Users Page

User certification completion and expiration data can be imported in bulk into KAStrack from a CSV file. 

To import this data, open the Users Page in the People Module from the Main Menu to display the Users Table. Click the three dot (…) icon to the right of the header to open a context menu and select “Import User Certifications”.

 This opens the Import User Certifications Page. A template is provided to simplify importing.

Click the “Download Template” button to download the Certifications Template CSV to your device.

If you'd like to modify existing User Certification data in bulk using User Certification Import, in contrast or in addition to using User Certification Import to create new User Certification completions, you can first export all User Certification data from KAStrack to a CSV file and work off of that file. Read more here.

When ready, open the downloaded file (or create a new CSV file, if desired) in your favorite text editor / spreadsheet software (e.g. Excel, Sheets, etc.).

When preparing a CSV file for import, certain conditions must be met for the file to import properly, including how the rows, columns, and cells are structured. An example file is pictured below for reference:

The first cell, A1, will always be the descriptor '[Certification Name]', written inside square brackets. This denotes that cells on the top row are the names of all Certifications in the KAStrack System. A Certification Name will always be followed by two blank cells; thus, while the first Certification listed is in cell A2, the next Certification Name will be in cell A5, then A8, then A11, and so on.

Note: Certification Names must match exactly as they appear in KAStrack, and Certifications listed in this Import must already exist in KAStrack. This Import tool does not allow for creating new Certifications; it is solely for importing completion data for users tied to existing Certifications. To edit or create new Certifications via a CSV Import, learn more about importing from the Certifications page here.

The first cell below Certification Name, B1, will always be the descriptor '[Duration]', written inside square brackets. This denotes that cells on the second row are the duration of validity for the Certifications named above them. A Duration period will always be followed by two blank cells; thus, if the first Duration listed is in cell B2, the next Duration Period will be in cell B5, then B8, then B11, and so on.

The first cell below Duration, C1, will always be blank. This third row lists headers that apply to each Certification named above them. Starting in C2, cells will alternate with a pattern of "Completion", "Expiration", and "Modify / NewApprove / NewSubmit". These columns are further explained int he table below. The Completion column is used to denote the most recent Completion Date of that Certification for a user. The Expiration column is used to denote the current Expiration Date of that Certification for a user. The Modify / NewApprove / NewSubmit column is used to denote the any changes to the completion and expiration information of that Certification for a user.

Once your file is ready for import, return to KAStrack's Import User Certifications page. Click the “Choose File” button to select the CSV file from your device. The page will then update to show the "Import user certifications" button.

Click the “Import user certifications” button to upload the file and import the changes into KAStrack. The screen will then display a success or fail message, and, if failed, alert to any changes that should be made to the imported file. If the import fails, no certification completion data changes will be imported.

 If successful, KAStrack will inform how many User Certifications Completions were created, and how many existing ones have been updated.

User certification completion and expiration data can be exported from KAStrack into a CSV file.

Select the Users Page in the People Module from the Main Menu to open the Users Table. Click the three-dot icon to the right of the header to open the Users Page Context Menu and select “Export User Certifications”.

This opens the Export User Certifications Modal.

Select the “Export” button to download a CSV file into your device’s Downloads folder that contains all data pertaining to users' certification completions and expiration dates.

To edit a supervised user's account information from within the People Module, open the Users Page in the People Module on the Main Menu. Click the three-dot icon to the right of the specific user whose account information you wish to edit, opening the Users Table Context Menu.

Select "Edit Account Info" from the context menu opening the Edit Account Info Page in the Accounts Module.

Make the desired changes to the user's account information and select the "Save" button when done.

The updated information now shows on the user's Account Info Page.

To access a user's roles and certifications report QR Code, open the Users Page in the People Module on the Main Menu. Click the three-dot icon to the right of the specific user's name in the User Table opening the User Table Context Menu.

Select "QR Code (User Report)" from the main menu opening the User Report QR Code Modal.

Close the modal to return to the Users Page.

To view a User's Roles and Certifications Report, open the Users Page in the People Module from the Main Menu. Click the three-dot icon to the right of the user whose roles and certifications report you wish to view.

Select "User Report" from the context menu opening the individuals User Report.

The User Report displays the user's roles and certifications, as well as the QR Code that can be used to access this specific user report.

Designating an individual as a hidden user hides their User Roles and Certifications Report within the People Module. When reports are run on all users in the Reports Module, hidden users will be included in the report.

To designate an individual as a hidden user on the user table, open the Users Page in the People Module on the Main Menu. Click the three-dot icon to the right of the user you wish to designate as hidden opening the Users Table Context Menu.

Select "Hide from Reports" from the context menu and the user is no longer visible on the Users Table unless the Include Hidden Users checkbox has been selected.

To make a hidden user a visible user, open the Users Page in the People Module on the Main Menu. Click the "Include Hidden Users" checkbox so that the hidden user will be visible on the Users Table.

Click the three-dot icon to the right of the user's name who you wish to make visible opening the User Table Context Menu. Select "Show in Reports" from the context menu and the user is no longer hidden.

The individual and their user role and certifications report are now visible within the People Module.

To reset a user's Roles and Certifications Report QR Code, open the Users Page in the People Module from the Main Menu. Click the three-dot icon to the right of the user's name whose QR Code you want to reset opening the User Table Context Menu.

Select "Reset QR Code" from the context menu opening the QR Code Reset Confirmation Modal.

The modal states, "Are you sure you want to reset the QR Code for this user? A new QR Code will be generated and all existing QR Codes will no longer work." Select "OK".

The confirmation modal now states, "QR Code has been reset." Select "OK" to return to the Users Page in the People Module.