Settings Overview

The TrackTik Portal's Settings menu is where many default settings are found and separate into three sections; General Configurations, Operations Configurations and Backoffice Configurations. These pages allow you to set everything from the Roles & Permissions that your users have access to all the way to Backoffice defaults that enable you to configure your Scheduling & Payroll frequencies.

Contents

Introduction Video

Features

Many of the features in TrackTik can be enabled or disabled in the dashboard settings. Some of these are included in the base package and are included at no additional cost. Any of the premium features are label and note an additional fee in the description.

  • Before activating Premium Features, please contact your Customer Success Manager at TrackTik to get more information about the feature.
  • Any enabled billable Premium Features will be reflected on your next invoice.

Accessing the Features List

The features list is located in the dashboard settings. To access the dashboard settings:

  1. Click on the "Settings" tile from the left-hand side menu.
  2. Select the "Features" option from the settings menu.

Enable / Disable Features

Each of the items in the features list has an On/Off toggle switch. Click on the switch to change the status of the feature. Clicking on a feature marked "On" will switch is "Off" and visa versa.

Configurable Features

Certain Features when enabled need to be configured to be able to use them as part of your operations. Clicking on the [Configure] button that appears when the Feature is enabled brings you to a page that allows you to configure its necessary settings framework.

The configuration settings for the Guard Tour System can also be found under the Operation Configurations in the Settings menu.

Notifications

Notifications in TrackTik allow you to automatically send emails (free) and SMS messages ($.04 each)  to designated individuals when specific events occur in the system. Some examples of notification triggers include the panic button being tripped, late checkpoint scans and important reports being filed. This article describes the correct configuration and use of notifications.

For more information on Notifications, please see our Notifications article by clicking here.

Company Name / Address

The company information that is automatically included on reports and invoices is pulled from the company information in the settings. This will be the default company and contact information that populates to every document generated by the system. Additionally, this area allows admins to set the logo that will be used for reports, invoices, and schedules as well. Note that anytime this information is modified, it will be applied to all documents past and present in the system.

Company Name and Contact Information

The information in the "Company Name" section of the settings stores the company information that populates to invoices and reports. The information in any of these sections can be edited as needed. To add or edit the information in "General Information" follow the steps below.

  1. Click on the [Settings] tile from the left-hand side menu.
  2. Select [Company Name / Address] option from the settings menu.
  3. The [General Information] tab should be selected by default. Modify the information in this section as needed.
  4. Click on the [Save] button.

Company Address

Select the "Addresses" option to access the field available for the company address. Add or modify the information as needed and click on the [Save] button to save any changes.

Other Fields

The information in the "Other Fields" section is primarily for reference. This information does not typically appear on any reports of documents from the system. Select the "Other Fields" information and modify as needed. Click on the [Save] button to save any changes.

Logos

Different logos can be applied to different types of documents generated by the system. The "Logos" section allows admin to define and upload specific logos for certain documents. Select the "Logos" menu option and upload logos as needed. By default the system will take the logo seen on the login screen unless these options are modified. Click on the [Save] button to apply any changes.

  • Invoice & Report Logo: Appears on Invoices and Reports generated by the system.
  • Email Logo: Appears in Emails generated by the system.
  • Schedule Logo: Appears in Schedules emailed to Employees by the system and when printing from the Live Schedule tool.

Roles & Security

Roles / Permissions

The terms roles and permissions are sometimes used interchangeably. However, they are fundamentally different. Permissions are individual privileges such as the ability to view or edit information in the system. A role is a collection of permissions. In other words, an officer role would be defined by a series of permissions that provide officer-level users access to only the functionality required for their duties. When unsure, it is considered a best practice to begin with the minimal requires (permissions) for each role. These can always be modified as new needs are identified.

Password Policy

You can set restrictions for the type of passwords that can be used in your account with the Password Policy. Each one of the fields in this window will provide an option for setting a password rule. Once you have set the password policy, users will not be allowed to use passwords that do not comply with the password policy. After any of the rules for the password policy have been modified, click on the [Send] button to apply the changes.

IP Whitelist

The IP Whitelist is used to verify the IP address of a device before allowing the user access to TrackTik. This is typically only used for operations that have on-site licenses. In this case, the IP address of the computer can be approved, but all other IP addresses can be blocked for a site. This requires the officer to sign-in and only use the device at the client's site with the matching IP address. Note that some network uses a dynamic IP address (DHCP) connection method. Check the network and device settings before setting up IP whitelisting.

For more information on Roles & Security, please see our full article by clicking here.

General Settings

The General Settings section is where you find many systems configurations and defaults for TrackTik features. 

Date Format, Time Zone, Currency Symbol

The options available in this section help localize TrackTik to align with the time, currency and address standards for different regions. The options configured here will apply to all functionality in the system. Note that the time zone can be adjusted at a site level for locations that may lie in a different time zone.

Set Defaults for Time-Date / Currency / Address Formats

To set the defaults for these options:

  1. Click on the [Setting] tile from the left-hand side menu.
  2. Select the [Date Format, Time Zone] option from the settings menu.
  3. Modify the defaults in this section as needed. Once complete, click on the [Save] button.

TrackTik Communications

The TrackTik communications page is where you can add recipients that would receive system warnings and updates when they occur. Such updates and warning include but are not limited to Release Notes, expected & unexpected system downtime (If expected downtime occurs, it is usually for system maintenance).

Adding Recipients

To add recipients for TrackTik Communications:

  1. Click on the [Add Recipients] button at the top of the page.
  2. Fill out the Recipient Information section.
  3. Select the Topics you wish for the recipient to receive.
  4. Click on the [Save] button.

Editing Recipients

To edit recipients for TrackTik Communications:

  1. Click on [Edit].
  2. Modify the recipient's settings as desired.
  3. Click on the [Save] button.

Deleting Recipients

To delete recipients for TrackTik Communications:

  1. Click on [Delete].
  2. Click on [Save] when the ''Archive this recipient?'' warning appears.

Sites Settings

The Site Settings page allows you to configure which fields should be mandatory when creating a new Site (Client). By selecting the fields that should be mandatory, users who have the permission to create new Sites won't be able to finish creating the site without filling these fields.

1. Setting Fields As Mandatory

To set fields as mandatory when creating Sites:

  1. Check off the desired mandatory fields in the Company Information, Main Contact and Address Sections.
  2. Click on [Save].

Operation Configurations

Report Templates

Report templates provide flexibility to create unique forms for different situations officers need to document. Rules can be assigned to each form that will govern which sites can access the form as well as who can view the report.

For more information on Report Templates, please see our full article by clicking here.

Incident Categories

Incident categories provide a validated list of the different type of incidents officers may encounter. The list of incident categories drives other functionality in the system such as notifications, incident analytics and sub-forms (conditional report fields).

For more information on Incident Categories, please see our full article by clicking here.

Devices & Licenses

Device Licenses are needed to complete the installation of the Tracktik Mobile App

Device Licenses can be created for mobile or dedicated guards. Mobile officers will need a Zone license, which grants them access to all Sites assigned to the zone. Dedicated officers will use a Site License, which designates their device to only work at a specific Site.

Please Note: The Devices & Licenses page in the Settings menu will display all devices across your TrackTik Portal and includes additional information that is not shown at the Site or Zone level. Additionally, this page allows you to Transfer licenses from one Site or Zone to another.

Column Descriptions

  • App: Whether the License used is for the Guard Tour Application or an OnSite License.
  • Device: The Device make and model.
  • OS: The operating system and its version used on the Device.
  • Account: The Site or Zone that the Device License was created for.
  • Position: The Position associated with the Device License.
  • Description: The given description when the Device License was created.
  • Phone: The phone number of the Device (If entered when creating the Device License).
  • Status: The status of the Device License (Active, Unused or Active. Not in use).
  • Version: The version of the TrackTik Guard Tour application installed on the Device.
  • Installation Code: The Device License installation code to install the License on a Device.
  • Creation Date: The date that the Device License was created on.
  • End Date: The date where this Device License will expire (Only applies to Device Licenses associated with a Position that has a service end date).
  • Last Action: The date of the last time an action was performed on the Device License.

How to Transfer a Device License

  1. From the Dashboard, click on Settings.
  2. Click on Devices & Licenses on the left-hand side Settings menu.
  3. Click on [Transfer] on the Device License you wish to transfer to another Site or Zone.
  4. Type in and select the Site or Zone you wish to transfer the Device License to.
  5. Finish by clicking on [Save].

How to Edit a Device License

  1. From the Dashboard, click on Settings.
  2. Click on Devices & Licenses on the left-hand side Settings menu.
  3. Click on [Edit] on the Device License you wish to edit.
  4. Make the desired changes.
  5. Finish by clicking on [Save].

How to Terminate a Device

  1. From the Dashboard, click on Settings.
  2. Click on Devices & Licenses on the left-hand side Settings menu.
  3. Click on [Terminate] on the Device License you wish to terminate.
  4. Confirm by clicking on [Save].

For more information on Devices & Licenses, please see our article by clicking here.

Dispatch Workflows

Workflows are used to define the paths a job can take from creation to completion. Workflows are build from status nodes and transitions. Status nodes define the different steps in the process to complete the job, while transitions draw the paths between the various statuses. This forces officer to flow a linear process from receiving the job to completing the job and leaving the site.

For more information on Dispatch Workflows, please see our full article by clicking here.

Job / Service Types

Job / Service types are assigned to Mobile Patrol visits and/or Alarm Dispatch Tickets. Create a job / service type for each of the items that you could potentially assign to a Patrol visit.

For more information on Job / Service Types, please see our full article by clicking here.

Backoffice Configurations

Payroll and billing invoices are auto-generated based on TrackTik System and Employee pay settings. System settings include the Payroll Schedule configured under the System’s settings, as well as Holiday Groups that are in turn applied to the Position. TrackTik also supports Overtime Rules. Also, some defaults are set and applied to the system under the BackOffice Default settings. Billing requires Bill Types to be registered in the system. Based on the Service Type configuration and BackOffice settings invoices are generated.

If Mobile Dispatch is being utilized, additionally, Job/Service types and Workflows are also required to be defined. For more information visit Mobile Patrol and Dispatch.