User Management & Security

Smart Shelf provides enterprise-grade security and user management features to protect your data and control access to your inventory management system.

Role-Based Access Control

User Roles

Predefined Roles

Smart Shelf includes several predefined user roles with appropriate permissions:

  • Admin: Full system access and configuration capabilities
  • Manager: Operational management with comprehensive reporting access
  • Employee: Day-to-day operations with limited administrative access
  • Viewer: Read-only access to information and reports

Role Capabilities

Each role includes specific capabilities tailored to user responsibilities:

Admin Role

  • Complete system configuration
  • User and role management
  • Security settings
  • Integration management
  • Advanced reporting

Manager Role

  • Operational oversight
  • Team management
  • Performance reporting
  • Inventory decisions
  • Limited configuration

Employee Role

  • Daily operations
  • Inventory transactions
  • Basic reporting
  • Task completion
  • Limited data access

Viewer Role

  • Dashboard viewing
  • Report access
  • Data browsing
  • No editing capabilities

Permission Matrix

Granular Permissions

Control access at the feature level with granular permissions:

  • Feature-Level Control: Enable/disable specific features
  • Data-Level Security: Control access to sensitive information
  • Operation-Level Restrictions: Limit specific operations
  • Location-Based Access: Restrict access by warehouse location

Custom Roles

Create custom role combinations to match your organization:

  • Role Builder: Visual role creation interface
  • Permission Templates: Pre-configured permission sets
  • Inheritance: Build roles based on existing roles
  • Testing Environment: Test roles before deployment

Advanced Access Control

  • Temporary Access: Grant time-limited permissions
  • Conditional Access: Location or time-based restrictions
  • Approval Workflows: Require approvals for sensitive operations
  • Audit Trail: Comprehensive tracking of permission changes

Authentication & Security

Multi-Factor Authentication

Authentication Methods

Enhance security with multiple authentication options:

  • Email Verification: Email-based two-factor authentication
  • SMS Verification: Phone-based authentication codes
  • Authenticator Apps: Support for Google Authenticator, Authy
  • Backup Codes: Emergency access codes for account recovery

Authentication Policies

  • Mandatory MFA: Require MFA for specific roles
  • Trusted Devices: Remember trusted devices
  • Authentication Frequency: Configure re-authentication intervals
  • Recovery Options: Multiple account recovery methods

Session Management

Secure Sessions

Protect user sessions with advanced security measures:

  • JWT-Based Tokens: Secure, stateless session tokens
  • Token Encryption: Encrypted session data
  • Automatic Expiration: Configurable session timeouts
  • Session Validation: Continuous validity checking

Session Controls

  • Device Management: Track and manage user devices
  • Concurrent Sessions: Control simultaneous login limits
  • Remote Logout: Force logout from all devices
  • Session Monitoring: Real-time session activity tracking

Password Security

Password Policies

Enforce strong password requirements:

  • Complexity Requirements: Length, character type requirements
  • Password History: Prevent password reuse
  • Expiration Policies: Regular password changes
  • Breach Protection: Check against known compromised passwords

Password Management

  • Self-Service Reset: User-initiated password resets
  • Administrator Reset: Admin-managed password changes
  • Temporary Passwords: Secure temporary access
  • Password Strength Indicators: Real-time strength feedback

Data Security

Encryption

Data Protection

Protect sensitive data with comprehensive encryption:

  • Data in Transit: HTTPS/TLS encryption for all communications
  • Data at Rest: AES-256 encryption for stored data
  • Database Encryption: Encrypted database storage
  • File Encryption: Secure file storage and transmission

Key Management

  • Automatic Key Rotation: Regular encryption key updates
  • Key Escrow: Secure key backup and recovery
  • Hardware Security Modules: Enterprise-grade key protection
  • Certificate Management: SSL/TLS certificate automation

Privacy Protection

Sensitive Data Handling

Special protection for sensitive information:

  • PII Protection: Personal identifiable information security
  • Financial Data: Secure payment and financial information
  • Data Masking: Hide sensitive data in non-production environments
  • Data Anonymization: Remove identifying information from reports

Privacy Controls

  • Data Retention: Configurable data retention policies
  • Right to Deletion: GDPR-compliant data deletion
  • Data Portability: Export user data on request
  • Consent Management: Track and manage user consent

Compliance & Auditing

Compliance Standards

Regulatory Compliance

Meet industry standards and regulations:

  • GDPR Compliance: European data protection regulation
  • SOC 2 Type II: Security, availability, and confidentiality
  • ISO 27001: Information security management
  • HIPAA: Healthcare information protection (where applicable)

Industry Standards

  • PCI DSS: Payment card industry standards
  • SOX: Sarbanes-Oxley compliance features
  • NIST Framework: Cybersecurity framework alignment
  • Custom Compliance: Configurable compliance requirements

Audit Logging

Comprehensive Logging

Track all system activities with detailed audit logs:

  • User Activities: All user actions and changes
  • System Events: Automated system activities
  • Security Events: Authentication and authorization events
  • Data Changes: Complete change history with timestamps

Audit Features

  • Immutable Logs: Tamper-proof audit records
  • Real-Time Monitoring: Live activity monitoring
  • Alert Systems: Suspicious activity notifications
  • Compliance Reports: Pre-built compliance reporting

Security Monitoring

Threat Detection

Proactive security monitoring and threat detection:

  • Anomaly Detection: Identify unusual user behavior
  • Brute Force Protection: Prevent password attacks
  • IP Allowlisting: Restrict access by IP address
  • Geographic Restrictions: Location-based access controls

Incident Response

  • Security Alerts: Immediate threat notifications
  • Automated Responses: Automatic threat mitigation
  • Incident Tracking: Security incident management
  • Recovery Procedures: Documented recovery processes

For user setup and security configuration, see the Admin Guide. For security best practices and compliance details, refer to the Security Guide.