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Admin: Users

Add and manage the people who use Trakwell.

The Users page is where you add and manage everyone who uses Trakwell, across all your stores. To open it, go to Admin and click Users in the sidebar.

In this article

 

Users list

The Users page shows all active users at every store. To see inactive users too, turn on Show Inactive in the top right.

Column What it shows
Login The username they log in with
Name Their display name
Email Their email address
Phone Their phone number
Role What they can see and do in Trakwell
Default Store The store they log into by default
Department Their default department, if your stores use departments
Stackable How many customers they can be auto-assigned at once
Flags Salesperson and Traffic Cop, if turned on
Status Active or inactive
Last Login The last time they logged in

👉 Admin: Overview (https://help.trakwell.ai/knowledge-base/admin-overview#table-tools)

 

Add a user

  1. Click Create User.
  2. Fill in the required fields: Username, Display Name, Password, Confirm Password, Role, and Default Store.
  3. Fill in any other fields you need, like First Name, Last Name, Email, and Mobile Phone.
  4. Turn on any settings they need, like Salesperson or Traffic Cop.
  5. Click Create.

To log in, the new user needs your company code, their username, and their password.

💡 Tip: Add an email address for salespeople. It’s needed for things like Podium.

 

Edit a user

Click the Edit icon on a user, make your changes, and click Apply Changes.

Field What it does
Username Their login name. It can’t be changed after the user is created.
Display Name The name shown in Trakwell
First Name / Last Name Their name
Email Their email address
Mobile Phone / Office Phone / Ext Their phone numbers
Role What they can see and do (see below)
Default Store The store they log into by default
Default Department The department they log into by default (only for accounts with departments)

 

Roles

A user’s role controls which pages they can see and what they can do. Here are the typical roles:

Role Typical access
Salesperson The Floorboard and their own contacts in the Contact Manager
Ups Desk Runs the rotation and excludes photos, but doesn’t take customers
Single Store Manager All contacts and scheduled actions, plus reports, for their store
Company Manager All contacts and scheduled actions, plus reports, for every store
Company Admin Everything a company manager has, plus the Admin tab

You can change any user’s role from the Role dropdown.

📝 Note: Roles can be customized for each account. For example, some accounts don’t let salespeople exclude photos. To create a new role or change what a role can do, contact our support team.

 

Rotation settings

Setting What it does
Salesperson Puts the user in the rotation, whatever their role. For example, a manager who also sells.
Traffic Cop Lets the user be picked as the Traffic Cop on the Floorboard
Stackable How many customers the system can auto-assign them at once when Open Floor is off. When everyone is full, new photos stay unassigned. Shows when Salesperson is on.
Client Identifier Their salesperson ID in your POS or API data. Shows when Salesperson is on.

 

Access multiple stores

Access Multiple Stores lets a user work in other stores besides their default store.

  1. Turn on Access Multiple Stores.
  2. Under Additional Stores, pick a store.
  3. Pick an access level:
    • Edit: they can work in that store.
    • View: they can see the store’s data and Floorboard but can’t make changes.
  4. Click Add Store to add more.
  5. Click Apply Changes.

To remove a store, click the Delete icon next to it.

For example, a salesperson with Store A as their default and Edit access to Stores B and C can log into any of the three.

 

Reset a password

  1. Edit the user.
  2. Click Reset Password.
  3. Copy the temporary password and share it with the user securely.

The user has to change it the next time they log in.

⚠️ Caution: The password resets as soon as you click Reset Password. There’s no confirmation step, and the temporary password is shown only once.

 

Terminate or reinstate a user

To terminate a user, edit them and click Terminate. This makes them inactive. It doesn’t delete them or their data.

To reinstate a user:

  1. Turn on Show Inactive.
  2. Click the Edit icon on the user.
  3. Click Reinstate.

💡 Tip: Whether a terminated salesperson’s past data still shows in reports is set in Company Settings, under Include Removed User’s Data in Charts.

👉 Admin: Company Settings (https://help.trakwell.ai/knowledge-base/admin-company-settings#general)

 

Still have questions? Call or text us at 833-503-9934, email support@trakwell.ai, or submit a ticket.