User Roles & Permissions

Understand the role-based access control system and how permissions are managed across different user types.

Role Overview

The Smart Shelf system uses a hierarchical role-based access control (RBAC) system to ensure users have appropriate access to features and data based on their responsibilities.

Role Hierarchy

• System Administrator: Highest level with complete system access
• Manager: Department or functional area management
• Supervisor: Team leadership with operational oversight
• Employee: Standard operational user
• Viewer: Read-only access for reporting and monitoring

Standard Roles

System Administrator

Complete system control and configuration access

Core Responsibilities

• System configuration and settings management
• User account creation and management
• Security policy implementation
• System maintenance and updates
• Audit and compliance monitoring

Access Permissions

• User Management: Create, modify, delete user accounts
• System Configuration: Modify all system settings
• Security Administration: Manage security policies and access controls
• Data Administration: Full database access and management
• Audit Access: Complete audit log and compliance reporting

Manager

Department-level management with oversight responsibilities

Core Responsibilities

• Department operational oversight
• Team performance monitoring
• Budget and resource management
• Strategic planning and reporting
• Staff supervision and development

Access Permissions

• Department Data: Full access to departmental information
• Team Management: Supervise and coordinate team activities
• Advanced Reporting: Generate comprehensive reports and analytics
• Approval Authority: Approve orders, adjustments, and changes
• Configuration Access: Limited system configuration within department

Supervisor

Team leadership with operational oversight

Core Responsibilities

• Team coordination and scheduling
• Quality control and monitoring
• Performance tracking and improvement
• Training and development support
• Issue escalation and resolution

Access Permissions

• Team Data: Access to team member activities and performance
• Operational Oversight: Monitor and coordinate daily operations
• Quality Control: Review and approve team work
• Basic Reporting: Generate operational reports and metrics
• Limited Configuration: Modify team-specific settings

Employee

Standard operational access for daily work activities

Core Responsibilities

• Daily operational tasks execution
• Data entry and maintenance
• Customer service and support
• Inventory management activities
• Process compliance and quality

Access Permissions

• Operational Access: Perform assigned work functions
• Data Entry: Add and modify operational data
• Basic Reporting: Access standard reports and dashboards
• Personal Settings: Manage personal profile and preferences
• Limited Approval: Basic approval authority for routine tasks

Viewer

Read-only access for monitoring and reporting

Core Responsibilities

• Information monitoring and review
• Report generation and analysis
• Compliance monitoring
• Data verification and validation
• External stakeholder communication

Access Permissions

• Read-Only Access: View data without modification capabilities
• Basic Reporting: Generate standard reports and exports
• Dashboard Access: View operational dashboards and metrics
• Personal Profile: Manage own account settings
• No Modifications: Cannot change system data or configurations

Permission Matrix

Feature Access Permissions

Data Access Permissions

Custom Role Creation

Role Configuration

• Role Name: Descriptive role identifier
• Role Description: Clear role purpose definition
• Parent Role: Inherit permissions from base role
• Permission Set: Specific feature and data permissions

Permission Categories

• Feature Permissions: Access to specific system features
• Data Permissions: Read/write access to data categories
• Operational Permissions: Ability to perform specific operations
• Administrative Permissions: System configuration capabilities

Permission Assignment

Direct Permission Assignment

• Individual User Permissions: User-specific access grants
• Temporary Permissions: Time-limited access grants
• Exception Permissions: Override standard role permissions
• Project-Based Permissions: Assignment-specific access

Group-Based Permissions

• Department Groups: Department-wide permission sets
• Functional Groups: Role-specific permission groups
• Project Groups: Temporary project team permissions
• Location Groups: Site-specific access groups

Access Control Features

Multi-Factor Authentication

• SMS Authentication: Mobile phone verification
• Email Authentication: Email-based verification
• Authenticator Apps: Third-party authentication applications
• Biometric Authentication: Fingerprint or face recognition

Session Management

• Session Timeout: Automatic logout after inactivity
• Concurrent Sessions: Multiple device login controls
• Session Monitoring: Track active user sessions
• Force Logout: Administrative session termination

IP Restrictions

• Allowed IP Ranges: Restrict access by IP address
• Geographic Restrictions: Location-based access controls
• VPN Requirements: Require secure connection methods
• Device Registration: Restrict access to approved devices

Audit and Compliance

Permission Auditing

• Access Reviews: Regular permission reviews and updates
• Usage Monitoring: Track permission usage and effectiveness
• Compliance Reporting: Permission compliance reports
• Change Tracking: Monitor permission changes and approvals

Segregation of Duties

• Conflict Detection: Identify conflicting permission combinations
• Approval Workflows: Multi-person approval requirements
• Duty Separation: Separate incompatible responsibilities
• Risk Assessment: Evaluate permission risk levels

Best Practices

Role Management

• Principle of Least Privilege: Grant minimum necessary permissions
• Regular Reviews: Periodic permission and role reviews
• Role Documentation: Maintain clear role descriptions and purposes
• Change Management: Formal process for role modifications

User Onboarding

• Role Assignment: Assign appropriate roles based on job function
• Training Requirements: Ensure users understand their permissions
• Access Testing: Verify user access works correctly
• Documentation: Provide role-specific user guides

Security Considerations

• Password Policies: Enforce strong password requirements
• Regular Audits: Conduct regular access and permission audits
• Incident Response: Have procedures for security incidents
• Compliance Monitoring: Ensure ongoing compliance with policies

Permission Maintenance

• Regular Cleanup: Remove unused or unnecessary permissions
• Access Certification: Periodic access certification processes
• Role Evolution: Update roles as business needs change
• Documentation Updates: Keep permission documentation current

Troubleshooting Access Issues

Common Access Problems

• Login Failures: Username/password issues
• Permission Denied: Insufficient access rights
• Feature Unavailable: Role-based feature restrictions
• Data Access Issues: Data permission limitations

Resolution Steps

1. Verify User Role: Confirm correct role assignment
2. Check Permissions: Review specific permission settings
3. Test Access: Verify access in different scenarios
4. Escalate if Needed: Contact administrators for complex issues

Support Resources

• Permission Documentation: Comprehensive permission guides
• Help Desk: Technical support for access issues
• Administrator Contact: Direct access to system administrators
• Training Resources: Role-specific training materials