Managing Existing Employees

PSTracker users are managed by your agency administrator(s).

To manage users navigate to Your Name => Admin Tools => Active Users.

Which brings you to your list of employees.

By default, the list of employees shows your ACTIVE employees. Users who are banned/retired can be viewed by clicking the Show Banned /Retired link at the upper right of the list.

Additionally, while most agencies do not have multiple departments, if yours does, you can show all users from all departments by clicking the Show All Employees in All Departments link.

Admin Sub-Menu

At the top right of the management page is the Admin sub-menu.

• Create New Employee - Used to create a new Employee.
• Assignments - List of Agency Assignments / Promotions.
• Ranks - Manage the Agency's Ranks.
• Roles - Manage the Agency's Roles.
• Separation Status - Manage the possible Separation Statuses.
• Specialties - Manage the list of Employee Specialties (system wide - users and training).
• Units - Manage the Agency's Units.

Managing Existing Users

To manage an existing user, click the username for that user.

This brings you to the Employee Account page

The Employee Account page has several tabs allowing you to manage the employee

• Employee Details
• Edit Account (you can also manage an employees barcode for ths tab)
• Employee Role
• Departments
• Admin Features
• Assignments & Promotions
• Emergency Contacts
• Specialties
• Employee Files

We will go over each of the tabs below.

Employee Details

The Employee Details tab displays all the variables for the employee including a photo (optional).

On this tab you can:

• View the Employee's Details
• Add/Edit Employee Photo
• Reset and resend a user's password

Add/Edit the employee photo:

To edit the photo, follow the same steps.

Reset a Users Password

To reset and email out a new password for a user, click the Resend & Reset button. PSTracker will create a temporary password and email the details to the employee.

To Un-ban a user, please see the article on Un-Banning A User (link below).

Edit Account

To edit an employees account variables, click the Edit Account tab.

The Edit Account screen appears. Make the necessary updates and Click the Update Officer [Name]'s Account button.

Managing an Employees Barcode from the Edit Account tab

To add a barcode to an employee, click the Add Barcode button

A modal opens allowing you to add the barcode.

Enter a barcode number.

Click Add Barcode to compete the process.

The screen refreshes and you see your newly added barcode.

To edit the barcode, click Edit Barcode.

Modify the barcode as necessary and click Edit Barcode.

Employee Role

Roles are the sets of PSTracker permissions (what they can see and do) granted to employes.

We provide a visual display of the permissions the employee has within PSTracker.

Green = Employee has the permission.

Red = Employee does NOT have the permission.

To modify an employees Role, select the new Role and click the Modify Users Role button.

Currently an employee can be assigned to ONE role, in the summer of 2024 an employee will be allowed to be assigned to multiple roles, giving you easier control of managing permissions.

Roles themselves are managed by agency administrators. To manage your agency's roles, please see our article on Managing User Roles / Permissions (link at bottom of page).

Departments

Most agencies do not u=have mire than one agency in the system and will NOT use this tab, other than to set the employees department to Police. if you forgot to do so when first creating the employee.

Admin Features

The Admin Features tab allows you to:

• Ban /Retire an Employee
• Change an Employee to a Non-Login User
• Promote an Employee to Administrator
• Delete an Employee (almost NEVER used.. we do not delete anything in pstracker.)

This tab can be users to Retire Employees and Un-Ban employees who have locked themselves out, however, for convenience, we have also placed buttons to do these two processes directly on the Employee Details Page.

You can also read our dedicated support articles (links below) on:

• Un-Banning a User
• Managing Non-Login Employees

Assignments & Promotions

Most agency's do not have a great tool in place to manage employee promotions and/or lateral assignments. The Assignments & promotions tab allows you to track those details within PSTracker.

To add a new assignment or promotion, Click the Add Assignment / Promotion button.

A Modal opens allowing you to add a new Assignment /Promition

Fill out the fields and click Add Assignment / Promotion.

The Screen refreshes, you are advised of the success and are shown the employees current lists of Assignments / Promotions.

Emergency Contacts

You can add or edit emergency contacts.

To add an Emergency Contact, click the Add Emergency Contact button.

A Modal opens where you enter the information.

Once submitted the system shows the successfull add.

Specialties

Specialties are uses system wide, specifically within user administration and training.

Specialties is managed uses a multi-select list.

To add or edit one or more specialties, click anywhere in the multi-select list. Add or remove the specialties and click Update Specialties.

Employee Files

If your agency uses the module, you will see the Employee Files Tab.

Employees Files is a module within PSTracker. The Module is designed to allow agencies to manage files specific to individual employees within PSTracker. Optionally, Employees can upload and manage their own files.

To manage an Employee Files, click the Employee Files Tab.

You can Add a new file, or edit existing files.

To manage the Employee Files Modules configuration settings, in the Admin Tools area click the Employee Files tab.

There you can manage

• Use the Employee Files Module
• Employees Can Se eOwn Files
• Employees Can Update Own Files.

Agency Configs - What Employees Can Modify

You can decide what employee account variables your employees can manage/modify themselves. What they can modify is selected on the Agency Configs => Agency tab.

When a variable is not modifiable, it will be grey on their edit page when viewed by the employee.