User Management

Manage your team's access to RAD Repairs by creating user accounts, assigning roles with specific permissions, and configuring security settings like two-factor authentication.

Overview

The User Management section allows administrators to control who has access to the RAD Repairs system and what they can do within it. Each user is assigned a role that determines their permissions throughout the application.

Key capabilities include:

• User Account Creation - Add new team members with their email and temporary password
• Role Assignment - Assign appropriate access levels based on job responsibilities
• Location Restrictions - Limit users to specific shop locations
• Security Controls - Enable two-factor authentication and manage password policies
• Account Management - Edit, disable, or remove user accounts as needed

User Roles and Permissions

RAD Repairs uses a role-based access control system. Each user is assigned a role, and that role determines their permissions throughout the application. The system includes four built-in roles and supports creating custom roles with any combination of permissions.

Owner and Admin users automatically bypass all permission checks and have full access to the system. For other roles, permissions are enforced on every API request. If a user tries to access something they don't have permission for, they'll see a notification: "You don't have permission to do that."

Default Permission Matrix

The table below shows the default permissions for the four built-in roles. Admins and Owners can customize the Admin, Technician, and Accounting roles, and can also create entirely new custom roles.

Permission	Owner	Admin	Technician	Accounting
Dashboard
View Dashboard	Yes	Yes	Yes	Yes
Customers
View Customers	Yes	Yes	Yes	Yes
Create Customers	Yes	Yes	Yes	No
Edit Customers	Yes	Yes	Yes	No
Delete Customers	Yes	Yes	No	No
Tickets
View Tickets	Yes	Yes	Yes	No
Create Tickets	Yes	Yes	Yes	No
Edit Tickets	Yes	Yes	Yes	No
Delete Tickets	Yes	Yes	No	No
Assign Tickets	Yes	Yes	Yes	No
Invoices
View Invoices	Yes	Yes	Yes	Yes
Create Invoices	Yes	Yes	Yes	Yes
Edit Invoices	Yes	Yes	Yes	Yes
Delete Invoices	Yes	No	No	No
Send Invoices	Yes	Yes	Yes	Yes
Estimates
View Estimates	Yes	Yes	Yes	Yes
Create Estimates	Yes	Yes	Yes	No
Edit Estimates	Yes	Yes	Yes	No
Delete Estimates	Yes	Yes	No	No
Inventory & Products
View Inventory	Yes	Yes	Yes	No
Manage Inventory	Yes	Yes	No	No
View Products/Services	Yes	Yes	Yes	Yes
Create Products/Services	Yes	Yes	Yes	No
Edit Products/Services	Yes	Yes	Yes	No
Delete Products/Services	Yes	Yes	No	No
Reporting
View Reports	Yes	Yes	Yes	Yes
Create Reports	Yes	Yes	No	Yes
Export Reports	Yes	Yes	No	Yes
User Management
View Users	Yes	Yes	Yes	No
Manage Roles & Permissions	Yes	Yes	No	No
Admin Settings
View Admin Settings	Yes	Yes	No	No
Edit Admin Settings	Yes	Yes	No	No
System Settings	Yes	Yes	No	No

Custom Roles

In addition to the four built-in roles, you can create custom roles with any combination of permissions to match your team's specific needs.

Creating a Custom Role

1. Go to Admin Settings > User Management
2. Switch to the Roles & Permissions tab
3. Click "Create New Role"
4. Enter a Role ID (lowercase, no spaces), display name, and description
5. Check the permissions this role should have from the permission categories
6. Click "Create Role" to save

Editing a Role

To change the permissions for an existing role (except Owner):

1. Navigate to the Roles & Permissions tab
2. Click the Edit button on the role you want to modify
3. Update the name, description, or permissions as needed
4. Click "Update Role" to save

Deleting a Custom Role

Custom roles can be deleted if no active users are assigned to them. Built-in system roles (Owner, Admin, Technician, Accounting) cannot be deleted.

1. First reassign any users on the role to a different role
2. Navigate to the Roles & Permissions tab
3. Click the Delete button on the custom role
4. Confirm the deletion

Adding a New User

To add a new team member to your RAD Repairs account, follow these steps:

Editing User Profiles

To modify an existing user's profile:

1. Locate the user in the user list
2. Click the Edit button (pencil icon) next to their name
3. Update the desired fields (name, email, role, location assignments)
4. Click "Save Changes" to apply the updates

Resetting Passwords

Administrators can reset passwords for any user account. There are two methods available:

Method 1: Send Password Reset Email

1. Find the user in the user list
2. Click the dropdown menu (three dots) next to their name
3. Select "Send Password Reset Email"
4. The user will receive an email with a link to create a new password

Method 2: Set New Password Manually

1. Click the Edit button next to the user's name
2. Click "Change Password" in the edit dialog
3. Enter a new temporary password
4. Check "Require password change on next login" if desired
5. Save changes and communicate the new password to the user securely

Disabling User Accounts

When a team member leaves or needs their access revoked, you can disable their account without deleting their data:

1. Find the user in the user list
2. Click the dropdown menu (three dots) next to their name
3. Select "Disable Account"
4. Confirm the action in the dialog

Location Assignments

If your business operates multiple locations, you can assign users to one or more locations. This affects what data they can see and work with.

Multi-Location Assignment

Users can be assigned to multiple locations using the checkbox selection in the user edit dialog:

1. Edit the user's profile
2. In the "Location Assignments" section, you'll see a list of all locations as checkboxes
3. Check the box next to each location the user should have access to
4. Use the "All Locations" checkbox to quickly grant access to all locations at once
5. Save changes

All Locations Option

The "All Locations" option is ideal for:

• Float Technicians - Staff who rotate between different shop locations
• Mobile Technicians - Field techs who service customers at any location
• Admins / Managers - Those who oversee operations across multiple sites
• Owner - Users who need full visibility across the organization
• Bookkeepers / Accountants - Users who need financial visibility across the organization

Location Restrictions

When a user is assigned to specific locations (not "All Locations"):

• They can only view tickets from their assigned locations
• They can only see customers associated with their locations
• Reports and dashboard data are filtered to their locations
• They can only assign tickets to technicians at their locations

Two-Factor Authentication

Two-factor authentication (2FA) adds an extra layer of security to user accounts by requiring a second form of verification in addition to the password.

Enabling 2FA for Users

Administrators can require 2FA for all users or allow it to be optional:

1. Go to Admin Settings > Security Settings
2. Under "Two-Factor Authentication", choose your policy:
   • Required for All - All users must enable 2FA
   • Required for Admins/Managers - Only admin and manager roles must use 2FA
   • Optional - Users can choose to enable 2FA
3. Save settings

User 2FA Setup

Users can set up 2FA in their profile settings:

1. Click the profile icon in the top right corner
2. Select "Security Settings"
3. Click "Enable Two-Factor Authentication"
4. Scan the QR code with an authenticator app (Google Authenticator, Authy, etc.)
5. Enter the verification code to confirm setup
6. Save backup codes in a secure location

Frequently Asked Questions