Required vs. Optional Fields in User Profiles: Quick Reference Guide
📝 Required vs. Optional Fields in User Profiles: Quick Reference Guide
When creating or editing a user profile in Ontraccr, it's essential to know which fields are mandatory for the platform to accept the user and which ones are optional for enhanced detail. This article provides a field-by-field breakdown so you can plan efficient, accurate user setup without guesswork.
✅ Required Fields
These fields must be completed for a user profile to be created. They are marked with a red asterisk (*) in the Add User form.
| Field | Description |
|---|---|
| Name | Full name of the employee. |
| Division | If your company has multiple divisions, this must be selected. |
| Username | Used for logging in, even if the user won’t access the system. |
| Required unless the "Optional Email" setting is enabled (see notes below). | |
| Position | This determines the role and associated permissions. |
| Password + Confirm Password | Must be entered twice. |
| Time Zone | Defines the time tracking context for the user. |
🛠️ Optional Behavior:
In Settings > Preferences, you can enable:
- Suggest Username & Password: Auto-generate secure login credentials.
- Optional Email: Allows account creation without an email (user won’t receive login info or access).
🟡 Optional Fields
These fields are not mandatory, but they enrich the user profile and enable deeper functionality across Ontraccr modules.
| Field | Use Case |
|---|---|
| Union / Locale / Classification | For companies with unionized labor structures. |
| Employee ID | If your org tracks internal employee IDs. |
| Phone Number | For internal use or SMS communication. |
| Hourly Wage | Used for job costing and labor cost reporting. |
| Four-Digit PIN | Required only for tablet-based clock-in/out. |
| Labels | Tag users by skills, locations, roles, or other traits. |
| Projects | Restricts project access if “Restrict Project Selection” is enabled in the user's role. |
| Teams | Assigns the user to one or more collaborative teams. |
| Notes | Internal notes, visible if the user can view their own profile. |
| Color | Used in Field Schedule to color-code shifts. |
| Files | Attach documents like contracts, agreements, etc. |
🔐 Sensitive Field Note:
- Hourly Wage visibility is controlled via role permissions.
- Notes and Files are visible to the user only if they can view their own profile.
🧠 Best Practices
- If a user will not be logging in, use suggested usernames/passwords and optional email settings to streamline creation.
- Always fill in wage if using job costing.
- Use labels and teams proactively for better filtering, scheduling, and time tracking control.
📌 Summary
Understanding required vs. optional fields helps you set up user profiles correctly from the start. By using only what’s necessary or layering in helpful metadata, you can scale your workforce management without confusion or rework.