Introduction
TrackStat requires each team member to have their own individual login for security, accurate audit tracking, and proper feature access. Shared logins are not recommended and can cause compliance, reporting, and security issues.
Why separate logins matter:
Audit logs & tracking - Every action (editing reminders, sending messages, viewing data) is recorded under the specific user.
Security - When a staff member leaves, their account can be disabled immediately to prevent unauthorized access.
Feature access - Roles control access to sensitive areas like financials and data downloads. Individual accounts ensure the right people see the right information.
Each user must have a unique email address as their username.
How to Add a New User (New Hire or Additional Team Member)
Only users with Administrator privileges can add or modify accounts. Managers and lower roles cannot create or edit users.
Steps to add a new user:
Log in to TrackStat as an Administrator.
Click the triangle icon in the upper right corner.
Select Users.
Click the green + button (far right).
Enter: First name, Last name, Email address (username – must be unique), Phone number, Role, and Position.
The new user receives a welcome email with a temporary password. They must create a permanent password on first login.
Password requirements:
Minimum 10 characters
1 uppercase letter
1 lowercase letter
1 number
1 symbol
How to Change Permissions or Update a User Role
Does a staff member need more or less access? Use this process to adjust their role.
Only Administrators can change user roles.
Steps to update a user role:
Log in to TrackStat as an Administrator.
Click the triangle icon in the upper right corner.
Select Users.
Click the user’s name (displayed in blue).
Change the User Role to the appropriate level (see table below).
Click Save changes.
Instruct the user to completely log out of TrackStat and log back in for the new permissions to take effect.
User Roles & Permissions
Role | Reports | Campaigns / Marketing | Financials | Download Reports | Add / Delete Users |
User | Full | No | No | No | No |
User Plus | Full | Full | No | No | No |
Manager | Full | Full | Full | Yes | No |
Administrator | Full | Full | Full | Yes | Yes |
Notes:
“User” role users will not see the Marketing tab or Campaigns button.
After any role change, always have the user log out and back in.
Password Reset & Email Issues
If a user does not receive their welcome email or password reset:
Check Spam, Promotions, and any filtered folders.
Verify the email address was entered correctly.
Whitelist [email protected] in your organization’s email system.
Check for internal email blocks or security rules that may be filtering TrackStat emails.
Linking an Existing User to Additional TrackStat Accounts
If a user already exists in another TrackStat account:
Go to the primary account where the user was originally created.
Locate the user and click their name to open the User window.
Go to the Linked Accounts tab.
Check the box next to the desired additional account(s).
Save changes.
Note: this is only for practitioners with multiple locations and multiple TrackStat accounts.
Best Practices & Security Recommendations
Always use individual accounts - never share logins. This protects audit accuracy and lets each user save personal filter preferences.
When a staff member leaves: An Administrator should disable their account (preserves audit history).
Reusing an email for a new employee: Reset the password and update details first.
Please do not change an existing user's email address. If the email needs to be updated, create a new user account using the new email address instead.
Troubleshooting Common Issues
“I can’t see the + button or Users menu” - You need Administrator privileges. Contact your admin.
New user can’t log in - Double-check the email address and have them look in all email folders.
Permissions not updating - Sign out completely, then sign back in.
Still having issues? Contact TrackStat support with the affected user’s email and the role you are trying to assign.
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