User Management

Platform Config — Create users, assign roles, manage access

🎯 Purpose

User Management controls who can access the platform and what they can do. It defines user accounts, assigns roles (Admin, Super User, Department Admin, End User), and manages authentication. Role assignment here determines what each user sees across every other module.

👤 Roles & Access

Role	Access
Admin	Full access — create users, assign/change roles, deactivate accounts.
Super User	View user list. Cannot create or modify user accounts.
End User	No access.
Customer	No access.
Supplier	No access.

🔗 Dependencies

Upstream (requires)

Organisation must exist — users are created within an organisation context.

Downstream (feeds into)

Department — Users are assigned as Department Admins.

Contract — Users create and manage contracts based on their role.

Governance — Users are assigned as governance approvers.

All modules — Role-based access controls visibility across the entire platform.

🚀 Related Flows

Platform Setup — Step 2 — users and roles are configured.

1. Overview

The User Management module is where the Admin creates and manages users for the organisation. Each user is assigned a Role Type and an Access Level that together determine what they can see and do. Once created, the system sends a welcome email with login credentials.

Prerequisites

The Organisation module has been configured.
If custom roles are needed, create them under Organisation → Roles And Permissions first.
Outgoing Mail is configured under Organisation → Settings (otherwise welcome emails come from noreply@askelie.com).

2. Opening the User List

Click User Management in the left navigation under Platform Config.
The User List page shows all users. Each row displays Username (email), Organisation and Role.
Use Show entries, the Select / All filters and the Search button to locate a user.

UM - User Listing

UM - Filter Options

3. Adding a New User

On the User List page, click Add New.
Enter the user's Name.
Enter the Username (email). This becomes the login ID and receives the welcome email.
Select a Role Type — System or Organisation. This controls which options appear in Access Level.
Select the Organisation the user belongs to.
Select an Access Level. System: Admin, Super_User, End_User, Maintenance_Engineer. Organisation: custom roles from Roles And Permissions.
Select a Contract Buy/Sell value — Buy for Supplier contracts, Sell for Customer contracts.
Click Save. The user is created and a welcome email is sent.

UM - Add User

Note: If the custom role you need is not listed, go to Organisation → Roles And Permissions, create it, assign permissions, save, and return.

4. Editing a User

Click the Username of the user you want to edit.
Update Name and/or Contract Buy/Sell (an additional option None is available here).
Other fields are displayed but cannot be changed.
Click Save or Cancel.

UM - Edit User

Note: To change Role Type, Access Level or Organisation, delete the user and recreate.

5. Deleting a User

Tick the checkbox next to one or more users.
A Delete button appears at the bottom.
Click Delete and confirm.

UM - Delete User 1

UM - Delete User 2

6. Tips

Use System role types for standard access; Organisation role types for fine-grained customisation.
Confirm Outgoing Mail is configured before bulk-creating users.
Communicate the Buy/Sell convention to your team.

7. Troubleshooting

Issue	Resolution
User did not receive welcome email	Check Outgoing Mail config and run Ping. Check spam folders.
Custom role missing in Access Level	Create it under Organisation → Roles And Permissions first.
Cannot change Access Level or Role Type	Delete the user and recreate with correct values.
User cannot see expected modules	Verify role permissions and plan inclusions.