What this covers: Trakref limits which locations users can see and work with. This article explains how that access is decided, why a location or a teammate might suddenly disappear from a list, and how an account admin reviews and adjusts it.
Before you start: You need admin access to the account whose users and service providers you are managing. Location access is always managed within a specific account.
How location access works
Trakref controls location visibility in two layers:
- Service Provider (account-level) access. Set when the service provider is linked to your account. This is the most any technician from that provider can ever see.
- User (technician-level) access. Set per user, in each account they work in. It can match the service provider or be narrower, but never broader.
The one rule that ties them together: A user can have the same access as their provider, or less, but never more. If a service provider loses access to a location, every user from that provider loses it too.
Access is per-account, not universal. A technician who works across several accounts can have different access in each one.
Account Details → My Service Providers. The Grant Type column shows each service provider’s location access: All Locations or Specific Locations.
Managing a User's Location Access
Open the user (Account Details → Manage Users → select the user → (Edit) select the pencil icon) and go to the Assigned Locations tab.
Choose the locations. Under Assigned Locations, Choose from a list should be selected. Enable the Region toggle if needed, and check or uncheck the locations the user should have. Then select SAVE.
Edit User → Assigned Locations. With “Choose from a list” selected, check the locations this user should see, then Save User.