Security and Access
itsTrack is built so your data stays safe and each person sees only what they need.
On-premise: your data, your server
itsTrack runs on your own infrastructure. Your client data, job history, photos, and warehouse records stay on your server — not in a public cloud.
This matters if you:
- Work with sensitive client information
- Must follow data protection rules
- Want full physical control over your records
Encrypted connection
Access to your server goes through a safe TLS tunnel. Data is encrypted in transit. Your operational data does not pass through public cloud storage.
You do not need to expose your server to the internet with a public IP or open firewall ports.
Role-based access
Each person in your company gets access only to what they need for their job.
| Role type | Typical access |
|---|---|
| Admin / Manager | Full view of clients, jobs, warehouse, reports |
| Field worker | Assigned jobs, client site info, forms, chat |
| Warehouse staff | Stock levels, material movements, equipment |
| Read-only / client portal | Limited view via Magic Links — no login needed |
This prevents accidental changes and keeps sensitive data protected.
Set up user roles carefully when you first configure the system. It is easier to start with limited access and expand later than to fix permissions after a mistake.
Client access without login
When you send a Magic Link to a client, they can approve work or view a specific document without a full account. The link is secure and time-limited.
→ See Magic Links for details.
What stays local vs. what connects online
| Stays on your server | Uses secure online connection |
|---|---|
| Client records | License validation |
| Job history and photos | Encrypted access tunnel |
| Warehouse data | Optional domain SSL setup |
| User accounts and permissions | System updates |
Your core business data always stays local.
Best practices
- Keep license files safe — Do not share
license.jsonorinstaller.jsonoutside your team. - Use strong passwords — Require strong passwords for all user accounts.
- Review access regularly — Remove accounts when staff leave.
- Use custom domain with HTTPS — Gives your team and clients a trusted, encrypted web address.
Need help with security setup? Contact support@itstrack.net.