Quick Start for Admins


Described in this article are the things that as an admin you will want to do right away. These include: 

When you signed up for your Tracmor subscription, you received a confirmation email with your email ID and a new password, and when you clicked on Confirm My Account, you got your first glimpse of your brand new dashboard.

There it is – a blank slate just waiting for you to start customizing it to best meet your business's tracking needs. The setup process is your next step! 

Personalizing your account

In the upper left hand corner you will see your name and role directly beneath it. Clicking on your role (Admin) will enable you to create a profile, change your password, change your plan, and log out. These options are described in this section.


Tip: If this menu is not visible, click on the icon with three bars at the upper left hand corner – it toggles between showing and hiding the side menu on the left.


Creating your profile

  1. Click on Profile to enter information about you.
  2. Optional: to upload an image that represents you, click on Choose File to browse for an image. Select it by clicking Open. Note:  The file size must be less than 100 kb.
  3. Enter your first and last name.
  4. Note: your email ID is auto-filled and cannot be changed.
  5. Select your timezone from the drop down menu.
  6. Click Save to enter all values. Note: this also uploads your image, which will then display in the upper right hand corner. If you change your mind, just click on profile again to upload a new file.)


Changing your password

  1. Your initial password was sent to you in the email that confirmed your subscription. You can change your password any time – just click on Password.
  2. Enter the old password, new password, and the new password a second time.
  3. If you change your mind click on Back, but if you are sure, click on Submit (green button).


Upgrading your plan

Upgrading is easy: Select Upgrade Plan, click, and a new window opens to the Customer Portal login.


Note: You will need the password you created for the payment portal, which is separate from the password for Tracmor that was assigned in the welcome email. If you cannot remember that password, the recovery method is only a click away when you click on "Forgot your password?".


Logging out

Logging out when you are not using Tracmor is recommended, since entries made with your login are tracked, and you want to make sure that only you are making changes logged in your name. 

There are two ways to logout. One way is to click on the red arrow in the upper right hand corner. logout_arrow.pngAnother is to click on Logout.


Setting "admin only" global settings

The Tracmor account admin has access to General Settings, which is a menu that allows the admin to set these basic settings for the entire application: Admin, Asset, Shipping/Receiving, and Check In/Out.

To get started, navigate to the bottom of the side menu. The third item from the bottom is Admin. Click on Admin to reveal the sub-menus shown below. If you see Admin>General Settings, for sure you are an admin, since other roles do not have access to General Settings.


Click on Admin>General Settings to set these four values, all from the same page: Admin, Asset, Shipping/Receiving, and Check In/Out. A close-up for each setting follows.

1. Admin Settings. Uploading your company's logo is optional, but it's fun if you have a file handy that is less than the limit of 100 kb. Click on Choose File to be able to browse for a file and select it.



Once you click on Save, (at the bottom of the page), you will see your logo in what was an empty space in the top left corner.


Important: Notice the Export Excel Password. This is assigned by Tracmor, and you will want to provide it to anyone who exports data if and only if you intend to allow that exported file to be edited! This password provides a security measure to ensure that exported files remain true to the values that were entered.


When you have made all changes, be sure to click on Save to active your settings.

2. Asset Settings
If you plan to use Tracmor's built-in depreciation calculation functions, be sure to check the blue box to "Enable Depreciation." 


If you need more information before deciding to enable depreciation, the three available methods - Straight Line, Sum of Years Digits Method, and Doubling Declining Balance Method - are described here.

Note: Enabling depreciation allows you to create Depreciation Classes that can then be associated with specific assets as follows:


For more information on defining depreciation classes, see What do I need to know about depreciation classes?

In Asset Settings you can also set the Minimum Asset Tag and Asset Tag Prefix, which will apply only to auto-generated asset tags - you can still designate any number if you enter the number manually (that is, you do not click on the auto-generate asset tag check box). 

Note that the Asset Tag Prefix is limited to letters and specific special characters.


When you have made all changes, be sure to click on Save to activate your settings.

3. Shipping/Receiving Settings

If some of your shipping and receiving transactions originate in one place, or involve only one contact, and/or originate from one shipping address name, you can speed things up by pre-populating certain fields. 

To select options for items in dropdown menus, you will need to "create" the companies and contacts first, as described in What do I need to know about companies? and What do I need to know about contacts? This applies to these options:

  • Default Shipping Company
  • Default Shipping Contact
  • Default Shipping Address Name
  • Default Receiving Company
  • Default Receiving Contact
  • Default Receiving Address Name

These options are enabled by clicking the check box next to the selected item(s)

  • Receive to Last Location.
  • Custom Shipment Numbers. Enable this option to create custom shipment numbers; if you leave this check box blank, Tracmor will auto-generate a sequential shipment number for every shipment that is scheduled. (The shipment number tracks all information such as sender, receiver, packing list, ship date, and notes.)
  • Custom Receipt Numbers. Enable this option if you wish to create custom receipt numbers. If you do not enable this, Tracmor will auto-generate a sequential receipt number for every receipt that is scheduled.

This option enables you to add text to your packing list:

  • Packing List Terms. Enter any text that you want to appear on every packing list, such as your return policy.


When you have made all changes, be sure to click on Save to activate your settings.

4. Check In/Out Settings.

These are the global permissions that will apply to any items that will be checked out by the users  you add, and the users that you allow others to add. 

  • Check Out to Other Users. If this box is not checked, users will only be allowed to check out items for themselves. If this box is checked, users will be able to check items out to others if those permissions are enabled in their role definition. This permission is useful for anyone in a coordinating role.
  • Check Out to Contacts. If this box is not checked, users cannot check items out to contacts. If this box is checked, users will be able to check items out to contcts if those permissions are enabled in their role definition. This permission is useful for items used for demos, for instance.
  • Due Date Required. Checking this box requires the person checking the item out to indicate a due date that will appear in the item description.
  • Reason Required. Checking this box requires the person checking the item out to state the purpose of the check out. 
  • Default Check Out Period. The default check out period is 24 hours. Set a different value if you prefer a different period. For instance, type in 168 if you want the default check out period to be one week (24 hours x 7 days per week =168 hours per week.)


When you have made all changes, be sure to click on Save to activate your settings.

Adding new users

Before you can add one or more new users, you will need to create applicable user roles. Each role is defined by the specific permissions defined by the role creator, as described in What do I need to know about roles? 


Once the Default User Role has been defined so that it can be selected, it's easy to add a new user. Provide the information for each required field: First Name, Last Name, Email ID, Password (your choice), Re-Enter Password, select the user's timezone, and this is optional - choose a User Image file to upload. 

Once all required fields are filled, click on Save to send an email to your new user. The new user will receive the following email and be able to activate their role by clicking on "confirm My Account." 


All activated users are listed under User>Users.

Related Articles

What do I need to know about roles?

What do I need to know about users?




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