Understanding User Management in Ontraccr: A Conceptual Overview

🧑‍💼 Understanding User Management in Ontraccr: A Conceptual Overview
 

Managing people is at the heart of every operations-focused business. Ontraccr's User Management system provides a flexible, centralized framework for organizing your workforce — from field crews and supervisors to back-office admins. This article outlines what User Management in Ontraccr is, what it enables, and how it's designed to scale with your organization.

🎯 What Is User Management?

User Management is the foundational layer where you:

• Add and organize employees in the system
• Define what each person can access or control
• Assign roles, teams, projects, and labels
• Set up everything required for time tracking, scheduling, and compliance

Every user profile in Ontraccr acts as a control center — tying together permissions, job assignments, communication, and tracking.

🧱 The Building Blocks of User Management

1. User Profiles

Each user in Ontraccr has a profile that stores:

• Contact info and login credentials
• Division, position (role), and team assignments
• Hourly wage, PIN, and timezone
• Labels, custom fields, and files
• Certifications and assigned forms

These profiles drive how the system displays, filters, and manages people across modules like Time Cards, Boards, and Forms.

2. Roles & Permissions

Permissions in Ontraccr are role-based. You assign a “position” to each user — which maps to a role like:

Admin

Manager

Supervisor

Worker

Or a custom role with tailored permissions.

Roles define:

• What users can see (e.g., reports, time cards, user profiles)
• What users can do (e.g., approve time, manage users, assign forms)

This keeps sensitive data secure and ensures users only access what's relevant to their responsibilities.

3. Teams

Teams are groups of users who work together and are supervised collectively. They power features like:

• Team-based time card approvals
• Supervisor visibility in mobile views (via the Team Cards tab)
• Group filtering for scheduling, time tracking, and reporting

Each team includes supervisors and members — and can be linked to projects or equipment.

4. Labels

Labels are flexible tags used to categorize users by:

• Location (e.g., “Vancouver”)
• Trade (e.g., “Electrician”)
• Attributes (e.g., “Certified Forklift Operator”)

Labels improve filtering, searching, and scheduling efficiency across the system.

5. Integrations & Importing

User profiles can be created manually, but Ontraccr also supports:

• Syncing users from QuickBooks, Sage, or Eclipse
• Bulk importing via a support sheet during onboarding

This ensures you can scale user creation and keep external systems aligned.

🔄 How It Connects to Other Modules

User Management isn’t a standalone area — it connects to everything else in Ontraccr:

🧠 Why It Matters

Without clear user management, operations break down. Ontraccr’s system gives you:

• Clarity over who is in the system and what they can do
• Control over access to sensitive data and tools
• Efficiency in managing shifts, time, and certifications
• Scalability as your teams grow or roles change

It’s flexible enough to support small crews and robust enough to structure entire organizations.

📌 Summary

Ontraccr’s User Management system isn’t just about storing employee info — it’s the operational foundation that powers everything from time tracking to team approvals and beyond. By structuring your users intelligently with roles, teams, and permissions, you set the stage for scalable, accurate, and compliant operations.