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Users & Roles

Manage users within your organization and configure roles and permissions using tenant-scoped RBAC (Role-Based Access Control).

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Understanding Tenant-Scoped RBAC

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Role Scopes

Roles are scoped to different levels:

• SYSTEM: Platform-level roles (SuperAdmin only - not in this documentation)
• TENANT: Organization-level roles (this documentation)
• LOCATION: Location-specific roles (this documentation)

Customization Tier: SYSTEM_FIXED (cannot be changed)

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Role Hierarchy

Roles follow a hierarchy:

1. TENANT_PEOPLE: Baseline role (all authenticated users)
2. TENANT_USER: Standard user role
3. TENANT_MANAGER: Operations manager role
4. TENANT_ADMIN: Full tenant administration

Customization Tier: TEMPLATED_OVERRIDE (pack provides role templates, you can create custom roles)

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Location-Scoped Roles

Roles can be assigned at:

• Organization Level: Applies to all locations
• Location Level: Applies only to specific location

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Managing Users

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Adding Users

1. Navigate to Admin → Users & Roles
2. Click Add User
3. Enter:
   • Email: User email address
   • Name: User name
   • Role: Assign default role
   • Locations: Assign to locations (optional)
4. Click Send Invitation

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User Roles

Users can have multiple roles:

• Default Role: Organization-wide default role
• Location Roles: Location-specific roles
• Additional Roles: Additional role assignments

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Managing User Access

1. Find user in user list
2. Click Edit on user
3. Update:
   • Roles: Add/remove roles
   • Locations: Assign to locations
   • Status: Activate/deactivate user
4. Save changes

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Roles and Permissions

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Role Templates

Industry packs provide role templates: Healthcare Pack:

• WARD_USER
• OR_USER
• PHARMACY_MANAGER
• CENTRAL_STORE_MANAGER
• QUALITY_USER

Retail Pack:

• STORE_ASSOCIATE
• STORE_MANAGER
• DC_MANAGER
• ANALYST

Manufacturing Pack:

• QC_USER
• COMPONENT_STORE_USER
• PRODUCTION_MANAGER
• RMA_MANAGER

Customization Tier: TEMPLATED_OVERRIDE (pack provides templates, you can create custom roles)

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Creating Custom Roles

1. Navigate to Admin → Users & Roles → Roles
2. Click Create Role
3. Configure:
   • Name: Role name
   • Description: Role description
   • Scope: TENANT or LOCATION
   • Permissions: Assign permissions
4. Save role

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Permission Categories

Permissions are organized by category:

• Inventory: View, adjust, cycle count permissions
• Shipments: Create, receive, track shipments
• Forecasting: Create scenarios, apply events
• Planning: View and execute recommendations
• Admin: Organization administration
• Finance: Financial data access
• Trust: Trust and traceability features

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Assigning Permissions

1. Open role configuration
2. Navigate to Permissions tab
3. Select permissions to assign:
   • Category: Select permission category
   • Permissions: Check permissions to assign
4. Save permissions

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People Directory

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Managing People

The People directory manages:

• People Records: Person information
• User Links: Links people to user accounts
• Contact Information: Phone, email, address

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People vs Users

• People: Person records (can exist without user account)
• Users: User accounts (must link to person)

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Role Assignment Patterns

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Organization-Wide Roles

Assign roles at organization level:

• Applies to all locations
• User has same permissions everywhere
• Simplest pattern

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Location-Specific Roles

Assign roles at location level:

• Applies only to specific location
• User has different permissions per location
• More granular control

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Mixed Roles

Combine organization and location roles:

• Default org-wide role
• Additional location-specific roles
• System uses highest permission level

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What Success Looks Like

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User Management Success

• ✅ All users have appropriate roles
• ✅ Users can access needed features
• ✅ Location-scoped roles properly assigned
• ✅ User access changes take effect immediately
• ✅ User management process documented

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Role Configuration Success

• ✅ Roles align with business needs
• ✅ Permissions properly assigned
• ✅ Role hierarchy clear
• ✅ Custom roles documented
• ✅ Role templates used when appropriate

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Common Pitfalls

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1. Not Understanding Role Scopes

Problem: Assigning SYSTEM roles or not understanding TENANT vs LOCATION scopes. Solution: Understand role scopes:

• SYSTEM roles are SuperAdmin only (not available to tenants)
• TENANT roles apply organization-wide
• LOCATION roles apply to specific locations

How to avoid: Review role scope documentation before assigning roles.

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2. Over-Permissioning Users

Problem: Giving users more permissions than needed. Solution: Follow principle of least privilege:

• Assign minimum permissions needed
• Use role hierarchy appropriately
• Review permissions regularly

How to avoid: Make permission review part of user onboarding.

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3. Not Using Location Roles

Problem: Using only organization-wide roles when location roles would be better. Solution: Use location roles when:

• Users need different permissions per location
• Location-specific access control needed
• Granular permission control required

How to avoid: Consider location roles during role design.

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4. Not Documenting Custom Roles

Problem: Creating custom roles without documenting purpose and permissions. Solution: Document all custom roles:

• Purpose of role
• Permissions assigned
• When to use role
• Who should have role

How to avoid: Make documentation part of role creation workflow.

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Troubleshooting

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User Can’t Access Features

Symptoms: User has role but can’t access expected features. Possible causes:

1. Role doesn’t have required permissions
2. Location role not assigned for specific location
3. Permissions not properly configured
4. Role assignment not active

Steps to resolve:

1. Check user’s role assignments
2. Verify role has required permissions
3. Check location-specific role assignments
4. Verify role assignment is active
5. Review effective permissions

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Role Changes Not Taking Effect

Symptoms: Role or permission changes not reflected for user. Possible causes:

1. Changes not saved
2. User session not refreshed
3. Cache issue
4. Database sync issue

Steps to resolve:

1. Verify changes were saved
2. Have user log out and back in
3. Clear browser cache
4. Check database for role assignments
5. Contact support if issue persists

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Can’t Create Custom Role

Symptoms: Unable to create custom role or assign permissions. Possible causes:

1. Insufficient permissions
2. Role creation not enabled
3. System constraint
4. Validation error

Steps to resolve:

1. Check user has tenant admin permissions
2. Verify role creation is enabled
3. Review validation errors
4. Check system constraints
5. Contact support if needed

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Related Pages

• Admin Overview
• Customization Model
• Organization Settings

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Permissions & Roles