Managing TrackVia Users is a critical task of any TrackVia administrator.

Users must be managed carefully to ensure that the appropriate level of security is in place for your organization. As TrackVia is a cloud-based application, you can and should take advantage of the fact that users can be managed remotely and in real-time.

There are a few key things to keep in mind when managing TrackVia users.

Adding and Removing TrackVia Users

TrackVia users can be added and removed as needed. Since TrackVia is a cloud-based application, users can be added and removed remotely and in real-time.

TrackVia users can be added manually, or you can import them from a CSV file. You must be a Super Admin to access the Account Users screen. If you are already a Super Admin, navigate to your top right navigation menu and click “Manage Users.”

To add a user manually, simply click on the “Add User” button (the icon is a square with a plus icon) and fill in the required information. To add users via CSV, click on the “Import to Table” button, select the CSV file you wish to import, and click “Upload.” At a minimum, you must provide the email address of the users, though we highly recommend including the users’ first and last names, as well as their time zone. Everyday users should not have the “set as API user” option checked even if they will be accessing the API, as this will disable the user interface for that user.

Users can be disabled, but they cannot be deleted without contacting TrackVia support. Disabling a user will prevent them from signing into the user interface, making API calls, or having any interaction with TrackVia. To disable a user manually, simply click on the “Deactivate this User” button in the user detail screen of the user you which to disable.

Managing User Permissions

What are TrackVia Roles?

TrackVia Roles are a way to manage what users can do within the TrackVia application. Permissions can be used to give users the same level of access, or to give different levels of access to different users or business units. For example, you could create a permission for administrators that allows them to create, edit, and delete records across the entire organization, and a permission for users that only allows them to view records.

A user can only be a member of a single role per application. Roles can have one of two types, either “Limited User” or “App Admin.”  App Admins have the ability to modify TrackVia tables, forms, views, dashboards, flows and roles within their app, whereas Limited Users will only have read/write permission to records and forms that you explicitly specify. Most roles you create will be of the Limited User type.

The Principal of Least Privilege

The principle of least privilege is a security best practice that states that users should only have the permissions they need to do their job, and no more. This principle should be applied when creating TrackVia roles and permissions.

TrackVia roles should be created in such a way that users only have the permissions they need to do their job, and no more. This will help to ensure that your TrackVia application is secure, and that users can only access the data they need to access.

TrackVia SAML SSO

TrackVia SAML 2.0 SSO is a way to manage TrackVia user authentication. SAML SSO allows you to use your existing authentication system (such as Active Directory, Azure AD, Okta, or Google Workspace) to authenticate TrackVia users. This means that you can use your existing authentication system to manage TrackVia user accounts, and you don’t have to worry about managing TrackVia user passwords.

SAML SSO is a premium feature, and it requires a TrackVia Enterprise license.