SECURITY AND USERS

How do I Configure Security and Users?

TRAIN TRACK® comes with built-in security measures. In addition, your database should be stored on a secure network, and only those with permission to use the application should have access to it through your network.

User Levels

TRAIN TRACK® offers a wide variety of user access levels. You may assign each person a user access level. In the Client/Server edition, you may also restrict the employees and training records they are able to view or edit.

Each user may be assigned an access level, an employee record group, and a location.

Each user may be assigned an access level:

• Administrator: edit all records, edit users, and edit program settings.
• Standard: edit all records. May not edit users or program settings.
• Completions: view all records, but may only edit training completions.
• Read-only: view all records, but may not edit any records.
• Exam: view their own training status, or to take exams, and open attached documents associated with the exams.

Each user may also be assigned an employee recordset (in the Client/Server edition):

• All employees
• Subordinates
• One Department

Each user may also be assigned a location (in the Client/Server edition):

• All locations
• One location

If the user is assigned to one location, they may only view employees associated with that location, and training that is either assigned to that location or to all locations.

There are many possible combinations of user levels. For example, you may assign a read-only user the ability to view only one department at one location, or you could assign a completions user the ability to only edit training completions for their subordinates. The table below provides more details about which records may be viewed or edited.

If you have the Client/Server with Web edition, the web-based user interface allows you to set up a separate set of users.

Edit Users

This section applies to Administrator, Standard, Completions, and Read-only users. Exam level users are managed separately. See below.

To edit user names and levels, you need to be logged in as an administrator. If you are unable to log in as an administrator, you may still edit users if you have the original registration code (see Lockout Recovery below).

To edit users, follow these steps

1. Open any screen.
2. From the Ribbon, "Database Administration" tab, click Edit Users.
   
   
   
   
   
3. The Edit Users screen will open.
   
   
   
   
   
4. Enter the Windows® Login Name for each user. This is the name they use when they first start their computer and log in to Windows.TRAIN TRACK® is able to capture the name of the user currently logged in to the computer, and compare that name to this list of users. This allows you to start TRAIN TRACK® without entering a separate user name and password. TRAIN TRACK® will not let you in if you have not already entered a correct user name and password when you logged in to Windows®. This way, all security rules you have set up for your network are automatically applied to this program, such as required character length and expiration dates. Any time you are logged in to TRAIN TRACK®, your login name will be displayed on the screen (usually in the bottom left corner).
5. Select the related employee name. (Optional. This is how the correct subordinates are linked to the user.)
6. Check the box under Admin, Standard, Read-Only, or Completions for the appropriate level of access.
7. Select the employee Record Group (all, department, or subordinates) you wish to give them access to. If you select Department, then pick the department from the list.
8. Select one location or all locations. For more information, see How do I Assign Locations?.
   
9. Select Status "Active" or "Inactive". If the user is inactive, she will not be able to log in to the program. If the associated employee is marked inactive, the user is automatically marked inactive as well.
10. Enter a web user name and password, if you also wish to give them access to your web interface (if applicable).
11. Click Save and Close.

If the total number of users requiring a license is greater than the number of users you are licensed for, you will be asked to remove some users.

To delete a user, click the red "x".

If you make changes to the level of the user that is logged in to TRAIN TRACK®, you will need to close and re-open it for your changes to take effect.

Exam Users

Exam level users are managed separately from other users. Exam level users do not need to have a Windows® login name in order to log in to take an exam. This way, if you have a shared computer that multiple employees will be using to take exams, they do not need to have a separate Windows® login. Instead, the exam level users will select their name and enter a password to open TRAIN TRACK®. The first time the employee logs in, they will be asked to set their own password. In order to control the distribution of passwords for employee access, we recommend supervising the initial login, to ensure that the identity of each user matches the login name they are using. You will need to verify their identity using your own procedures.

Reset Passwords

If an Exam-level user forgets their password, you may reset it for them.

To reset a password, follow these steps:

1. Open any screen.
2. From the Ribbon, Database Administration tab, click Reset Passwords.
   
   
   
   
   
3. The Reset Password screen will open.
   
   
   
   
   
4. Select an employee from the list. Note: the list will only include employees who have already set their password.
5. Click Reset Password.
6. A message box will ask you to confirm resetting the password.

Password Expiration

To change password expiration, follow these steps:

1. Open any screen.
2. From the Ribbon, Database Administration tab, click Password Expiration.
   
   
   
   
   
3. A dialog box will open.
4. Enter the number of days until passwords will expire.
5. Click OK.

If you are unable to get to the Home Screen, and instead see the login box for the Exam Menu, this means your Windows® login is not listed as an administrator user. To edit users in this situation, if you have the original registration code, you may use the lockout recovery function.

To edit users if you are not listed as a user, follow these steps:

1. If you are not listed as a user at all, and only able to log in to the Exam screen, click Edit Users. If you ARE able to open the program, but you are not the Administrator user, you may edit the list of users by clicking "Exam Screen" from the navigation pane, and then clicking "Edit Users" from the login screen.
   
   
   
   
   
2. A box will open. Enter the Registration Code that came with your license.
   
   
   
   
   
3. Click Edit Users.

You may now add your user name in the Edit Users screen (see above).

Automatic Email Notices of Failed Logins

You may configure your application to automatically send alert emails to a designated email address when a user enters the incorrect password 3 times in a row (see automatic email).