Managing Users in TrackAble (Add, Edit, Archive, Restore, Delete)

This guide explains how to add new users, update their permissions, archive former staff, restore returning users, and permanently delete user accounts in TrackAble.

Important:

In TrackAble, classes are attached to users, and assessment frameworks are attached to classes.

Understanding this relationship ensures users only see the information relevant to them.

Accessing User Management

  1. Click the Users icon.
  2. You will be taken to the List Users screen, where you can add, edit, archive, restore, or delete users.

Adding a New User

Tip: For security and accountability, every staff member should have their own individual login.

Steps to Add a User

  1. From List Users, click Add User.

    Complete the following fields:

    • First Name
    • Last Name
    • Email Address

    • User Group (see the Permissions article for details)

      Select the classes the user should have access to.

    • Use Toggle All to select all classes (not recommended unless required).

    • We advise giving staff access only to the classes they teach.

      Additional user options:

    • Behaviour Administrator → Receives an email whenever a behaviour incident is logged.

    • Newsletter Subscription (administrators only) → Receive TrackAble updates.

      To grant access to individual pupils outside their assigned classes:

    • Type the first three letters of a pupil’s name in the Choose by Name field.
    • Select pupils from the list displayed.
    • Remove a pupil by clicking the X next to their name.

  1. When finished, click Save.

Editing a User

  1. On the List Users page, click Edit next to the user’s name.

  2. You will see the same screen used when adding a user.

    Make the necessary changes:

    • Name
    • Email address
    • User group
    • Classes
    • Individual pupils
    • Behaviour admin or newsletter options
  3. Click Save.

Password Note

If a user already has a password, you will see a row of dots.

This is an encrypted placeholder — it does not show the password length.


Setting a Default Assessment Framework

If the user is linked to a class with an assigned assessment framework, you can choose a default framework that appears first when they begin assessing.

Archiving a User

When a staff member leaves your school, you should archive their account to remove access.

How to Archive

  1. On List Users, click the down arrow next to the Edit button.
  2. Select Archive.
  3. Confirm the prompt by clicking OK.

Their account is now inactive but still stored in your archive.

Restoring a User

If a staff member returns to school:

  1. Go to List Archived Users.
  2. Click Restore next to the user’s name.
  3. You will receive an Action Successful message.
  4. The user will reappear in List Users.
  5. They may need to use the Forgotten your password? option to reset their login details.

Deleting a User (GDPR Compliance)

You may permanently delete a former user if required.

How to Delete

  1. Go to List Archived Users.
  2. Click Delete on the right-hand side.

⚠️ Warning: This action is permanent and cannot be undone.

Neither you nor the TrackAble team will be able to recover deleted users.

Need Help?

If you require assistance or need adjustments made on your behalf, email:

support@trackable.org.uk