Agents

Agent Users are internal users who have access to the Agent Portal, where they can manage Lists, dashboards, reports, and other workflows. If granted admin privileges, they also gain access to the Admin Portal for configuring system settings and user management.

An Agent’s access is determined by their role assignments and the number of available licenses.

Licensing for Agent Users

In TeamTracks, licensing determines the number of agents who can access the system. The total number of licenses owned and the remaining available licenses can be viewed on the Agent Users page, at the top left corner (see screenshot below).

License Types

Agent users can be assigned one of the following licenses:

• RW (Read-Write) License – Grants full access to modify data, manage workflows, and take actions within Tracks.

• RO (Read-Only) License – Provides view-only access without the ability to make modifications.

License Limitations

• If you exceed the available licenses, the system will prevent further license assignments.

• When creating agents through automated actions, if there aren't enough licenses to assign the action fails, and the error will be recorded in the User Object History.

• When managing agents in the Admin Portal, if there aren’t enough licenses, the system will restrict role assignments and display an error message.

Note:

If you would like to buy more licenses, please contact TeamTracks support(support@team-tracks.com).

Creating an Agent

To create an Agent user in TeamTracks, follow these steps:

1. Navigate to the Admin Interface.

2. Click on "Agents" from the left navigation panel.

3. Click "Create New."

1. Fill in the required details:

   • Email Address (mandatory & unique)

   ⚠ Note: The email address must be unique across all users, including Client Users.

   • Password (required & must be at least 6 characters long)

   • Full Name

   • Title (Optional)

2. Click "Create" to finalize the Agent user creation.

Once the agent is created, you can assign roles and configure settings by opening their profile.

Agent Management

All created Agents are listed on the Agents Page. Click on an Agent’s name to open their profile information. Agents are primarily identified by their email address.

Password

A "Change Password" link is available at the top of the profile page(screenshot below).

Editing Agent Details

Click "Edit" to modify the following fields:

• Email Address

• Title

• Roles:

  • Access to lists, views, reports, and dashboards is based on assigned roles.

  • A user can have multiple Agent roles assigned.

• Toggle Buttons To:

  • Disable Account

  • Disable Sign-Off Notifications

  • Make Admin

• Home Dashboard Dropdown:

  • Select a dashboard to display as the homepage when the user logs in.

  • If the user does not have a default dashboard set, the system automatically uses the default dashboard defined by the role, ensuring that a dashboard is always loaded.

  • When the user has multiples roles with default dashboards, the default from the first role (in the order of creation of roles) is used.

• Date Format Options:

  • MM/DD/YYYY (Default)

  • DD/MM/YYYY

  • YYYY/MM/DD

• Date Separator Options:

  • Replace / with . if preferred.

• Time Format:

  • 12-hour (AM/PM) (Default)

  • 24-hour format

Note

All modifications to the Agent profile are logged in the History section.

Note

Logged in users can also personalize these features through their own account profile.