c) Creating Users


Quick Start Guide

'Users' are employees, sales reps, or technicians who work for your company and need access to SecurityTrax. In order to create a new user, follow the steps below:

If a user doesn't work for your company exclusively, they should be paying for their own instance of SecurityTrax.

Account Information Section

Selecting a Carrier next to the Cell Phone number enables free texting from SecurityTrax via email. If a Carrier is not selected there will be a $.05 charge per SMS message sent through SecurityTrax.

Marking a number as 'Private' will block that number from showing up in the Employee Directory (See Employee Directory in Onboarding: Definitions.

Preferences Section

Email Reminders

Allows the user to receive reminders for appointments via email through SecurityTrax.

Restore Session

Will load the same window that was displayed in the event a user is disconnected from SecurityTrax.

Password Section

Change Password

Checking this box is required if a new password is manually entered in the fields below.

New Password / Confirm Password

Manually change then confirm a new password after the initial creation of a user.

Notification Email

Checking this box will send an email to the user with their login credentials.

Generate Random Password

The Notification Email and Change Password checkboxes will automatically be checked when this checkbox is used. A temporary random password will be created and sent to the user.

Force Password Change

Checking this box will force the user to change their password during their next login attempt.

HR Settings Section (Optional)

Hire Date

The date that the user was hired at your company.

Start Date

The start date for the user at your company.

Last Day With Company

Will allow funding for jobs completed by that user to still take place.

Recruited By

Links the new user to an existing user. This can be used to easily determine which existing user has referred the most new users.

Payroll Identifier

Is used to capture the unique number a 3rd party payroll company may assign to a user. This number can be used to push or pull information from/to your payroll company if necessary.


Select the Title from the drop-down menu (You can easily create Titles by heading to Administration > Organizational Structure > Add User Title). Ex: VP, CEO, Manager, Sales Rep, etc.

Title Designation

Allows you to avoid having to create 'VP of Sales', 'VP of Marketing', etc. Use 'VP' in Title drop down. The designation would be: 'of Sales'.

Leave Reason

The reason for leaving the company.

Transfer Date

The date the user transferred to your company.

Reports to

This is the hierarchy indicator for which this user reports to.

Administrator Settings Section


Gives the user no access to the Employee Directory


Allows the user to see all Employees (users) in the directory

Shared Location(s)

Allows the user to see Employees (users) in any Office Location to which the user is assigned.

Hierarchy - Reports to below

Allows the user to contact their manager and Employees (users) at their same hierarchy level or lower.

Descriptions of the checkboxes are below.

Can SMS Users

Allows the user to send SMS messages through SecurityTrax to other users.


Turns the user account on and off.

Can Login

Allows the user to login or not.

User Card Access

Mouse over the small circular picture by a Sales Rep's or Technician's name on a Sales or Tech Schedule to see a user card. They contain contact, company position, and tag information.

It's recommended to never delete a user. Instead, mark them as inactive. This maintains their Customer history for future reference if necessary.


Where you'll assign to which Permissions Group a user will belong per Office Location. SecurityTrax is heavily permission-based, and we will walk you through how to set up your permissions when you Schedule a Training Webinar. For now, simply remember this location!


Allows you to upload any document related to the user (For example, licenses, certifications, etc.) Upload files and click Save.

Login Activity

Allows you to see a history of when the user has logged into SecurityTrax. This is for reference only.

Notifications Management

Opens a separate window where you'll designate what types of messages you want the user to receive, broken up into 3 subsections: Tech Notifications, Sales Notifications, and User Notifications. (See Notifications Management in Onboarding: Definitions.)

Complete the steps listed in this section for each user. It may take some time to enter the first few users, but once you get the steps down it won't take long.