Increase accountability and traceability on critical tasks while retaining the flexibility of Trail on shared devices with PIN codes.
Users can sign off on tasks as individuals, without needing to log out and back in on a shared device.
This is a Standard Plan feature. Upgrade your plan from your Billing page.
Managing & assigning PIN codes
To manage PINs for your team you'll need to access the Users & Permissions page via the right-hand menu.
On the Users tab you'll see a PIN code column. To manage a users PIN code, follow their Set PIN Code link or click on their username under the Account column to open the Edit User page.
If the user you're assigning a PIN to doesn't exist, you'll need to create them before you can assign a PIN to them. You can read more about managing users here.
Once on the Edit User page, you can assign a PIN code by toggling the Set PIN Code setting on.
When this setting is on, you'll see an option to Generate PIN.
Generating a PIN will display the 6-digit number on the screen. To keep PINs secure, this is the only time you or the person you're assigning the PIN to will be able to see this number so be sure to pass the PIN on to them at this point.
Once you hit Confirm, you will not be able to view the PIN number again. Be sure to hit save on the Edit user page before you finish.
Don't worry, if the PIN is forgotten or lost, you can assign a new PIN by selecting Regenerate PIN at any time.
Requiring a PIN to complete a task
By default, tasks will not require a PIN in order for teams to complete them. To require a PIN, simply go to the Content tab in the task and toggle the PIN sign-off setting on.
Once you publish this change, teams will not be able to complete the task without a PIN code.
If a task requires a PIN code to complete, this is shown at the bottom of the task.
When a team member attempts to complete the task, the PIN code input will appear on the screen. Note that PIN codes will only work if the user has permission to complete the task and has access to the location the task is being completed at.
Tasks completed with a PIN code will show the name of the PIN holder along with the timestamp and a padlock to indicate that a PIN was used.
Reporting on tasks with PIN sign-off
You'll see padlocks on any tasks completed with a PIN code when you're using Task Reports.
If tasks have been completed with a PIN, the padlock will also appear when you export tasks as a PDF.
There's also a requires_pin column in the Task Reports CSV. If a task requires a PIN, this will display as TRUE.
Learn more about managing task settings here