELDS TAB: SITE SETTINGS Once your account information preferences have been established in the Site Settings Module, you can begin organizing the CSV file for bulk imports.

Open the Import Tab on the Accounts Page in the Accounts Module.

Select the “Download Template” button to have KAStrack generate a template with the appropriate fields in separate columns that match the designated preferences in the Site Settings Module.

When your CSV file with new account information is complete, ensure it is saved with the CSV format UTF-8.

Click “Choose File,” and select the correct CSV file from your computer. Click “Open”.

Each of the Account Information fields will now show below the selected CSV file.

KAStrack scans the first row of your CSV file for matching column headers and attempts to map your column headers to the appropriate Account Fields. The dropdown menu next to each field will automatically be set to any matching column headings from the CSV.

If a matching column couldn't be found, you can manually choose which column should map to those Account Fields by choosing an option from the dropdown.

Select the “Import Accounts” button to import the information. Click “Cancel” to return to the Active Tab on the Accounts Page without saving information.

The Import Tab can also be used to update existing account information. The KAStrack- generated unique user ID is a required column in the CSV file if editing an existing account. This can be found in the URL at the top of your browser when viewing a user’s Account Info page, or by doing an account export.

Helpful Tips for Bulk Imports

The CSV document created to import account information will vary based on your customized Site Settings. Required account fields are username, password, first and last name. Required status for fields is designated by an asterisk (*). Each included field should be represented by its own column in the CSV document.

Required system user account information fields do not show as required on the Account Fields Tab on the Site Settings Page.

To create a new channel on a user’s account, go to the specific user’s Account Info: (User Name) Page in the Accounts Module for the individual you wish to create a new channel for.

Select the “My Channels” tab at the bottom of the Account Info: (User Name) Page. Then click “Add Comment Channel” underneath opening the Add Comment Channel Modal.

Creating new channels is only visible to individuals with Admin module level access.

Input the new comment channel title.

Select participants by name or certification role. Begin typing in the field and a list of available accounts and certification roles will appear that contain the text you've entered. Checkboxes allow for the inclusion the user and the individual’s supervisor.

After selecting the accounts and/or roles, participant names are listed as Non-Admins in the below boxes. Names can be dragged and dropped between the Admins and Non-Admins boxes to designate who will be administrators of the new comment channel.

Select the “Save” button and the comment channel will be added to an individual’s Channels. Click “Cancel” and return to the individual’s Account Info Page.

Only admins, supervisors, and the employee in question will have access to an employee's Account Info Page by default.

The Create Tab opens to the Create Account Page. To bulk import the information for several new user accounts, go to the Import Tab on the Accounts Page.

How To: Bulk Import Account Information

Before bulk importing several new accounts, be sure that your organization has customized the account information fields to meet your needs. WIKI LINK TO ACCOUNT FIELDS TAB: SITE SETTINGS Once your account information preferences have been established in the Site Settings Module, you can begin organizing the CSV file for bulk imports.

Open the Import Tab on the Accounts Page in the Accounts Module.

Select the “Download Template” button to have KAStrack generate a template with the appropriate fields in separate columns that match the designated preferences in the Site Settings Module.

When your CSV file with new account information is complete, ensure it is saved with the CSV format UTF-8.

Click “Choose File,” and select the correct CSV file from your computer. Click “Open”.

Each of the Account Information fields will now show below the selected CSV file.

KAStrack scans the first row of your CSV file for matching column headers and attempts to map your column headers to the appropriate Account Fields. The dropdown menu next to each field will automatically be set to any matching column headings from the CSV.

If a matching column couldn't be found, you can manually choose which column should map to those Account Fields by choosing an option from the dropdown.

Select the “Import Accounts” button to import the information. Click “Cancel” to return to the Active Tab on the Accounts Page without saving information.

The Import Tab can also be used to update existing account information. The KAStrack- generated unique user ID is a required column in the CSV file if editing an existing account. This can be found in the URL at the top of your browser when viewing a user’s Account Info page, or by doing an account export.

How To: Export User Account Information

{{@131}}

Helpful Tips for Bulk Imports

The CSV document created to import account information will vary based on your customized Site Settings. Required account fields are username, password, first and last name. Required status for fields is designated by an asterisk (*). Each included field should be represented by its own column in the CSV document.

Required system user account information fields do not show as required on the Account Fields Tab on the Site Settings Page.

Helpful Tips for Account Information Bulk Imports
Field	Comments / Suggestions
User ID	The User ID is a unique system ID for the user. Leave blank to create a new user.
Username*	Required Field. Character usage is limited to lowercase letters, numbers, hyphens, underscores, periods, or at signs. A username cannot contain spaces and cannot start with an underscore. When editing an existing account via imports, the username and email cannot be changed simultaneously.
Email	This field may be left blank when creating a new user. If so, an email address will be generated for the user with the format: username@sitename.kastrack.com. When editing an existing account via imports, the username and email cannot be changed simultaneously.
Password*	Required Field. Default settings require a minimum of 8 characters. All passwords created in an import will be temporary. Users will be required to update their password upon their initial login.
First Name*	Required Field.
Last Name*	Required Field.
Access Levels	KAStrack defaults: Employee, Supervisor, Admin, Observer. Customized Access Levels can be created. Separate multiple values with a semi-colon. If a user is not assigned an Access Level, they will not have access to ANY modules. This column can be left blank if the Access Level is identified in the Registration Profile applied to the user.
Supervisor	The supervisor’s username must be entered verbatim. Separate multiple values with a semi-colon. This column can be left blank if the Supervisor is identified in the Registration Profile applied to the user.
Certification Role	Allows assignment of roles in the People Module. Multiple values should be separated with a semi-colon. Role names must be preceded by Company name as listed in the People Module, e.g. CompanyName RoleName. This column can be left blank if Certification Roles are identified in the Registration Profile applied to the user.
Status	User status cannot be changed through import. All new imported accounts will automatically be Active.
Employee ID	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Phone	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Address 1	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Address 2	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Registration Profile	This column is used to apply Registration Profiles to accounts. The full name of the Registration Profile must be entered. The following fields listed above can be modified through the Registration Profile: Access Levels, Supervisors, and Certification Roles.
Custom Fields	If other custom fields have been created on the Account Fields Tab in Site Settings, they can be included as column headers in an Import. These fields may or may not be required based on their settings in the Account Fields Tab.

To manually create a single new account, open the Create Tab on the Accounts Page in the Accounts Module. The fields that show are customizable and your organization has the ability to create any desired fields.

An asterisk indicates that the input field is a required entry. You can create new Account Fields and modify existing ones, including which Account Fields are required, on the Account Fields Tab in the Site Settings Module.

The email field can be left blank when creating a new user account. If so, KAStrack will generate a unique email address for the user, formatted like: username@sitename.kastrack.com.

If no email address is entered, a user will not be able to receive email reports/alerts, however, reports and alerts are still delivered to the user’s account. Users can access system messaging through the Notifications History Tab on the My Accounts Page in the Accounts Module. If you want to designate an email address to receive all notices sent to an account that does not have their own email address, this can be done by “Enabling Catch Missing CC” on the Settings Page of the Communications Module.

Enter the requested information for the new user.

Registration profiles act as templates when creating new user accounts. Select which registration profile (listed in the registration tab of Site Settings) you would like to apply to the new user account from the dropdown menu to assign predetermined access level(s), supervisor(s), and Certification Role(s). 

These fields will not populate on screen until the account is saved.

Click “Add/Edit Access Level(s)” opening the Choose Access Levels Modal.

The Modal will display two columns: Selected Access Level(s) (what has been assigned to the user) and Available Access Level(s) (what can still be assigned). Drag and drop the designations as desired or click an item to move it from its current column to the other.

Select the “Save Access Level(s)” button at the bottom of the modal to save the changes or click “Cancel” to return to Create Tab on the Accounts Page.

Click “Add/Edit Supervisor(s)” opening the Choose Supervisors Modal.

The Modal will display two columns: Selected Supervisor(s) and Available Supervisor(s). Drag and drop the designations as desired or click an item to move it from its current column to the other.

Select the “Save Supervisor(s)” button at the bottom of the modal to save the changes or click “Cancel” to return to the Create Tab on the Account Page.

Click “Add/Edit Certification Role(s) opening the Choose Certification Role(s) Modal.

The Modal will display two columns: Selected Certification Role(s) and Available Certification Role(s). Drag and drop the designations as desired or click an item to move it from its current column to the other.

Select the “Save Certification Role(s)” button at the bottom of the modal to save the changes or click “Cancel” to return to the Create Tab on the Account Page.

Select the optional “Send welcome email” checkbox to send a welcome e-mail.

Select the “Create Account” button to create the new user account or click “Cancel” to return to the Active Tab on the Accounts Page without saving changes.

By default, a user logging in to KAStrack will be taken to the Dashboard Module. The Home Page field allows a user to designate the URL within KAStrack of their preference.

To customize your KAStrack Home Page and open your user account to a page other than Dashboard, go to the Account Info Tab on the My Account Page of the Accounts Module.

Select the three-dot icon opening the context menu and select “Edit Account Info”. This enables you to edit your own account information. Enter the page URL in this field if you wish to start on a different page than the Dashboard. For example, if you’d like to start in the Documents Module after login, set Home Page to: https://sitename.kastrack.com/r/documents.

As a shortcut, you can also simply use the part after the .com, entering /r/documents in the field.

After making changes to the account information, select “Save” and the changes made will be reflected on the Account Info: (User Name) Page.

To deactivate an account, open the Active Tab on the Accounts Page in the Accounts Module.

Click the three dot (…) icon next to the user in the Active Accounts Table, opening the context menu. Select “Deactivate Account” from the context menu, opening a Confirmation Modal for account deactivation.

The modal states, “Are you sure you want to deactivate this account? Deactivated accounts are not visible anywhere on the site, including reports. Users with deactivated accounts may be allowed to re-activate their accounts by logging in depending on settings in Site Settings.”

Select the “OK” button to deactivate the selected user account. Select the “Cancel” button and return to the Active Tab on the Accounts Page.

To delete a channel, go to the specific user’s Account Info: (User Name) Page in the Accounts Module for the individual’s channel you wish to delete.

Click the three dot (…) icon located on the right of the desired channel.

The context menu has two options: “Edit” or “Delete.”

Select the “Delete” option from the drop-down list, and a Confirmation Modal appears asking, “Are you sure you want to permanently delete this comment channel and all associated comments for this user?”

Select “OK” to permanently delete the channel and comments. Click “Cancel” to return to the Account Info: (User Name) Page.

An individual must have Admin module level access to edit a channel.

To edit a channel on a user’s account, go to the specific user’s Account Info: (User Name) Page in the Accounts Module for the individual’s channel you wish to edit.

Click the three dot (…) icon located on the right of the desired channel.

The context menu has two options: “Edit” or “Delete.”

Select “Edit” and the Edit Comment Channel Modal will appear for that channel. Make any desired changes. Select “Save” to make the changes to the Chanel. Click “Cancel” to return to the Account Info: (User Name) Page.

An individual must have Admin module level access to edit a channel.

To edit an individual user’s supervisor in KAStrack, go to the Active Tab on the Accounts Page of the Accounts Module. This tab is also accessible from the Main Menu. There are three ways to edit a supervisor from the Active Tab.

You can also update multiple users’ access levels via the Import Tab on the Accounts Page. When doing so, make sure to separate each access level with a semicolon.

How To: Bulk Import Account Information

Before bulk importing several new accounts, be sure that your organization has customized the account information fields to meet your needs. WIKI LINK TO ACCOUNT FIELDS TAB: SITE SETTINGS Once your account information preferences have been established in the Site Settings Module, you can begin organizing the CSV file for bulk imports.

Open the Import Tab on the Accounts Page in the Accounts Module.

Select the “Download Template” button to have KAStrack generate a template with the appropriate fields in separate columns that match the designated preferences in the Site Settings Module.

When your CSV file with new account information is complete, ensure it is saved with the CSV format UTF-8.

Click “Choose File,” and select the correct CSV file from your computer. Click “Open”.

Each of the Account Information fields will now show below the selected CSV file.

KAStrack scans the first row of your CSV file for matching column headers and attempts to map your column headers to the appropriate Account Fields. The dropdown menu next to each field will automatically be set to any matching column headings from the CSV.

If a matching column couldn't be found, you can manually choose which column should map to those Account Fields by choosing an option from the dropdown.

Select the “Import Accounts” button to import the information. Click “Cancel” to return to the Active Tab on the Accounts Page without saving information.

The Import Tab can also be used to update existing account information. The KAStrack- generated unique user ID is a required column in the CSV file if editing an existing account. This can be found in the URL at the top of your browser when viewing a user’s Account Info page, or by doing an account export.

How To: Export User Account Information

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Helpful Tips for Bulk Imports

The CSV document created to import account information will vary based on your customized Site Settings. Required account fields are username, password, first and last name. Required status for fields is designated by an asterisk (*). Each included field should be represented by its own column in the CSV document.

Required system user account information fields do not show as required on the Account Fields Tab on the Site Settings Page.

Helpful Tips for Account Information Bulk Imports
Field	Comments / Suggestions
User ID	The User ID is a unique system ID for the user. Leave blank to create a new user.
Username*	Required Field. Character usage is limited to lowercase letters, numbers, hyphens, underscores, periods, or at signs. A username cannot contain spaces and cannot start with an underscore. When editing an existing account via imports, the username and email cannot be changed simultaneously.
Email	This field may be left blank when creating a new user. If so, an email address will be generated for the user with the format: username@sitename.kastrack.com. When editing an existing account via imports, the username and email cannot be changed simultaneously.
Password*	Required Field. Default settings require a minimum of 8 characters. All passwords created in an import will be temporary. Users will be required to update their password upon their initial login.
First Name*	Required Field.
Last Name*	Required Field.
Access Levels	KAStrack defaults: Employee, Supervisor, Admin, Observer. Customized Access Levels can be created. Separate multiple values with a semi-colon. If a user is not assigned an Access Level, they will not have access to ANY modules. This column can be left blank if the Access Level is identified in the Registration Profile applied to the user.
Supervisor	The supervisor’s username must be entered verbatim. Separate multiple values with a semi-colon. This column can be left blank if the Supervisor is identified in the Registration Profile applied to the user.
Certification Role	Allows assignment of roles in the People Module. Multiple values should be separated with a semi-colon. Role names must be preceded by Company name as listed in the People Module, e.g. CompanyName RoleName. This column can be left blank if Certification Roles are identified in the Registration Profile applied to the user.
Status	User status cannot be changed through import. All new imported accounts will automatically be Active.
Employee ID	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Phone	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Address 1	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Address 2	This is an optional field (included by default settings) that can be edited or removed by going to the Account Fields Tab in Site Settings.
Registration Profile	This column is used to apply Registration Profiles to accounts. The full name of the Registration Profile must be entered. The following fields listed above can be modified through the Registration Profile: Access Levels, Supervisors, and Certification Roles.
Custom Fields	If other custom fields have been created on the Account Fields Tab in Site Settings, they can be included as column headers in an Import. These fields may or may not be required based on their settings in the Account Fields Tab.

Using the Quick Edit Supervisor Link

To add a supervisor for an employee using the Quick Edit Supervisor Link, go to the Active Tab on the Accounts Page.

Click “Quick Edit Supervisor Links” opening the Set Supervised Users Modal.

Select the supervisor from the dropdown menu provided. KAStrack will then open a list of users to be listed under the selected supervisor in the organization’s hierarchal structure.

The checkbox on the first row allows for the selection of all employees listed. You can also click the appropriate checkboxes individually.

Select the “Save Changes” button to save the changes within the system or click “Cancel” to return to the Active Tab on the Accounts Page.

By Editing a User's Account Information

To edit a user’s supervisors by editing a user’s account information, go to the Active Tab of the Accounts Page. Select the three dots (…) icon in the Name column opening the context menu for the specific user and select “Edit Account Info”.

Click “Add/Edit Supervisor(s)” in the Supervisor(s) Field opening the Choose Supervisor Modal.

The Choose Supervisor(s) Modal will display the two-column drag-and-drop tool.

There are two columns: Selected Supervisor(s) (what has been assigned to the user) and Available Supervisor(s) (what can still be assigned). Drag and drop the designations as desired or click an item to move it from its current column to the other.

Select the “Save Supervisor(s)” button at the bottom of the modal to save the changes or click “Cancel” to return to the Edit Account Info Page.

From the Active Accounts Table

Editing a supervisor from the active accounts table is only possible if the Supervisor column shows on the Active Accounts Table, which included by default. If the column is not visible, it can be added through the Site Settings Module.  

To add a supervisor for an employee from the Active Accounts Table, go to the Active Tab on the Accounts Page.

Select the pencil icon to the right of the supervisor in the Supervisors Column. This opens the Select Supervisors Modal.

Select the checkboxes to the left of the desired supervisor(s). Then select the “Save Changes” button to save the changes within the system or click “Cancel” to return to the Active Tab on the Accounts Page.

To edit your email alert preferences, open the Notifications Tab on the My Accounts Page in the Accounts Module. This tab is also accessible from the Main Menu.

Select the “Send Me Email Alerts” checkbox opening the selections to be made for customization.

KAStrack sends email alerts for the following modules: Accounts, Actions, Assets, Dispatch, Documents, Finance, Forms, Meetings, and People. Each module has a dropdown menu with three options that designate when an email alert is sent: “Real Time”, “Digest”, and “Do Not Receive”.

Real Time is the default setting that sends email alerts in real time. Digest is KAStrack’s delayed timing feature. Selecting “Digest” will summarize all alerts with this designation to be sent daily between midnight and 4 a.m. Central Time (United States). Alert digests are not applicable to all alerts. 

Whether or not an alert is digestible is specified by an individual with an admin access level.

Do Not Receive designates that the user does not wish to receive email alerts about that specific module. 

Communications sent from users are always sent in real time.

When your desired selections are made, click on the “Save” button at the bottom of the screen. Clicking “Cancel” will not save changes and revert back to the previously saved preferences on the Notifications Tab of the My Account Page.

Editing Your Individual Email Report Preferences

To edit your email report preferences, open the Notifications Tab on the My Accounts Page in the Accounts Module. This tab is also accessible from the Main Menu.

Select the “Send Me Regular Email Reports” checkbox, opening selections to be made for customization.

There are six modules with reports that can be emailed at the frequency of your choosing. The types of reports available for each module are shown below.

The modules listed can be dragged and dropped as desired for user preference or priority.

Adding Email Reports From Your Preferences

Click the edit icon to open the dropdown menu of available reports for the selected module.

Select the reports you would like to receive from the dropdown menu of options and click the check icon to save your preferences.

If no reports are selected and the box is left blank, your preference will show as “Do Not Receive”.

Click the check icon to save your selection.

Deleting Email Reports from Your Preferences

Click the edit icon to the right of the list of reports you are currently receiving.

This opens the menu for editing. Selecting the X icon immediately right of the report name to remove an individual repot.

Click the check icon to save your selection.

Setting the Frequency of Email Report Notifications

KAStrack users can customize the frequency of their e-mail report notifications on a daily, weekly, or monthly basis.

Daily email report notifications can be sent every day of the week, or on specific days. Select the appropriate checkboxes to indicate your preference. Selecting a weekly email report notification requires you to indicate which day of the week you prefer the report summary email to be sent. Selecting a monthly frequency requires the user to specify which numerical day of the month from a dropdown menu you wish to receive the report summary. The days that are not included in every month (29, 30, 31) have an asterisk next to them. If the current month does not have that particular date, the system will send the report on the final day of the month.

If you are not altering your email alert status, select the “Save” button to save your email report notification preferences. Clicking “Cancel” will not save changes and revert back to the previously saved preferences on the Notifications Tab of the My Account Page.

To edit your own account information, select the Account Info Tab on the My Accounts Page of the Accounts Module.

The Account Info Tab can also be accessed from the Main Menu or by clicking your username in the top right corner of the site and then choosing My Account.

When editing an existing account, only the username or the email fields can be changed at the same time.

Click the three dot (…) icon to the right of the Account info: (User Name) header to open the context menu. Select “Edit Account Info”.

This opens the Edit Account Info Page on the Account Info Tab.

An account profile picture can be uploaded through the User Photo field. The image can be cropped as part of the upload process.

It is recommended to upload an image less than 5MB.

By default, a user logging in to KAStrack will be taken to the Dashboard Module. The Home Page field allows a user to designate the URL within KAStrack of their preference. Enter the page URL in this field if you wish to start on a different page than the Dashboard. For example, if you’d like to start in the Documents Module after login, set Home Page to: https://sitename.kastrack.com/r/documents.

As a shortcut, you can also simply use the part after the .com, entering /r/documents in the field.

After making changes to the account information, select “Save” and the changes made will be reflected on the Account Info: (User Name) Page. Click “Cancel” and return to the Account Info: (User Name) Page without any information being altered.

Open the Export Tab on the Accounts Page in the Accounts Module.

There are two checkboxes that allow for customization of your export. Both or neither can be included.

Select “Include archived accounts in export” to include archived accounts in your export. Select “Include inactive accounts in export” to include inactive accounts in your export.

Click “Export local accounts” and a CSV file will automatically be downloaded to your personal device.

To manually approve user registrations, open the Registrations Tab on the Accounts Page in the Accounts Module.

Approvals/Verifications only show on the Registrations Tab when an individual manually registers themselves.

Selecting any checkbox in a row opens a bulk actions modal above the table. Selecting the checkbox in the first column of the top row selects / deselects all rows in the table.

Bulk action options on the Registrations Tab are Create Account and Deny.

There are two options in the Approval column for all prospective accounts in the Pending Registrations table. Select “Create Account” to manually approve it or click “Deny” to deny an individual user.

An account must first be archived before it can be deleted.  

To permanently delete a user account, go to the Archived Tab on the Accounts Page in the Accounts Module.

Identify the user whose account you want to permanently delete and click “Permanently Delete” within that user’s information row.

A confirmation modal appears stating, “This cannot be undone! Are you sure you want to permanently delete this account and all associated certifications from the system?”

Select the “OK” button to permanently delete the user’s account. Click “Cancel” to return to the Archived Tab without making any changes.

If you wish to delete multiple accounts at once, use the checkboxes beside each account to select multiple accounts, then click the Permanently Delete button from the With Select popup above the table once checkboxes have been selected.

To reactivate a deactivated account, open the Active Tab on the Accounts Page in the Accounts Module.

Select the “Include Deactivated Accounts” checkbox above the Active Accounts Table.

Any deactivated accounts will now show in the Active Accounts Table. They are identified by red highlighted cells.

Click the three dot (…) icon in the Name column of the deactivated account to open the context menu.

Select “Make Active”.

A confirmation modal will confirm that the user account is now activated.

To reset the password for another user, you must have Admin or Supervisor Module Level access for the Accounts Module. By default, both Admin and Supervisor Access Levels have the ability to change passwords. Access levels are customized in the Site Settings Module.

Open the Active Accounts Table on the Active Tab of the Accounts Page and select the three dot (…) icon next to the name of the user whose password you wish to reset.

Select “Reset Password” from the context menu opening the Reset Password Tab on the Accounts Page.

It is required that you enter your account password to reset another user’s password. Then enter the new password for the user selected in the “Enter new password” textbox. Default settings require the new password be a minimum of 8 characters. Re-enter the new password in the “Confirm new password” textbox to ensure the new password is as intended. The eyeball icon allows you to see what was entered and check for errors.

An email will be sent to the user with a password reset link. The user will not need the temporary password you selected to reset their password.

Password requirements can be altered by administrators for all users of the KAStrack system by visiting the Security page of the Site Settings Module.

If you select the “Set as a temporary password” checkbox, the user will be required to reset their password on their next login.

Select “Save” to reset the password and email the user the password reset link. Click “Cancel” and return to the Account Info: (User’s Name) Page without resetting the password.

To reset your own password, select the Reset Password Tab on the My Accounts Page of the Accounts Module. The Account Info Tab can also be accessed from the Main Menu.

Enter the required following information: your current password, your new password, and the new password a second time to confirm. Ensure your new password meets all displayed security requirements, which are listed under the Enter new password textbox.

When the password security requirement is met, the “X” will change to a “Check”.

Click the “Save” button to change your password. Click “Cancel” and you will return to the Account Info Tab on the My Account Page.

To restore an archived account, go to the Archived Tab on the Accounts Page in the Accounts Module.

All archived accounts show in the Archived Accounts Table. Identify the user whose account you want to restore and select the “Un-archive” button.

A message will appear in blue indicating that the selected user has been un-archived. The user no longer appears on the Archived Tab, showing on the Active Account Table on the Active Tab instead.

If you wish to restore multiple accounts at once, use the checkboxes beside each account to select multiple accounts, then click the Un-archive button from the With Select popup that shows above the table once checkboxes have been selected.

To edit the Active Accounts Table in the Accounts Module, go to the Table Defaults Tab in the Site Settings Module.

Select “Accounts: Active” from the dropdown menu.

Select the “Edit Columns” button, opening the Choose Columns Modal. The default column choices include: name, username, email, access levels, supervisors, become, status, last active, login, archive, first name, last night, employee ID, phone, Address 1 and Address 2 and any customized account fields. 

The bars icon allows the columns to be positioned in the order of your choosing.

Click “Cancel” to return to the Table Defaults Tab without making any changes.

Select the “Save” button to make the desired changes and return to the Table Defaults Tab. A preview of the first five rows of the table is shown. Select the “View Live Table” button to be directed to the live table in the Accounts Module.

To edit the Archived Accounts Table in the Accounts Module, go to the Table Defaults Tab in the Site Settings Module.

Select “Accounts: Archived” from the dropdown menu.

Select the “Edit Columns” button, opening the Choose Columns Modal. The default column choices include: name, username, email, last active, un-archive, delete, first name, last name, employee ID, phone, Address 1 and Address 2 and any customized account fields. 

The bars icon allows the columns to be positioned in the order of your choosing.

Click “Cancel” to return to the Table Defaults Tab without making any changes.

Select the “Save” button to make the desired changes and return to the Table Defaults Tab. A preview of the first five rows of the table is shown. Select the “View Live Table” button to be directed to the live table in the Accounts Module.

To edit the Pending Registrations Table in the Accounts Module, go to the Table Defaults Tab in the Site Settings Module.

Select “Accounts: Registration” from the dropdown menu.

Select the “Edit Columns” button, opening the Choose Columns Modal. The default column choices include: name, username, email, date, reason, email verification, approval, first name, last name, employee ID, phone, Address 1 and Address 2 and any customized account fields.

The bars icon allows the columns to be positioned in the order of your choosing.

Click “Cancel” to return to the Table Defaults Tab without making any changes.

Select the “Save” button to make the desired changes and return to the Table Defaults Tab. A preview of the first five rows of the table is shown. Select the “View Live Table” button to be directed to the live table in the Accounts Module.

To add a user account information field, open the Account Fields Tab in the Site Settings Module from the Main Menu.

Click the "Add a Field" clickable link above the Custom / Additional User Account Information Fields opening the Add Field Modal.

Input the label for the field.

Select the field type (text or email) from the dropdown menu.

Selecting the checkbox enables customization to "Allow multiple values," make the field "Required," or make it a "Sensitive Field."

Designating the field as a "Sensitive Field" allows an extra step in form security when integrating these fields within the Form module. The Form Designer must explicitly choose when they wish to use a sensitive field.

The Permissions Table determines who can view / edit their own and other user's fields. Selecting the checkbox gives the individual the specified permission. Deselecting the checkbox removed the permission.

Select the "Save" button and the custom field now shows in the table.

Use the Drag Me icon to drag and drop the field into your desired position of choice.