Add your team

Everyone who uses TracEasy gets their own login. That is not only tidier than sharing one — it is what makes the Recorded By column on payments, expenses and purchases mean anything.

Ask us to create the login

New logins are created by our team, not from inside the app. This is deliberate: it is the same control that stops anyone signing themselves into your business with Google.

1. 1

   Send us the person’s name, email address, mobile number and the username they’d like.

   They can sign in with either the email or the username, and invites and password codes go to that email — so use one they actually read.

2. 2

   We create the login. They get an email with a code and a link to choose their own password, valid for 72 hours.

   Link expired? They can use Forgot password? on the login page. If their email is unreliable, we can set a starting password for you to pass on instead.

3. 3

   The new user appears under Admin → Users. Everything after this — roles, password, access — is yours to manage.

Give them the right roles

1. 1

   Select the user’s name in the list to open their page.

2. 2

   Open the Roles tab.

3. 3

   Tick the roles they should have, then select Save.

   Roles add up. Someone with staff and edit_invoice gets everything staff can do, plus the ability to correct invoices.

Not sure which to tick? Roles and permissions lists what each one unlocks.

Reset a password

1. 1

   Open the user’s page and go to the Password tab.

2. 2

   Type the new password and save.

3. 3

   Tell the user the new password. They sign in with it immediately.

   Setting a new password ends that user’s existing sessions, so anyone signed in as them is signed out.

The same tab has the switch for one-time login codes. Turn it on for anyone with access to financial screens.

Suspend someone who has left

There is no delete. A user who has history behind them gets suspended instead — their name stays on the payments, purchases and invoices they recorded, and they can no longer sign in.

1. 1

   Open the user’s page and go to the Status tab.

2. 2

   Set their status to Suspended.

   This also signs them out everywhere, immediately.

3. 3

   To bring them back later, set the status to Active again.

See where someone is signed in

The Status tab also shows how many devices the user is currently signed in on and when they last signed in. If a phone goes missing, select Sign out of all sessions to end every one of them without changing the password.