User Access Fields

The following table provides descriptions for the fields shown on the User Access page.

For help assigning administrative permissions, see Assign Users Access to Modules. For details on each module bundle, see About Module Bundles and Licensing.



FieldDescription
Licensed user counts / Contracted users by module



Shows the total number of licensed users compared to the total contracted users by module. If you have more licensed users than contracted users, the number of licensed users shows in red. See About Module Bundles and Licensing for details on how user licenses are counted.

Important: If the licensed user count shows in red, you currently have more licensed users than contracted users and may be billed for an overage (you will also see a flag on the Admin > User Access menu). To prevent overage charges, ensure that the number of licensed users does not exceed the number of contracted users. Billing overages are based on the highest number of excess Licensed Users for a month.

Note: A warning displays if your license data is not showing. This indicates an issue with the link between your Customer ID and Trimble's records. If you receive this error for a live or test portal, enter a case in the Customer Support Portal, and include your Customer ID as shown on the Portal Settings page.
Filter TypeAllows you to filter the page by PR Groups or Employee Groups. Other dropdown fields in the header change based on the Filter Type that you select:
  • If you select PR Groups, the PRCo and PR Group dropdowns are available for selection.
  • If you select Employee Group, the Employee Group dropdown is available for selection.
Module BundleDisplays a list of available modules by bundle. Following is an overview of each bundle. For more details on these bundles and how user licenses are counted, see About Module Bundles and Licensing.
  • General: Use to assign System Admins, set up a user's Timecard/Time Off Manager, and configure other general options for users.
  • HR Management: Assign users access to Self-Service modules (such as Timecards, Earnings, and Personal Info), Time Off, and the Expense module. Optionally, assign default performance reviewers to employees on the Performance page.
  • Financial Controls: Assign users access to Financial Controls modules, such as AP Check Review, and to the Purchase Orders module.
    Note: The Purchase Order module can be used through a Field Management or a Financial Controls license.
  • Field Management: Assign users access to the Equipment module, Field Tools, Crew Timecard options, such as FM Mobile and FM Grid Time, and Purchase Orders.
    Licensed users of Field Management who have FM Grid Time enabled can use the HR Timecard and HR Grid Timecard without being counted as licensed users of HR Management.
    Note: Licensed users of Field Management who have FM Grid Time enabled can use the HR Timecard and HR Grid Timecard without being counted as licensed users of HR Management.
  • Field Service: Assign users access to Field Service, the HR Timecard (standard timecard), and the Service Manager Dashboard.
FilterAllows you to view and edit user access based on Employee Status (All / Active / Inactive) or filter by locked-out employees.
  • Inactive employees appear with an (I) next to their name. Inactive employees will only be able to access to their personal information and earnings, but you may turn off this access by deselecting all modules for those users.
  • Locked-out employees (users who have attempted too many failed password attempts) will have a red sign next to their name.

    Note: The number of failed password attempts allowed is based on the portal setting Failed Password Lockout - Number of failed password attempts before the user is locked out on next attempt available under Admin > Portal Settings > Security / Login > Log In Page
More button Allows you to perform the following actions for multiple users at a time:
  • Send Bulk Welcome Email: Use to send a welcome email to all users who have not logged in to the portal. Configure the welcome email in Admin > Portal Settings > Email Configuration > Email Options.
  • Send Bulk Mobile Invite: Use to send a bulk email invitation to all users who have been given access to FM Mobile but have not received an email invitation yet. For information on sending invitations to mobile users, see Sending Mobile App Invitations.
  • Download Paperless Audit: If you have enabled any paperless settings, you can download a report showing what each user opted in or out of for those settings. See Configure Paperless Consent for more information.
    Note: To view a list of generated reports for Download Paperless Audits or Export License Report, select the Bell icon on the navigation bar. Once selected, a list of report tiles display. To download your report, select the tile, or to remove a report tile, select x.
  • Set up Named Login Users: Use to assign System Admin rights to an employee who does not have a PR Employee profile in Vista. This user will not have access to any modules but will have access to the Core System Admin Pages (Approval Permissions, Admin Roles, User Access, Employee Groups, Login Auditing, Mail Log, Manage Lookups, Portal Settings). For more details, see Set up a Named Login User as a System Admin.
    Note: This setting is not available for Security Admins.
  • Export License Report: Use to download a report of user counts by module and bundle (HR Management, Financial Controls, Field Management, and Field Service). The report shows only users who currently have access and are being counted. For more details on these bundles and how user licenses are counted, see About Module Bundles and Licensing.
  • Bulk Unlink TID: Select this option to unlink Trimble ID from all user profiles for the Payroll Company selected.
    Note: If your company is still using Viewpoint ID, you will see VPID here.
Gear icon Allows you to perform the following actions for individual users:
  • Show Paperless Settings: If you have enabled any paperless settings, you can review the options that the user has consented to or opted out of. For information on setting up paperless options, see Configure Paperless Consent.
  • Set Initial Password / Change Password: Allows you to set initial an initial password for a user who has never logged in to the portal or change a password for a user who has already logged in to the portal.
    Note: Password changes affect the user's PR Employee login. If you are using Windows authentication, resetting this password does not impact the user's Windows password or login.
  • Unlock User: Displays for locked-out users only. Allows you to unlock an account for a user who has entered a bad password too many times.
  • Send Welcome Email: Allows you to send a welcome email to a user who has never logged in to the portal. (this option does not display for active users). Configure the welcome email in Admin > Portal Settings > Email Configuration > Email Options.
  • Unlink TID: Displays for users who have linked their Trimble profile to their portal login. Select this option to unlink that user's Trimble profile from their Vista Web portal account.
    Note: If your company is still using Viewpoint ID, you will see VPID here.
  • Download Employee Group Detail: Allows you to run a report of all employee groups that a user belongs to and the user's role in each group, including groups assigned to portal settings.
Note: To view a list of generated reports, select the Bell icon on the navigation bar. Once selected, a list of report tiles display. To download your report, select the tile, or to remove a report tile, select x.
Refresh UsersUse to refresh the list of users shown in the grid based on selected filters.