User Management

User Management Overview

Budgeting Pro features two distinct user management systems designed for different administrative levels:

Super Admin User Management

  • Scope: System-wide user oversight across all shops and companies
  • Access: Available through the Admin Dashboard (/admin)
  • Users: Shop owners and super administrators
  • Capabilities:
    • Manage both Admin and Company user types
    • User impersonation for support purposes
    • Cross-company user analytics and reporting
    • System-wide security and access control

For detailed information, see: Admin Dashboard - Super Admin User Management

Company User Management

  • Scope: Team management within individual companies
  • Access: Available through the Company Dashboard (/app)
  • Users: CompanyAdmin and BudgetAdmin roles
  • Capabilities:
    • Invite and manage company team members
    • Assign users to specific locations
    • Set role-based permissions and spending limits
    • Location-based access control

For detailed information, see: Company Dashboard - Company User Management

This Guide's Focus

This guide provides comprehensive information about general user management concepts, security, and best practices that apply to both systems. For specific dashboard features and workflows, refer to the respective dashboard guides linked above.

User Roles and Permissions

User Types

Before discussing roles, it's important to understand that Budgeting Pro has two fundamental user types:

Admin Users (UserType::Admin)

  • Shop owners and system administrators
  • Access to Admin Panel (/admin) only
  • System-wide oversight capabilities
  • Cannot access Company Panel (/app)
  • Manage multiple shops and companies

Company Users (UserType::Company)

  • Business users within companies
  • Access to Company Panel (/app) only
  • Restricted to assigned companies and locations
  • Cannot access Admin Panel (/admin)
  • Subject to role-based permissions

Available User Roles

The following roles apply to Company Users within the company panel:

CompanyAdmin

  • Full company management rights
  • Manage all company users and settings
  • Access to all locations and budgets
  • Can assign roles to other users
  • Full reporting and analytics access

BudgetAdmin

  • Budget management and oversight capabilities
  • Can manage budgets across locations
  • Can approve budget-related requests
  • Access to financial reports and analytics
  • Can manage users within budget scope

OrdererAdmin

  • Advanced order management and approval rights
  • Can approve orders within authority limits
  • Manage order workflows and processes
  • Access to order analytics and reports
  • Can guide and support other orderers

Orderer

  • Standard order creation and management
  • Can place orders within budget limits
  • Submit orders for approval when needed
  • Access to order history and status
  • Basic reporting access for own activities

Requester

  • Basic order requesting capabilities
  • Can create order requests for approval
  • Limited to viewing own order history
  • Basic access to budget status information
  • Cannot approve orders or manage budgets

Viewer

  • Read-only access to assigned locations
  • View orders and budget status
  • Access reports (no editing capabilities)
  • Monitor spending and approvals
  • No order creation or approval rights

Permission Matrix

Admin Users (System Level) Feature Super Admin (Admin User Type)
Access Admin Panel ✅
Access Company Panel ❌
Manage All Shops ✅
User Impersonation ✅
System Configuration ✅
Company Users (Company Level) Feature CompanyAdmin BudgetAdmin OrdererAdmin Orderer Requester
Create Locations ✅ ❌ ❌ ❌ ❌
Manage Budgets ✅ ✅ ❌ ❌ ❌
Invite Users ✅ ✅* ❌ ❌ ❌
Approve Orders ✅ ✅* ✅* ❌ ❌
Place Orders ✅ ✅ ✅ ✅ ✅**
View Reports ✅ ✅* ✅* ✅*** ✅***
Manage Users ✅ ✅* ❌ ❌ ❌

Limited scope based on role
Request only
Own data only

Inviting Users

Sending Invitations

  1. Navigate to Users → Invite User
  2. Enter the user's email address
  3. Select appropriate role and permissions
  4. Assign to relevant locations
  5. Set spending limits (if applicable)
  6. Click Send Invitation

Invitation Email Content

Users receive an email containing:

  • Welcome message and company information
  • Link to create their account
  • Temporary access instructions
  • Getting started guide
  • Support contact information

Bulk User Invitations

For multiple users:

  1. Use Bulk Invite feature
  2. Upload CSV file with user information
  3. Map columns to required fields
  4. Review and confirm invitations
  5. Monitor invitation status

Invitation Management

  • Track invitation status (sent, accepted, expired)
  • Resend invitations if needed
  • Cancel pending invitations
  • Set invitation expiration times

Managing User Accounts

User Profile Management

Personal Information:

  • Name and contact details
  • Job title and department
  • Profile picture
  • Notification preferences
  • Language and timezone settings

Account Settings:

  • Email address (username)
  • Password requirements
  • Two-factor authentication
  • Session timeout settings
  • API access tokens (if applicable)

Account Status Management

Active Users:

  • Full access according to their role
  • Can log in and use all assigned features
  • Receive notifications and updates

Suspended Users:

  • Temporarily restricted access
  • Cannot log in or perform actions
  • Existing orders remain visible
  • Can be reactivated by administrators

Deactivated Users:

  • Permanently disabled accounts
  • No system access
  • Historical data retained for auditing
  • Cannot be reactivated (new account required)

User Account Actions

  • Edit Profile: Update user information
  • Change Role: Modify user permissions
  • Reset Password: Force password reset
  • Suspend Account: Temporarily disable access
  • Deactivate Account: Permanently disable user
  • View Activity: Check user action history

Location Assignments

Assigning Users to Locations

Users can be assigned to one or multiple locations with different permission levels:

Single Location Assignment:

  • User has access to one specific location
  • Simplest permission structure
  • Clear budget and approval boundaries
  • Easy to manage and understand

Multiple Location Assignment:

  • User can access several locations
  • Different roles possible per location
  • Flexible for multi-department users
  • Requires careful permission management

Permission Levels per Location

For each location assignment, define:

  • Role Level: What the user can do
  • Budget Access: View/edit budget information
  • Approval Authority: Order approval limits
  • Reporting Access: Available reports and data
  • Administrative Rights: User management capabilities

Location-Specific Settings

Spending Limits:

  • Set per-location spending limits for users
  • Define approval thresholds
  • Configure emergency override permissions

Product Access:

  • Restrict access to certain product categories
  • Define allowed vendors or suppliers
  • Set quantity limits for specific items

Permission Management

Granular Permissions

Beyond basic roles, set specific permissions for:

Budget Operations:

  • View budget status
  • Edit budget allocations
  • Approve budget adjustments
  • Create budget reports

Order Management:

  • Create orders
  • Edit pending orders
  • Approve orders (within limits)
  • Cancel or modify approved orders

User Administration:

  • Invite new users
  • Edit user profiles
  • Manage user permissions
  • Deactivate accounts

Reporting and Analytics:

  • View standard reports
  • Create custom reports
  • Export data
  • Access analytics dashboard

Permission Inheritance

  • Permissions can be inherited from role assignments
  • Location-specific permissions override global settings
  • Administrative permissions cascade to lower levels
  • Emergency permissions for critical situations

Temporary Permissions

Grant temporary elevated permissions for:

  • Holiday coverage
  • Project-specific needs
  • Emergency situations
  • Training purposes

User Onboarding

New User Setup Process

  1. Invitation Sent: User receives invitation email
  2. Account Creation: User creates password and profile
  3. Guided Tour: Introduction to the system
  4. Permission Review: Understanding their access level
  5. First Actions: Completing initial tasks
  6. Support Access: Connecting with help resources

Onboarding Checklist

Ensure new users complete:

  • [ ] Profile setup with accurate information
  • [ ] Understanding of their role and permissions
  • [ ] Familiarity with location assignments
  • [ ] Knowledge of budget constraints
  • [ ] Training on order approval process
  • [ ] Contact information for support

Training Resources

Provide users with:

  • Video Tutorials: Step-by-step guidance
  • Documentation: Written guides and FAQs
  • Live Training: Scheduled training sessions
  • Practice Environment: Safe space to learn
  • Mentor Assignment: Experienced user support

Progress Tracking

Monitor new user progress:

  • Track completion of onboarding steps
  • Monitor early system usage
  • Identify users who need additional help
  • Measure time to productivity
  • Gather feedback on onboarding experience

Security and Access Control

Authentication Methods

Standard Authentication:

  • Email and password combination
  • Strong password requirements
  • Regular password updates
  • Password complexity rules

Two-Factor Authentication (2FA):

  • Additional security layer
  • SMS or app-based verification
  • Required for sensitive roles
  • Backup codes for recovery

Single Sign-On (SSO):

  • Integration with company identity systems
  • Simplified user experience
  • Enhanced security controls
  • Centralized user management

Access Control Measures

IP Restrictions:

  • Limit access to specific IP ranges
  • Restrict access to office locations
  • VPN requirements for remote access
  • Geo-location restrictions

Session Management:

  • Automatic session timeout
  • Concurrent session limits
  • Device registration requirements
  • Session activity monitoring

API Access:

  • Token-based authentication
  • Limited scope permissions
  • Usage monitoring and limits
  • Regular token rotation

Security Policies

Password Policies:

  • Minimum length requirements
  • Character complexity rules
  • Regular update schedules
  • Prevention of password reuse

Account Lockout:

  • Failed login attempt limits
  • Automatic account suspension
  • Administrator notification
  • Unlock procedures

User Activity Monitoring

Activity Tracking

Monitor user activities including:

  • Login Activity: Login times, locations, devices
  • Order Actions: Orders created, modified, approved
  • Budget Activities: Budget views, modifications
  • Administrative Actions: User management, settings changes
  • Report Access: Reports viewed, exported, shared

Audit Logs

Comprehensive audit trails showing:

  • User Actions: What was done and when
  • Data Changes: Before and after values
  • Permission Changes: Role and access modifications
  • System Events: Login, logout, errors
  • Integration Activities: Shopify synchronization events

Monitoring Reports

Regular reports on:

  • User Engagement: Activity levels and patterns
  • Security Events: Failed logins, suspicious activities
  • Performance Metrics: User productivity and efficiency
  • Compliance Status: Adherence to policies and procedures

Alerts and Notifications

Set up alerts for:

  • Unusual activity patterns
  • Failed security events
  • Policy violations
  • High-value transactions
  • System access issues

Best Practices

User Management Best Practices

  1. Principle of Least Privilege: Grant minimum necessary permissions
  2. Regular Access Reviews: Periodically review and update user permissions
  3. Proper Onboarding: Ensure thorough training for all new users
  4. Clear Documentation: Maintain up-to-date role descriptions
  5. Security Awareness: Regular security training and updates

Organizational Tips

  • Role Standardization: Create consistent role definitions
  • Permission Templates: Use templates for common permission sets
  • Delegation Procedures: Clear procedures for temporary permission elevation
  • Deprovisioning Process: Proper procedures for user departure
  • Regular Audits: Periodic reviews of user access and permissions

Troubleshooting

Common User Management Issues

User Cannot Login:

  • Verify account is active
  • Check password reset requirements
  • Confirm email address spelling
  • Review IP restrictions and security policies

Permission Errors:

  • Verify role assignments
  • Check location-specific permissions
  • Confirm budget access rights
  • Review recent permission changes

Invitation Problems:

  • Check email delivery status
  • Verify email address accuracy
  • Confirm invitation hasn't expired
  • Review spam/junk folder instructions

Getting Help

For user management issues:

  • Use the admin help center
  • Contact support with specific user details
  • Schedule training sessions for complex scenarios
  • Access video tutorials for common tasks