NOTE: The following applies only for BioTrack enabled New York licensees after the BioTrack migration has been completed.
In New York, actions performed within your Point of Sale system (also referred to as Inventory Management System) must be reported to BioTrack indicating the specific user who performed the action. To ensure accuracy in these reports, every employee who will interact with Treez—performing actions that need to be communicated to BioTrack—must have an individual BioTrack account. These actions include, but are not limited to:
Sales
Refunds
Adjustments
Inventory Receiving
Invoice Payments
Since there is no direct BioTrack User Interface available for administrators to create these accounts, Treez has developed an easy to use BioTrack Users module. This module enables administrators to efficiently manage (view, create, edit, and deactivate) BioTrack user accounts for their employees. Once a users account is created, they can link their BioTrack user credentials to their Treez user account.
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NOTE: Once a BioTrack user has been created for your employees, the employee must link their Treez user account to their BioTrack user before their actions will be reported to BioTrack under their BioTrack users.
Prerequisites:
An active BioTrack New York integration.
Please note, BioTrack is not yet operational in New York. The official rollout timeline will be announced by BioTrack in conjunction with the New York Office of Cannabis Management soon.
Learn how connect your BioTrack account to Treez here.
'Manage BioTrack Users' permission within Role Management.
View BioTrack Users
Login to app.treez.io.
Click Organization Settings from the bottom of the left hand navigation menu.
Select 'Compliance Management' from the left hand Organization Settings menu.
The default tab in this view is the BioTrack Users tab.
Select the License you wish to view users for from the filter, if you have multiple license associated with your Treez Organization.
In New York, users are created under a UBI (Universal Business Identifier) in BioTrack, which is similar to the concept of an Organization in Treez and may have several difference licenses associated with it. You may see the same users when selecting different license in the filter if the license is associated with the same BioTrack UBI.
By default the user status filter is set to show only Active BioTrack Users but you may use the filter to see only Inactive or both Active and Inactive users as well. Its important to note that in BioTrack, users cannot be deleted, only deactivated. Deactivated user accounts cannot access the BioTrack API and may be reactivated at a later time, if desired.
Users that match the selected filters will be displayed in the grid below the filter with the following information:
Username - This is the email address associated with the BioTrack User's account.
User ID - This is the BioTrack assigned User ID for the user.
Admin - This column indicates if the user is marked as an Admin in BioTrack or not.
The red X indicates the user is NOT marked as an Admin in BioTrack.
The green check indicates the user IS marked as an Admin in BioTrack.
Status - This column indicates the users current status in BioTrack
Active users can access the BioTrack API to perform actions they have BioTrack permissions to perform.
Inactive (deactivated) users cannot access the BioTrack API. Inactive users may be reactivated by editing the user.
To view more information about a user, including what BioTrack permissions they have, click the 3 vertical dots to the left of the user and select 'View User' from the menu.
On the right side of the screen, the user details will be shown in a new panel including the user's permissions. The top portion of the of the View User panel will show the same information seen in the User Grid previously as well as a new section labeled 'Permissions'. In the permissions section, you will see groupings of the available BioTrack permissions (there are 159+ permissions in BioTrack). To see the permissions within a permission group, simply click the arrow to the left of a group to expand or collapse the group.
There are 3 ways the permission groups easily convey if a user has ALL permissions with a group, SOME permissions within a group or NO permissions in a group.ALL permissions assigned within a group is shown as a gray check ()
on the top level group name.
SOME permissions assigned within a group is shown as a gray dash ()
on the top level permissions group
NO permissions assigned within a group is shown an empty gray box ()
At the bottom of the View User panel, you will see a Deactivate Button and an Edit button.
Deactivate - This button can be used to deactivate a currently Active user. The button will be grayed out if the user is already deactivated.
Edit - This button can be used to edit the selected user.
Both Active and Inactive users can be edited.
To reactivate an inactive user, you can edit the user and set them to active.
To close the View User panel, click the X in the top right corner of the panel.
Create BioTrack Users
If you are onboarding to BioTrack for the first time or if you are currently on BioTrack and just need to create a BioTrack user account for an employee, you can do so quickly by following these steps:
Login to app.treez.io.
Click Organization Settings from the bottom of the left hand navigation menu.
Select 'Compliance Management' from the left hand Organization Settings menu.
The default tab in this view is the BioTrack Users tab.
Select the License you wish to create a users for from the filter, if you have multiple license associated with your Treez Organization.
In New York, users are created under a UBI (Universal Business Identifier) in BioTrack, which is similar to the concept of an Organization in Treez and may have several difference licenses associated with it.
Click the green "+ Add User" button in the top right of the screen to open the Add New User window.
Enter the Users information as follows:
Username - This is a unique email address associated to this user. It is important that this is a real email address so the user can change their password which is done via an email from BioTrack.
Password - This is the users initial password. Users can change their password at anytime by triggering a password reset request.
BioTrack requires passwords to meet the following criteria:
At least 1 uppercase letter
At least 1 number
At least 1 Special Character
A minimum of 8 characters
A maximum of 72 characters
Mark this user as an Admin of the licensee location - This toggle will mark the user as an Admin in BioTrack. Note that this does not give the user admin privileges' in Treez, only BioTrack. This can be updated later by editing the user.
Gray and toggle to the left indicates the user is NOT going to be marked as a BioTrack Admin.
Green and toggle to the right indicates the user IS going to be marked as a BioTrack Admin.
Permissions - Note that users created here will be automatically assigned all BioTrack permissions to prevent disruptions to the Treez <> BioTrack integration due to the user not having sufficient BioTrack permissions to report their actions taken in Treez to BioTrack. You may edit a users permissions by editing the user later, however, its important to note that BioTrack has 150+ permissions to manage for each user and a missing permissions can lead to failure to report actions to BioTrack compliantly, potentially resulting in compliance violations.
Once the Username and Password fields have been filled out, click the green "Create" button in the bottom right of the Add New User window.
The user should now be created and the User Grid will refresh to show you the most current list of users, including the user you just created.
Edit BioTrack Users
If a user's permissions, Active/Inactive status or admin status needs to be change, its easy to make edits to users in Treez. Follow these steps to edit a BioTrack user:
Login to app.treez.io.
Click Organization Settings from the bottom of the left hand navigation menu.
Select 'Compliance Management' from the left hand Organization Settings menu.
The default tab in this view is the BioTrack Users tab.
Select the License you wish to view users for from the filter, if you have multiple license associated with your Treez Organization.
In New York, users are created under a UBI (Universal Business Identifier) in BioTrack, which is similar to the concept of an Organization in Treez and may have several difference licenses associated with it. You may see the same users when selecting different license in the filter if the license is associated with the same BioTrack UBI.
By default the user status filter is set to show only Active BioTrack Users but you may use the filter to see only Inactive or both Active and Inactive users as well. Its important to note that in BioTrack, users cannot be deleted, only deactivated. Deactivated user accounts cannot access the BioTrack API and may be reactivated at a later time, if desired.
Locate the user you wish to edit and click the 3 vertical dots to the left of the user in the grid and select the 'Edit User' option from the menu.
Optionally, you can also get to the Edit User screen by clicking 'View User' in the menu and then selecting the Edit button in the bottom right of the View User window.
On the Edit User screen a users Active/Inactive status, admin status and permissions can be changed. To update the Active/Inactive status or the Admin status of a user, simply use the toggle to the left of the respective status. To update a users permissions, expand the permissions groups to check or uncheck specific permissions or check or uncheck the top level permission group to assign or unassigned all permissions within that group.
Its important to understand that removing permissions form a user may cause some actions taken by that user in Treez to fail to report to BioTrack due to the user not having permissions in BioTrack to perform that action. Be very mindful about changing BioTrack permissions.
Once the desired changes have been made, click the Finish button to save the changes and send them to BioTrack.
If you do not wish to save your changes, you can click the '< Close' link in the top left corner of the page or click the 'Cancel' button in the bottom left of the page to be taken back to the BioTrack Users grid view.
Deactivate BioTrack Users
Deactivating users in BioTrack will prevent their BioTrack credentials from accessing the BioTrack API. Its important to deactivate BioTrack users when the user has left your organization but should be done with caution if the user is still associated with your organization and will be using Treez to perform actions that would be sent to BioTrack as a deactivated user's actions in Treez will fail to report to BioTrack. To deactivate a BioTrack user, follow these steps:
Login to app.treez.io.
Click Organization Settings from the bottom of the left hand navigation menu.
Select 'Compliance Management' from the left hand Organization Settings menu.
The default tab in this view is the BioTrack Users tab.
Select the License you wish to view users for from the filter, if you have multiple license associated with your Treez Organization.
In New York, users are created under a UBI (Universal Business Identifier) in BioTrack, which is similar to the concept of an Organization in Treez and may have several difference licenses associated with it. You may see the same users when selecting different license in the filter if the license is associated with the same BioTrack UBI.
By default the user status filter is set to show only Active BioTrack Users but you may use the filter to see only Inactive or both Active and Inactive users as well. Its important to note that in BioTrack, users cannot be deleted, only deactivated. Deactivated user accounts cannot access the BioTrack API and may be reactivated at a later time, if desired.
Locate the user you wish to deactivate and click the 3 vertical dots to the left of the user in the grid and select the 'Deactivate' option from the menu.
In the confirmation window that appears, click 'Yes, deactivate' to confirm you wish to deactivate the user or click 'Cancel' to cancel the deactivation.
If you deactivate a user by mistake, you can easily reactivate the user by editing the user and using the toggle to change their status to active. See the Edit BioTrack Users section above.
Linking BioTrack Users to Treez Users
Once a Treez user has a BioTrack user account, they will need to link their accounts together so that actions taken by the user in Treez are compliantly reported to BioTrack as their BioTrack user. If a user does not link their BioTrack account to their Treez account, their actions will be reported to BioTrack as the default BioTrack user who setup the BioTrack integration. To link a BioTrack user account to a Treez user account, follow these steps:
NOTE: Each user must link their own BioTrack account to their Treez account, this can not be done by an admin as only the logged in user can add a BioTrack user account to their Treez user account.
Once a user has a BioTrack account created for them them, the user will need to login to app.treez.io.
Click the Avatar icon in the top right corner of the screen and select 'Manage Account' from the menu options.
On the Manage Account screen, select the 'Traceability Credentials' option from the left side menu.
On the Traceability Credentials menu, click the green 'Go to Credentials Settings' button to edit your traceability credentials.
If you have previously setup traceability credentials, they will be listed on this page. If you would like to setup a new traceability credential, click the '+ Add Credential' link.
A form will appear with the option to select the Traceability Provider (also known as State Tracking System or Track & Trace Provider) you will be entering credentials for. Select the BioTrack option.
Three new input fields will appear to enter the following information:
Select the license of your credential - This is to select the cannabis license associated with the credential you are linking. Select your BioTrack license from this list.
Username - This is the email address associated with your BioTrack user account.
Passwords - This is the password associated with your BioTrack user account
Treez needs the password for this account so it can be used to login to BioTrack as the user to report user actions.
Your Traceability Credentials are encrypted when saved.
Once you have entered your BioTrack credentials, click the Sync User button in the bottom left of the New Credential window. The Sync User button will perform 2 actions, validate the credentials are valid and save the credentials securely for use when reporting user based actions to BioTrack.
If the credentials are invalid, meaning that Treez was unable to access the BioTrack API for the selected license with the credentials provided, you will receive an Invalid credentials error message at the bottom of the screen. The credentials will NOT be saved in Treez. Check the username and password are entered correctly and click the Sync User button again.
If you cannot remember you password, ensure the license is selected and the username is filled out in the form and click the "click here link below the username and password fields to trigger a password reset email from BioTrack
Its important the note that you must select a license AND enter a username for the forgot password email to work. If the license selected or the username is not associated with the license, BioTrack will NOT send you a password reset email.
The password reset emails come directly from BioTrack and are not sent or managed by Treez, our ability to troubleshoot delivery issues is limited. If the email is not received, check with your BioTrack admin to confirm the email address of your BioTrack user account associated with the selected license.
If the credentials are valid, Treez will save your traceability credentials for this license to be used for any user based action reporting to BioTrack. You will know the credential has been saved as the red 'Not Saved' text will change to green 'Saved' text.