Customer Tip: Easily Manage System Access Levels With User Roles

Managing user access is a critical part of maintaining security — but it can quickly become time-consuming if you configure each user's settings individually. User roles help simplify this process by allowing you to assign consistent permissions to a group of users, ensuring the right people have access to the right keys and assets at the right times.

What Are User Roles? 

User roles are an efficient way to control user access levels within your KeyTrak system. Instead of configuring permissions for each user individually, you can define system access, checkout reasons, and login options once, then apply that profile to multiple users.

Why They’re Helpful

User roles make managing users’ access easier. Rather than updating individual user profiles one at a time, you can adjust a single role and apply those changes across everyone assigned to it.  

They also make oversight easier. You can view user roles’ key and asset activity with the Items/Tags/Keys Out by User Role reports. With this information, you can better understand user patterns and maintain accountability. 

How to Set Them Up

• Navigate to Administration > User Roles.
  
  
• Add a name for the role (e.g., “System Admin,” “Maintenance,” “Sales”).  
  
  
• If you have networked systems, select the systems you want the role to apply to.
  
  
• Under General Access, select what system functions and reports you want the role to have access to.
  
  
• In the Email Alerts section, you can choose which system notifications (e.g., backup failures, import failures) users assigned this role will receive. Users will be required to have an email address listed in User Maintenance.
  
  
• In the Log In Options section, select how you want this group of users to log in (e.g., mobile app, fingerprint). If you want general system settings to apply, select the “Using System Settings” option.
  
  
• To define the days and hours during which they can access the system, highlight the applicable squares on the Daily Access grid.
  
  
• Check Allow Role Override to simplify setup for users who share the same role but need slightly different access. After toggling the option on, an individual user’s access can be edited on the User Maintenance screen. 

Example: For a Maintenance role, assign building-specific key access to each user (Buildings 1–3 for one, Buildings 4–6 for another), without creating separate roles.  

• If you’ve checked the role override option, check Override Note Required to require the admin to provide a reason whenever they change someone’s default user role settings. this step creates an additional layer of accountability and documentation.  
  
  

When adding or editing a user, select a role from the Role drop-down menu. The permissions you selected for that role will be automatically applied to the user. 

User Role Examples  

For easier access management, you can set up user roles in different categories. Some examples include: 

• Departments (e.g., sales, maintenance)
• Locations  
• Job responsibilities (e.g., fleet, management, entry level)
• Asset types (e.g., vehicles, offices, apartments) 
  
  

User roles are a simple way to reduce administrative effort while maintaining tighter control over keys and assets. By grouping users with similar responsibilities under shared access settings, you can manage permissions more efficiently without sacrificing visibility or security.