1. Users

Security and Privacy are important to us here at MJ Freeway, and your GramTracker system is no exception. As such, in order to get started with GramTracker, you’ll need to understand some important aspects of how you can configure and control security and access to your system.
This section is broken into two parts:

A. How to Log In
B. User Setup and Security

A. How to Log In

When you first sign up for GramTracker or GrowTracker, our support team will send you an email containing some important information:

Your Site URL: This will be your custom web address, unique to your organization. When typing this web address, please note that capitalization matters.

A Username: This is an administrator username that will be used for first logging into the system, and as a backup admin account.

A Password: This will be a password for the administrator account.

A good way of looking at the GramTracker site would be similar to your banking website, or Each and every user to your system should have their own unique username and password, which clearly identifies who they are to the administrator of the system.

First, we’ll log in using the username and password that has been provided to you.
Click the URL in the e-mail, and you’ll be taken to your GramTracker or GrowTracker website:

Next, type, or copy and paste, the username from the email into the Username field on the website. For Usernames, capitalization does not matter:

Then, type, or copy and paste, the password from the email into the Password field on the website. For Passwords, capitalization does matter:

Finally, click the “Log In” button at the bottom of the form.

After the system validates your username and password, you’ll be logged into GramTracker or GrowTracker!
Note: Firefox will ask if you want to “Remember this password.” While saving time, this is not recommended by MJ Freeway, as this can compromise the security of your system.

Clicking the arrow next to “Remember Password” will allow you other options. MJ Freeway strongly recommends that you select “Never Remember Password for This Site.”


If you weren’t able to log in, double check the spelling of your username, as well as making sure you don’t have Capslock on on your keyboard.
If for some other reason you are not able to log in, please contact Support.

Depending on your level of service, you may find that, after logging in, you are presented with one of three screens.

For GramTracker or GrowTracker only sites, you will be taken to the Patient Management page:

For sites with Gram and GrowTracker, or sites with multiple locations, you will be taken to the Location Selection page. If you see this, for now, select the store, and click “Save Settings” at the bottom of the page:

Note: The first time any user logs in, they will be required to accept the User Agreement form. This is the same user agreement signed when you initially sign for the software. Simply click the checkbox at the bottom, then the “Submit” button


B. User Setup and Security
When you first log in, you may notice a welcome message with the same username you’ve used to log in in the top righthand corner. As you use the system, this is the username that is tied to any actions performed within the system.

Essentially; if you make sales, inventory adjustments, add, or make changes to patients, all of that will be recorded as having been done by that user. For this reason, it is vital that you create a Username for each of your employees that will be working in the system.

The admin username that support has sent you can potentially be shared by one or more people who own the business, and isn’t very clear that it is you, so the first thing we’ll start off with is creating a new Username and password unique to you.

In GramTracker, navigation happens through the buttons on the bar at the top of the page:

Hovering over these buttons will pop up a sub menu:

Some of these sub menus have sub menus of their own:

For user maintenance, the menu we need to access can be found by navigating to :
Admin > Manage Users

Clicking on a menu item will take you to the task for that item. In this case, our Manage Users page.

This is a fairly typical page within the GramTracker system.
At the bottom, you can see a list of the existing data in your system, in this case, the pre-created user we used to log in.
In the middle, you are provided with controls to filter through your existing data, and narrow down potentially large lists to see only the data in which you’re interested.
Finally, at the top, we can see a small link that allows us to add data to the system, in this case, a new user.

Clicking this link will prompt you to enter data about the new user you’re creating.
Let’s break this form up:

Username: This is the username that the user will need to log into the system. This is also the name that will be tied to any transactions or changes they make within the system. While this can technically be anything, since it is used for accountability for that person it is recommended that you use a naming convention that is consistent among all users, and is easy to tie to a person. This name will also need to be typed on a regular basis, so including spaces or hyphens, while allowed, is not recommended. Capitalization does not matter.

Common and recommended Username conventions are:

  • First name followed by last initial. Ex: NelsB
  • First initial followed by last name. Ex: NBenson
  • First, middle, and last initials. Ex: NJB

E-mail address: This is the email address that will receive a communication if a user needs to rest their password. For this reason, use an email address accessible only to the individual user.

Password: This is the password for this user. The system will rate your password, and tell you how secure that password is. Generally speaking, a “medium” password is acceptable, however, you should create the most secure passwords possible.

Click here for a random password generator.

Typically, if you are creating users for your employees, you will use a “dummy” password here, something like “test123”. Then, allow the user to log in, and change the password to something only they know.

Why don’t I want to know my user’s passwords? - Coming soon

Confirm Password:  To verify that your password does not contain any mistakes, you are required to re-type it into this field.


Roles in GramTracker and GrowTracker determine what permissions a user has within the system, and help you limit a person’s ability to make mistakes or prevent them from accessing secure data.

Roles are “packs” of permissions that allow a user to do a set amount of things within the system. For this article, we’ll cover the most basic uses for each role.

Click here for a more thorough breakdown of roles.

GramTracker Roles:

Front Desk: Can add patients, check patients in, make sales, see your list of vendors, and check inventory levels.

Budtender: Can add patients, check patients in, make sales, check inventory levels, and see the list of current in progress orders.

Store Manager:  Has all the permissions of Budtender, can also adjust inventory levels, product prices, make coupons, apply discounts, and adjust cash registers. Can view Closing and Inventory Reconciliation reports.

Store Administrator: This role has full permissions to GramTracker, all of the above, as well as system changing controls, such as the ability to change tax rates, or to create new users.

Note - Overlapping Roles: While tempting to click all of the roles buttons, this action can cause some conflicts. For example, there is an optional setting in the system that prevents Budtender users from being able to cancel completed orders (process a refund). If both the Budtender and Store Administrator roles are checked, the user will not be able to process refunds, despite also being a Store Administrator. There are some situations where a user being assigned multiple roles is appropriate however, see below for more details.

GramTracker Reporting Roles:
These roles give access to varying levels of reports within the GramTracker system.

Closer: This role grants a user access to the same Closing and Inventory Reconciliation reports that come with the Store Manager role. Typically, this role is given to a user who is also a Front Desk, or Budtender user, so that they can count cash and inventory, close the location, and report to the manager any inventory or cash adjustments that may need to be made.
Note: As of this writing, this role does not give a user the ability to adjust the cash drawer.

Bookkeeper: This role allows access to all of the reports in the system, with the exception of Colorado’s Compliance reports. This can be combined with other roles or used as a stand-alone role for accounting personnel.

Compliance Reports: This role grants access to Colorado State Compliance reports. If you need your Store Manager users to be able to run your 1010 patient reports monthly, you can grant them this additional role.

GrowTracker Roles:

Grower: This grants a user access to the GrowTracker system, giving them the ability to add and modify plants, create and apply ingredients, and harvest and track batches and packages.

Grow Admin:  This role grants a user the same abilities as a Grower user, as well as the ability to configure Schedules, Strains, Stages, and Locations.

Read Only Roles:
These roles allow a user to log into either GrowTracker or GramTracker, but without the ability to make any changes to data.

Bubble Help: This allows a user to control whether or not they see the small “?” icon next to some items in the system. Clicking this icon activates a popup window with help text.

Status: This is perhaps the most important item on the entire page. By default, if a user successfully types in their username and password, they will be logged into the system.
As a web based system this can be very helpful if you want to be able to log in and view or make changes to the system at home. However, if you were to terminate an employee, you would not want to allow them access to the system.
Inactivating a user will prevent that user from activating the system. It is therefore recommended that if you terminate an employee, one of the first steps you should take in the process would be to inactivate that user.
Note: Login Limits can prevent some types of user from logging in from unauthorized computers. Click here to learn about login limits.

Notify User of new account:  If checked, this selection will send an email to the previously specified address with the username and password, as well as a link to the system. Clicking the link in the email will require the user to change their password immediately upon login.

Login Limits: Login Limits can prevent users from logging in from unauthorized computers. Typically this is set up after an organization goes live, and gets a better picture of their workflow. Click here to learn about login limits.

Employee Details: This section is required for GramTracker to be able to fill out some Colorado State Compliance report forms, but is available for any State to use as a quick reference for details about their employees.

With these details filled in, you can click the “Save” button at the bottom of the form to save your changes to the database, and be returned to the Manage Users page. In your list of data at the bottom of the page, you should now have two users:

Our next step is to log out as our _admin user, and to log in as the new user we’ve just created.
In the top right corner of the browser, you will see an “X” next to the username:

Click this “X”, and you will be logged out.

Now, provide the username and password you created for your new user, and click “Log In.”

You will then be taken to the same page you were before, and you will be prompted to accept the User Agreement for this new user.

You will notice that the Username in the top right corner has changed to the user you’ve created, and now, transactions and changes will be easily recognizable as having been completed by you.

Prev: 1. Walkthrough
Next: 3. Admin Settings

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