User Management Module

Employee accounts and role-based access control

Module Purpose: Manage system users with appropriate access levels based on organizational roles
Primary Users: HR, IT Administrators, Managers
Last Updated: June 4, 2026

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Overview

The User Management module handles employee accounts, role assignments, and access control throughout Gabnet 365.

Key Capabilities

• User Account Creation: Employee onboarding
• Role Assignment: Admin, Manager, Supervisor, User
• Department Tracking: Organizational structure
• Supervisor Hierarchy: Reporting relationships
• Location Assignment: Multi-location user management
• Access Control: Backend resource:action permissions per user
• Permission selector: Customize permissions on create/edit (beyond role defaults)
• Activity Tracking: User actions and login history

UI routes

Permissions

Hierarchy: Admins manage all roles; Managers manage Supervisors and Users; Supervisors manage Users only.

Custom roles are configured under Settings → Roles.

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Business Value

Security

Access Control:

• Role-based permissions ensure data security
• Users access only what they need
• Audit trail for accountability
• Compliance with data protection regulations

Risk Management:

• Prevent unauthorized access
• Detect suspicious activity
• Quick response to security incidents
• Separation of duties for sensitive operations

Operational Benefits

Efficiency:

• Quick user onboarding
• Centralized user management
• Self-service profile updates
• Streamlined access provisioning

Accountability:

• Clear responsibility assignment
• Activity tracking for all actions
• Performance monitoring capability
• Compliance reporting

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User Information

Core User Data

Personal Information:

• First name and last name
• Email address (unique, used for login)
• Phone number
• Date of hire

Organizational Data:

• Role (Admin, Manager, Supervisor, User)
• Department (Operations, IT, HR, Finance, Sales, etc.)
• Supervisor (reporting relationship)
• Location assignment

System Data:

• User ID (auto-generated)
• Account status (active/inactive)
• Created date
• Last login
• Verified status

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Role-Based Access

Role Hierarchy

Level 4: Admin

• Full system access
• Manage all users
• System configuration
• All locations visible

Level 3: Manager

• All operational modules
• Manage Supervisors and Users
• Financial reports
• Department oversight

Level 2: Supervisor

• Core operational modules
• Manage Users only
• Team oversight
• Assigned location access

Level 1: User

• Basic operational access
• Own profile management
• Assigned tasks
• Limited reporting

Permission Assignment

Automatic:

• Permissions assigned based on role
• No manual permission configuration needed
• Consistent access across same-role users
• Changes to role immediately update permissions

Hierarchical:

• Higher roles can manage lower roles
• Cannot manage users at same or higher level
• Admins have full management capability

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User Management Operations

Creating Users

Process:

1. Navigate to Users module
2. Click "Add User"
3. Enter personal information
4. Select role
5. Choose department
6. Assign supervisor
7. Select location
8. Submit

System Actions:

• Generate user ID
• Create login credentials
• Apply role permissions
• Send welcome email
• Log creation event

Approval:

• Managers can create Supervisors and Users
• Admins can create any role
• Automatic approval workflow

Editing Users

Common Updates:

• Department changes
• Supervisor reassignments
• Location transfers
• Role promotions
• Contact information updates

Approval Requirements:

• Basic info: Manager can update
• Role changes: Admin approval for sensitive roles
• Location changes: Manager approval

Deactivating Users

When:

• Employee leaves company
• Extended leave
• Account suspension

Process:

1. Locate user account
2. Change status to inactive
3. Access immediately revoked
4. Transfer ownership of records if needed
5. Archive per retention policy

Data Handling:

• User data retained for audit purposes
• Historical actions remain linked to user
• Records can be transferred to replacement

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Department Management

Standard Departments

• Operations: Day-to-day business operations
• IT: Technology and system management
• HR: Human resources and employee management
• Finance: Accounting and financial management
• Sales: Revenue generation and customer relations
• Service: Service delivery and support
• Warehouse: Inventory and logistics
• Management: Executive leadership

Department Benefits

Organization:

• Clear structure
• Reporting hierarchy
• Resource allocation
• Performance tracking

Access Control:

• Department-specific permissions (if configured)
• Team-based visibility
• Collaboration facilitation

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Supervisor Relationships

Reporting Hierarchy

Purpose:

• Organizational structure
• Escalation paths
• Performance management
• Approval workflows

Assignment:

• Every user (except Admins) has supervisor
• Supervisors link to Managers
• Managers link to executives/Admins
• Clear chain of command

Management Capabilities

Supervisors Can:

• View team member information
• Monitor team activity
• Approve certain actions
• Report on team performance

Managers Can:

• All supervisor capabilities
• Plus create/edit users
• Plus departmental oversight
• Plus strategic decisions

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Success Metrics

User Adoption:

• % of employees using system daily
• Feature utilization rates
• Login frequency

Security Compliance:

• Access reviews completed on schedule
• Inactive accounts deactivated promptly
• Role assignments appropriate
• No security incidents

Onboarding Efficiency:

• Time to create new user account
• Time to first productive use
• Training completion rate

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Best Practices

✅ Do:

• Create accounts promptly for new hires
• Assign appropriate roles
• Review user access quarterly
• Deactivate accounts for departing employees immediately
• Maintain accurate organizational hierarchy
• Train users on system capabilities

❌ Don't:

• Share login credentials
• Grant excessive permissions "just in case"
• Leave inactive accounts enabled
• Assign Admin role unnecessarily
• Skip access reviews
• Ignore suspicious activity

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