Who can do what

If a colleague can see something you cannot, one of three separate things is usually the reason. They are independent, and knowing which one is in play saves a great deal of guessing.

The three controls

1. Your clearance level

Set by whoever manages your team, on your member record: Level 1 to Level 6, or Admin. Levels are cumulative — Level 3 can do everything Levels 1 and 2 can.

Clearance governs what kind of action you may take. Roughly:

Level	Typically allows
Level 1	Looking at things. Serving customers at a retail till, and asking for a refund there.
Level 2	Booking stock in.
Level 3	Recording counts, writing stock off, moving stock, changing prices, importing the retail catalogue, laying out quick keys, defining balances. Holding a supervisor PIN and approving refunds — as a team member of this app; the account holder can too, once they set a PIN — and releasing a refund stuck part-way.
Level 4	Adding items to a group.
Level 6	Authoring form templates. In retail: currencies and exchange rates, tax codes, the limit for refunds without a receipt, seeing and issuing checkout lanes, the money reports (stock value, margin, shrink, price audit, tax summary) and Voids & refunds.

The exact level a given action needs is stated on the page that covers it — see the module guides and Building a template.

2. Your tracker group whitelist

Clearance says what you may do. The whitelist says what you may do it to.

You see the items in the tracker groups you have been whitelisted on, and no others. This cascades: every screen in the app that reads data honours it, the optional modules included. A vehicle you cannot see on the fleet screen is almost always a group you are not on.

Clearance does not override the whitelist

A senior member who has not been added to a group does not see its items, and that is how access works, not a fault. Asking for a higher clearance level will not fix it — ask the group owner or the account holder to add you to the group.

3. Whether you are the account holder

The account holder is the person the account belongs to. They can reach everything, including the parts of the account nobody else can: billing, modules, and the members list itself.

This is a single identity, not a clearance level, and it is not the same thing as Admin clearance.

At a shared station, the two controls come from different places

Where a login is a shared station — a workshop, a gatehouse — the person who checked in brings their own clearance, up to the shared login's own level, while the whitelist stays the station's.

An operator sees exactly the data their station sees. Clearance governs what you may do; the station's whitelist governs what you may reach.

If you need wider access than the station has, use your own login.

The exception: attendance

Nearly every part of Trackapt works on items, and access follows tracker group membership. The time and attendance module works on people, so it carries its own rule:

You can see your own attendance, and the attendance of people you are named as a supervisor for.

That is the whole rule. It does not come from group membership and it does not come from clearance — a senior manager who is not named as somebody's supervisor does not see their hours. If a foreman cannot see their crew, they have not been named as a supervisor on those worker records.

The second exception: micro-finance

The micro-finance module works on borrowers — businesses, not items — so it has its own rule too, by clearance and by which loans you collect:

• Any member sees their own collection round and the loans assigned to them.
• Loan officers (level 3) see every borrower and every loan, and propose restructures.
• Approvers (level 5) approve, decline and pay out loans, approve restructures, waive late charges and read the ledger.
• Level 6 and the account holder write loans off and change the settings.

If a collector cannot see a borrower they should be visiting, the loan has not been assigned to them — a loan officer changes the collector on the loan.

Departments are not an access control

A department is a way of grouping tracker groups so a team sees its own work first. It is a display lens.

It is not a permission. Putting a group in a department does not give that department's members access to it, and taking it out does not remove access. Access is the whitelist, and only the whitelist. See Departments.

What you can and cannot see, at a glance

Symptom	Cause
A whole sidebar section is missing	The module is not switched on for the account.
A menu entry is there but the screen is read-only	Your clearance level.
Some items are missing from a screen everyone else sees fully	Your tracker group whitelist.
Your totals are lower than a colleague's on the same report	Same — you are totalling a different slice. Not a fault.
A cross-group computed figure shows no value	It spans a group you are not on. It is withheld rather than computed from the half you can see.
You cannot repoint a form's section at another group	Changing a link needs access to the group you are linking. Being named on the form is not enough.
You cannot see a worker's hours	You are not named as their supervisor.
You cannot reach billing or modules	You are not the account holder.