Add Users Manually: Step-by-Step Guide
➕ Add Users Manually: Step-by-Step Guide
Manually adding users in Ontraccr gives you full control over what information is entered and how new employees are categorized, assigned, and activated. This article covers exactly how to use the Add User slider on the Manage Users page to create new user profiles — field by field, without skipping any required or optional options.
🚪 Where to Begin
- Navigate to Staff > Manage Users.
- Click the red “+ Add” button next to the search bar.
- The Add User slider will appear from the right-hand side.
🟥 Required Fields
These fields are mandatory and marked with a red asterisk * in the form.
| Field | Description |
|---|---|
| Name | The full name of the user. |
| Division | If your company has multiple divisions, you must assign the user to one. |
| Username | Used for login. Required even if the user won't log in. |
| Required unless optional email entry is enabled in settings (see below). | |
| Position | This is the user’s role, determining their permissions and access in Ontraccr. |
| Password + Confirm Password | Must be entered twice. |
| Time Zone | Ensures proper time tracking based on the user's location. |
📌 Tip: Passwords can be system-generated if you enable the "Suggest Username and Password" setting.
🟨 Optional Fields
You can optionally enter more data to enrich the user profile.
| Field | Purpose |
|---|---|
| Union, Locale, Classification | For unionized companies, used to assign labor classifications. |
| Employee ID | Useful for companies that track internal IDs. |
| Phone Number | For internal contact purposes. |
| Hourly Wage | Critical if you're using Ontraccr’s job costing tools. |
| Four-Digit PIN | Used only for tablet clock-in/out (optional unless using this method). |
| Labels | Tags for categorization (e.g., location, skill). Add new labels inline. |
| Projects | Assign projects here only if your company uses "Restrict Project Selection" in Roles & Permissions. |
| Teams | Assign the user to one or more teams. |
| Notes | Freeform internal notes. Visible to the user if they can view their profile. |
| Color | Used for field schedule visuals. Shifts will inherit the assigned color. |
| Files | Upload contracts, agreements, or other employment documents. |
📝 Edge Case - Clock-In Restriction
If the user is only allowed to clock into specific projects, you must assign those projects here. This only matters if the “Restrict Project Selection” setting is enabled in their role.
⚙️ Settings That Impact Manual User Creation
Navigate to Settings > Preferences to adjust the following behaviors:
- Suggest Username and Password: Auto-generates secure login credentials.
- Optional User Emails: Allows creating a user without an email (they won’t receive login instructions).
- Email Notifications on Create: By default, users are emailed their login info unless optional email mode is enabled.
🎯 Use Case:
You can create a user profile for someone who won’t log into the app (e.g., someone clocked in by a supervisor). In this case, a random username/password can be generated and never used.
🧾 Final Steps
- Once you’ve completed the fields, click Submit.
- The user will be added to the Manage Users list.
- If email is entered and notifications are enabled, the user will receive their login credentials.
🔐 Editing & Password Reset
You can later:
- Edit the user’s profile at any time by clicking Edit.
- Reset their password manually by typing a new one into the password field and clicking Submit.
⚠️ Passwords are not viewable once saved, by design. You must reset it if forgotten.
📌 Summary
Manual user creation in Ontraccr gives you full control over role setup, access permissions, time tracking logic, and profile visibility. Whether you’re onboarding someone who needs full access or just logging time on their behalf, the Add User slider lets you do it all from one interface.