Cloud User Setup

Owned by Samantha Miller (Unlicensed)
Last updated: Aug 18, 2016
4 min read

Before a user can log in to the mobile application, their mobile access credentials must be set up in Companion. 

  1. Open the Relationship Management Module, select the appropriate tab and select the person for whom you want to set up Mobile Access.

  2. If the Profile information is not already shown in the Main Display Area, elect the Profile tool from the Demographics drop down menu.

  3. Under the Option menu on the profile toolbar, click on the Manage User Account tool. This opens the Manage Identity Account window.

The Manage User Account tool is also available in the menu on the Edit Profile screen.

User
The name of the person this username is attached to. Read only.
User name

Enter a unique username for this person.

HomeTrak recommends using the email address as the unique mobile username.
Email

Enter the user's email address. This will be the address where you send the user's temporary mobile password.

This will automatically be filled with the email address from the person's profile, if it is specified there.
Cell

The user's cell phone, for texting purposes if you have SMS Texting features enabled.

This will automatically be filled with the cell number from the person's profile, if it specified there.
Identity
Checked if this user has been made an "Identity" account.
Status
Status must be set to Active in order for the user to be able to log in to the mobile app.
Note
(optional) Add a note, if desired.
Create HomeTrak Identity Account

Create or convert this account as an "Identity" account. Identity accounts can be used to log in to the Companion program, the mobile apps (Android and iOS) and the HomeTrak Online web portal using the username (email) and password and not requiring the entry of cloud access keys. (What is an Identity?)

When this button is clicked, the system will attempt to create the Identity account and an activation email will be sent to the person to set their password and log in to the web portal. This username and password will also be able to be used with the newest versions of the Companion desktop application and the Android and iOS mobile apps.

Only "Identity" accounts can log in to the web portal interface. The username must be the email address to be created as an Identity account.
Email Mobile Password

Click this button to email the temporary mobile password to the user's email address shown above. The password expires after several hours and the user is prompted to change the password the first time they log into the mobile app.

For non-"Identity" accounts. (Mobile app access only, requiring access keys.) This button will be hidden if the account is "Identity".

Security Levels

Choose the Security Level appropriate for the Office Staff person to restrict their access to specific program areas and functions. Tools and modules that the user does not have permission to access with be disabled and grayed out.

Users may have multiple Security Levels applied to their account; they will have access to all of the areas included in the combination of those levels.

If you do not apply Security Levels to an Office Staff user, they will have full access.

For an Employer or Participant user, not applying Security Levels will give them no access to any features other than being able to view their own calendar and to clock in or record tasks using the portal or apps. (Employers and Participants will also only have a limited set of features available in their versions of the app or portal.)

HomeTrak Companion comes standard with several default security levels that provide full access to specific modules. In many cases this will suffice for your company and you will not have to add or edit any security levels. You can however add, edit or delete Security Levels to customize roles for your users. 

For example, if you wish to set up a role with read-only access to large areas of the program, you can add a new custom Security Level.

(Currently these Security Levels only apply to the desktop application.)

Security Options

Additional security options.

Expiry Date
Account expiration date.
Password Expiry
Password expiration date/time.
View Birthdate
This user account can view birth date information in the desktop application.
View SIN
This user account can view SIN information in the desktop application.
Limit to Managed By
Limit this user account from being able to access or edit information for people that they do not manage.
Send Emails Through
When sending emails from the desktop application,
Remove User Interface Features

Optionally choose to completely hide selected features from a user.

While you can use Security Levels to disable tools and features, tools and buttons related to hidden features are completely removed from the user interface which can streamline the interface for users that only perform one or two functions within the program.

(This applies to the desktop application only.)

People that this Account can View

Sometimes you may wish to allow a (non-office staff) portal user to be able to view information for more than one person. (For example, a common primary contact where a husband and wife are both clients, or allowing a physician to see information on multiple clients.)

To allow a user to view other profiles, you can attach the other people whose profiles you want this user to view under the "People this account can view" tab at the bottom of the screen. Click on the "Attach to other people" button and select the profiles that you wish for this person to view.

To remove access to a profile, select that person in the grid and click on the "Remove selected" button to remove that person from the list of people this user can view.

This user MUST be created as an "Identity" account to use the portal.

3.  Click Save.