Users, Permissions & Assignments (Admin)

Creating Users

To add a new staff member to the portal:

1. Go to Settings → Users → Add User.
2. Enter their name, email address, and username.
3. Select their role (see Permission Presets below).
4. Click Create — they'll receive an invitation email with a link to set their password.

[Screenshot: create user form]

Managing User Permissions

The portal has two main areas for managing users and permissions:

1. Manage Users (Settings → Users) — create, edit, and view user accounts.
2. Permissions (Settings → Permissions or Admin → Permissions) — view and edit user permissions.

The Permissions page has two tabs:

• Users — see a table of all users with their current permission presets and individual permissions. Edit permissions directly from this view.
• Presets — manage the built-in and custom permission presets (Team Lead, Finance, HR, etc.).

[Screenshot: permissions page with Users and Presets tabs]

Quick Access from Manage Users

When viewing the Manage Users list, you can click View Permissions from any user's action menu. This takes you directly to the Permissions page pre-filtered to that user — no need to search or scroll through the entire list.

This shortcut is useful when you're reviewing a user's account and need to quickly check or update their permissions.

[Screenshot: Manage Users with "View Permissions" option in user menu]

Permission System

The portal uses a granular permission system with 16 permissions across 5 categories. Each permission controls access to specific pages and features.

Permission Categories

Category	What It Controls
Operations	Tasks, documents, tickets, client records.
Admin	User management, client onboarding, assignments.
Finance	Billing, invoices, payments, service catalog.
Audit	Activity feed, SLA reports, export tools.
System	Portal settings, pipeline management, feedback triage.

Individual Permissions

Some examples of individual permissions:

• view_tasks — Can see the task list.
• manage_tasks — Can create, edit, and delete tasks.
• view_billing — Can see invoices and payment records.
• manage_users — Can create and edit user accounts.
• export_reports — Can download CSV or PDF reports.

A user's access is determined by which permissions are enabled for their account.

Permission Presets

The portal includes five built-in permission presets for quick setup:

Preset	What They Can Do
Team Lead	View and manage tasks, documents, and tickets for assigned clients. Cannot access billing or system settings.
Finance	Full access to billing, invoices, service management, and AR reports. Limited access to compliance tasks.
HR	Full access to leave management and staff records. Cannot access client billing or task management.
Full Manager	All permissions across the portal including user management, billing, system settings, and pipelines.
Read-Only	View-only access to tasks, documents, and reports. Cannot edit or delete anything.

Changing User Permissions

To change a user's permissions:

1. Go to Settings → Users → Permissions (or Admin → Permissions if you have the updated sidebar).
2. Find the user in the list.
3. Click Edit Permissions.
4. Either apply a preset (quick setup) or toggle individual permissions (advanced).
5. Click Save.

[Screenshot: permissions editor with presets and individual toggles]

Custom Permission Sets

If the presets don't fit your needs, you can toggle individual permissions to create a custom permission set. For example, give a user access to tasks and documents but not billing or user management.

TIP

Review permissions regularly. When staff roles change, update their permissions to match their new responsibilities.

Staff-Client Assignments

Assigning a staff member to a client gives them access to that client's tasks, documents, and tickets.

1. Go to Settings → Assignments.
2. Find the staff member and click Manage Assignments.
3. Select the clients to assign them to and click Save.

Alternatively, assign from the client's detail page under Assigned Staff.

Bulk Assignment Workflow

When onboarding multiple clients at once, use the Bulk Assignment tool:

1. Go to Settings → Assignments → Bulk Assign.
2. Select one or more staff members.
3. Select one or more clients.
4. Click Assign — all selected combinations are saved in one action.

TIP

Review assignments regularly. When a staff member goes on leave or changes roles, update their assignments so client tickets still get routed correctly.