Q: One user left the company. Can I give their user license to a new employee?

A: Yes, if one user no longer needs the license, you may transfer it to a new user. However, more than one person cannot share a user license; it must be permanently re-assigned.

If a TRAIN TRACK administrator is leaving and you would like to remove their access privileges and assign them to a new employee instead, please follow the steps below.

Client Edition:

Set permissions for the new user in SQL Management Studio

If you have a Windows user group for TRAIN TRACK, you can simply edit this user group to modify the members. If you assigned permissions for an individual, please follow these steps:

1. Open SQL Server Management Studio and locate your TRAIN TRACK database.
2. Find the main Security folder in the navigation pane on left. Right click and select "New Login".
3. In the popup widow under "General", confirm that "Windows Authentication" is checked and click on the "Search" button.
4. Leave the defaults as they are and click on the "Advanced" tab and then "Find Now".
5. Select the Windows login name of the new administrator from the list and click "OK" and "OK" again.
6. Under "General", click on "User Mapping".
7. In the upper window, check and highlight the TRAIN TRACK database.
8. In the lower window, check "datareader" and "datawriter".
9, Click "OK".
10. Return to the main Security folder in the navigation pane on left.
11. Expand the folder, right-click on the previous user name (the person who no longer needs access), and select "Delete".

Client and Desktop Edition:

Add your new user to the TRAIN TRACK Client interface

1. Launch an existing installation of the TRAIN TRACK desktop/client interface.
2. Make sure the employee is already entered into the database under "Employees".
3. From the Ribbon, "Database Administration" tab, select "Edit Users".
3. Locate the user name on the list. Edit the "Login Name" to exactly match the Windows login ID of the new licensed user.
4. Select the appropriate access level for the desktop interface (Admin, Standard, Completions or Read-Only) and record group (All, Subordinates, or one Department) and location (All or one Location). You may also set permissions for the Web interface, if applicable.
5. Delete the user who no longer needs access.
6. Click "Save and Close".
Web Edition

If you are using both the Client and Web edition, you may assign user permissions through the Client interface using the steps above. If you are only using the Web interface, please follow the steps below:

1. Open TRAIN TRACK and from the menu bar, select "User > View/Edit".
2. Locate the user you wish to delete. Click on the User Name, and click "Delete User". Click "Delete".
3. From the menu bar, select "User > Add User".
4. Type in the login name, select the user level, location, and employee name, and click "Add".