Team and access

This page is for the administrators of an organisation in the BioTrack portal. It covers who can do what, how to invite and remove people, and how to approve account recovery. People who have lost their own passkey should read Account recovery.

Roles

Each person has one role in each organisation they belong to.

Task	Viewer	Administrator
See Overview, Attendance, Scans, Employees, Rota and Installations	Yes	Yes
Export scans and rotas as CSV	Yes	Yes
See Licences: licences, cloud subscriptions, prices and payments	Yes	Yes
Pay or renew a PC’s cloud subscription	No	Yes
Link a PC to the organisation	No	Yes
Invite people, change roles, remove members (Team)	No	Yes
Approve or decline account recovery	No	Yes
Read the organisation’s Audit history	No	Yes

An organisation always keeps at least one administrator. The portal refuses to demote or remove the last one, so invite a replacement first.

Alcra staff use separate staff accounts. They see your organisation’s metadata (sites, PCs, licences, payments, people’s names and roles) but never employee names, scans or attendance. Anything Alcra does to your organisation is written to your Audit history. See Alcra staff guide.

Invite someone

1. Open Team and select Invite someone.
2. Enter their Email address and choose a Role.
3. Select Send invitation. Inviting an administrator asks you to confirm with your passkey.

They receive an email with a link. The link expires in 72 hours and works once. Until they accept, the invitation is listed under Pending invitations, where you can Resend it (this sends a new link and the old one stops working) or Withdraw it.

The portal sends at most three emails an hour to any one address. If you hit the limit, wait an hour before resending.

Change a role or remove someone

The Members list shows each person’s name, email, role, status and last sign-in.

• To change a role, choose the new one in the Role column and confirm with your passkey.
• To remove someone, select Remove and confirm with your passkey. They lose access to this organisation at once. Select Leave on your own row to leave an organisation yourself.

Remove access on the day someone leaves your organisation.

Tip

If you think someone’s account has been misused, remove them first, then contact Alcra. Alcra staff administrators can also disable an account, which ends every session it has.

Account recovery

The portal has no passwords and no reset link. If someone loses every passkey, they recover their account with another person’s approval.

If you lost your passkey

1. On the sign-in page, select Lost your passkey?.
2. Enter your email address and select Send recovery link. You always see Check your email, whether or not the address has an account.
3. Open the link in the email, Confirm your BioTrack account recovery. The page shows Request confirmed.
4. Wait for approval. The other administrators of your organisation are asked to approve it. If there is no other administrator, for example because you are the only one, Alcra approves it and will contact you to confirm your identity first.
5. When it is approved you get the email Add your new BioTrack passkey. Open it on the device where you want the passkey, enter a name and select Create passkey and sign in. The link works once and expires after 24 hours.

Adding the new passkey signs you out of every other session, and your organisation’s administrators are told by email. Afterwards, open Account and remove any passkeys you no longer have.

Recovery requests that are not confirmed and approved expire after 72 hours.

Approving someone else’s recovery

When someone in your organisation asks to recover their account, administrators get the email Account recovery for … needs your approval, and the request appears at the top of Team under Account recovery requests.

1. Confirm it really is them, for example by phone or in person. Never approve a request because of the email alone.
2. Select Approve and confirm with your passkey, or select Decline.

You cannot approve your own request. Approval lets the person add one new passkey and signs them out of every other session.

Good practice

• Have at least two administrators, so one can approve the other’s recovery.
• Each person keeps at least two passkeys, for example one on their computer and one on their phone.
• Review Team and the Audit history from time to time for people and actions you do not recognise.

The BioTrack portal Signing in, passkeys and your own account.