Search and Filtering in Manage Users
🔍 Search and Filtering in Manage Users
Efficiently managing a growing workforce in Ontraccr starts with being able to quickly find the right users. The Manage Users page includes powerful search and filtering tools to help you locate team members by name, role, clock status, and more. This article explains how each option works and how to use them together.
🔎 Search Bar
The search bar is located at the top of the Manage Users page.
✨ How it Works:
- Begins searching dynamically as you type.
- Matches against the employee’s name.
✅ Example: Typing "Aria" will instantly filter the list to show any users with that name.
🧰 Filter Button
To the right of the search bar is the red Filter button, which opens up a panel of filter options to narrow down the user list.
🎛️ Available Filter Options:
| Filter Type | Description |
|---|---|
| Role | Filter by system-defined roles (Admin, Manager, Supervisor, Worker) or any custom roles created under Roles & Permissions. |
| Labels | Filter users based on any custom labels applied to their profile. |
| Clock-In Status | Filter by: Clocked In, Clocked Out, On Break, Inactive. |
| Time Card Status | Identify users by their time card submission states (specific status options not detailed in transcript). |
| Last Active | Filter based on last activity (e.g., users active today vs. inactive). |
| Status: Active vs Archived | Show only archived users or active ones. |
📌 Important:
To delete a user permanently, you must:
- Archive the user first.
- Then use the filter to reveal archived users.
- Finally, delete them from the archived list.
🔃 Sort Options
Sorting is available to quickly organize your user list:
- Name: Sort alphabetically (A → Z or Z → A)
- Role: Sort roles alphabetically
These sort settings change the order of display on the Manage Users page for both Card and List views.
✅ Use Cases for Filtering & Sorting
| Goal | Tool to Use |
|---|---|
| Find someone by name | Search Bar |
| See all clocked-in users right now | Filter > Clock-In Status = “Clocked In” |
| Identify all workers in a specific union or label group | Filter > Labels |
| Review only archived employees | Filter > Status = “Archived” |
| Group team members by role for editing permissions | Sort by Role |
🧠 Tips & Edge Cases
- You can combine search + filters for pinpoint results (e.g., “Aria” + Role = Supervisor).
- Custom roles and labels created in Settings > Roles & Permissions and Labels become available immediately in filters.
- Filtering by clock-in status is especially helpful for real-time operations oversight.
🧾 Summary
The search, filter, and sort options in Manage Users let you quickly surface the exact subset of users you need — whether you're clocking them in, reviewing roles, or managing archived staff.
Take full advantage of these tools to simplify navigation and save time when managing users.