Roles and Permissions Guide

Overview

The Roles and Permissions system allows administrators to manage user access and capabilities within the platform. This guide explains how to effectively manage user roles, assign permissions, and maintain security across your organization.

Key Features

• Visual user management interface
• Role-based access control
• Multi-role support per user
• Email management
• User deletion with data cleanup

Getting Started

Accessing Role Management

1. Navigate to Settings in your dashboard
2. Select "Roles & Permissions" from the navigation menu
3. Choose between "Manage Users" and "Manage Roles" tabs

Interface Overview

• Users List: View and manage all users
• Role Assignment: Assign multiple roles to users
• User Actions: Email updates and user removal
• Search: Filter users by name

Managing Users

Viewing Users

• All users are displayed in a table format
• See user's name, email, and current roles
• Use the search bar to filter by name
• Sort columns by clicking headers

Assigning Roles

1. Locate the user in the table
2. Click the roles dropdown in their row
3. Select or deselect roles as needed
4. Changes are saved automatically
5. Success/error messages confirm actions

Updating User Email

1. Click the actions menu (three dots) for the user
2. Select "Change Email"
3. Enter the new email address
4. Click "Save Changes"
5. System will confirm the update

Removing Users

1. Click the actions menu for the user
2. Select "Delete User"
3. Confirm the deletion
4. System will remove user and associated data
5. Confirmation message appears

Important: User deletion will:

• Remove user from all roles
• Delete associated clinician information
• Remove from teams and channels
• Clear user-specific data
• Maintain audit logs

Role Types

Available Roles

• Health Admin: Full system access
• Health Clinician: Clinical features access
• Health Member: Basic platform access

Role Combinations

• Users can have multiple roles
• Roles combine to grant broader access
• Some roles may have dependencies

Best Practices

Security Guidelines

1. Regularly review user roles
2. Remove unnecessary access
3. Update email addresses promptly
4. Document role changes
5. Verify deletions carefully

Role Assignment Tips

• Start with minimum required access
• Consider role dependencies
• Review role combinations
• Document special cases
• Monitor role changes

Troubleshooting

Common Issues

1. Role Changes Not Saving

   • Refresh the page
   • Check network connection
   • Verify permissions

2. Email Update Failures

   • Ensure valid email format
   • Check for duplicates
   • Verify system access

3. Deletion Problems

   • Check user dependencies
   • Verify admin rights
   • Review error messages

Getting Help

• Contact system administrator
• Check error messages
• Document steps taken
• Note any error codes
• Prepare user details

Updates and Maintenance

Regular Tasks

1. Review user access monthly
2. Update role assignments
3. Clean up inactive users
4. Document changes
5. Verify system health

Best Practices

• Keep documentation current
• Train new administrators
• Monitor system logs
• Review security regularly
• Update procedures