How to set up permissions in JTrack

JTrack makes it easy to control who can access and complete each step of your flowcharts, whether that’s your internal team or your customers. In this guide, we’ll show you how to set up permissions and build a smooth, secure flowchart.

Why Permissions Matter

With JTrack, you can collect the right information from the right people at exactly the right time. Whether you're working with your internal team or external customers, permissions give you total control over who sees and completes each step in your process.

Step 1: Choose Between Internal or Customer-Facing Flowcharts

When you create a new flowchart, the first step is deciding whether it’s:

• Internal: Accessible only to members of your JTrack team. You can still control which team members complete each step, but you won’t be able to send steps to external customers.
• Customer: Allows you to send specific steps to people outside your JTrack team. These steps are sent via a private email link, and customers don’t need to sign up or log in, they simply click the link and complete the step.

Step 2: Building a Customer-Facing Flowchart

When you create a customer-facing flowchart, JTrack automatically adds a Customer Info Step. This step collects the customer’s email address, so the system knows where to send customer-facing steps as the flow progresses.

Step 3: Assigning Permissions to Steps

As you build your flowchart, you can decide for each step whether it should be completed by a customer or by someone in your JTrack team.

• To adjust permissions, click on the step and select Edit Step Permissions.
• If the step should be customer-facing, tick the Customer Facing box. When the flow reaches this step, JTrack will automatically send an email to the customer with a link to complete it.
• If the step is for internal use, you can assign it to a specific team member or leave it open for any team member to complete.

Example — Handling a Customer Enquiry

Let’s say you run a personalised card-making business. Here’s how a real-world flow might work:

• New Enquiry: You receive an enquiry through your website and start a new flow in JTrack.
• Collect Customer Details: You enter the customer’s name and email into the initial data input step.
• Customer Completes Their Steps: When the flow reaches a customer-facing step, JTrack automatically sends an email with a secure link. Your customer clicks the link, fills out the form, and presses Continue to send the information back.
• Monitor Progress: In JTrack, you can see all active runs, check which step each order is on, and even edit the table to view or add extra information.

Building an Internal-Only Flowchart

If your flowchart is only for internal use, select Internal when creating your flowchart.

• The Customer Info Step won’t appear, since you won’t need to send anything to external users.
• Assign steps to specific team members as needed.
• If someone tries to access a step they don’t have permission for, they’ll see the message: “You do not have permissions to perform the next step.”

Why Use JTrack Permissions?

Whether you’re working with customers, suppliers, or internal teams, JTrack makes it easy to stay organised and in control:

• ✅ Collect data from the right person at the right time.
• ✅ Automatically notify customers when it’s their turn to take action.
• ✅ Assign steps to specific team members to streamline internal handovers.
• ✅ See the full progress of each order or task at a glance.