TrueTrack is designed to provide valuable insights to many employees within your dealership. There is a selection of user roles and permissions to choose from that can provide each employee with the data they need while protecting your confidential information. To add additional users to your dealership, please follow the steps below:
1. Login to truetracksolution.com
2. In the upper right-hand corner of the screen, click on the down arrow drop-down menu on the right side of your name. Then select Account.
3. Under Other select Manage Users and then click on the New User button.
4. In the Add New User popup box, perform the following tasks, all fields are required:
- Under User Role, click on the dropdown arrow and select the user role (see below section “Explanation of Roles for Users”).
- Under Email, enter the email address of the new user.
- Under Primary Dealership, your dealership will already be displayed, unless you are part of the dealer group, then you must select the dealership the new user is located at from the dropdown.
- Under User Permissions, select the permission level for the new user (see below section “Explanation of Permissions”).
- Under User Departments, select the department for the new user.
- At the bottom of the popup box, click on the Save button to add the new user.
5. Click on the Save button and the new user will receive an email that they have been added to TrueTrack and will gain instructions on setting up a password to access the TrueTrack website.
6. Next, the new user will receive an email from support@truetracksolution.com and will have one hour to set up their password before the link expires.
EXPLANATION OF ROLES FOR USERS
Dealer Principal
- Can see everything for their dealership and others in their group.
- Is automatically assigned access to all Permissions and Departments.
- Is the only user given access to assign Dealer Principal or Dealer Admin permissions.
General Manager (GM)
- Automatically assigned access to all Departments.
- See everything for their dealership and other dealers in their group except for the following fields:
- General Managers wages
- Operations Manager wages
- Owner wages
Accountant or Bookkeeper
- Automatically assigned access to all Departments.
- Can see all data for their dealership in all the Dashboards and Detailed Reports.
- Cannot see detailed personnel expenses for other dealers in their group – just the totals.
- The detailed data in section #20 for G&A will not be available.
Department Manager
- Can see everything in their department at their own dealership in all Detailed Reports.
- Detailed personnel expenses are available for the manager’s dealership and department.
- Only personnel expense totals will be available for other dealers in their group.
Other Employees
- Used for all other employees who are not Department Managers or higher.
- Users are only able to see detail for the departments they are assigned to.
- The personnel expense section is collapsed and only the personnel total will show.
EXPLANATION OF PERMISSIONS
Dealer Admin
- Users can access Manage Users menu and add/remove users apart from Dealer Principal or Dealer Admin users.
Data Input Edit
- Users can view and edit the monthly data via the Input page.
- Appropriate for Dealer Principal, Acct/Bookkeeper, and perhaps GM.
Data Input View
- Users can view (but not edit) the monthly data via the Input page.
- Appropriate for GM but generally not for other users.
General Ledger
- Users can review and export GL Mapping and save the current mapping.
- Users can review Trial Balances that have been uploaded.
Data Center Access
- Users can upload files requested by support@truetracksolution.com and download the files provided.
View Group Locations
- User permission to see other dealer locations in the dealer group.
- This requires some additional permissions that can only be granted by the TrueTrack System Admins. Reach out to support@truetracksolution.com if you want to know more.