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.

The section has three tabs - Users, Roles & Permissions, and Activity Log. Key capabilities include:

• User Account Creation - Add new team members; a temporary password is generated and emailed automatically
• Role Assignment - Assign appropriate access levels based on job responsibilities, with custom roles and granular permissions
• Location Assignments - Limit users to specific shop locations, or grant "All Locations" access
• Security Controls - Set up two-factor authentication per user and change passwords
• Account Management - Edit, deactivate, or delete user accounts as needed
• Activity Log - Review logins, user changes, role changes, and permission changes

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	No	No
Customer Credentials
View Credentials	Yes	Yes	Yes	No
Edit Credentials	Yes	Yes	Yes	No
Delete Credentials	Yes	Yes	No	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	Yes
Edit Estimates	Yes	Yes	Yes	Yes
Delete Estimates	Yes	Yes	No	No
Inventory & Products
View Inventory	Yes	Yes	Yes	Yes
Manage Inventory	Yes	Yes	No	No
View Products/Services	Yes	Yes	Yes	Yes
Create Products/Services	Yes	Yes	No	No
Edit Products/Services	Yes	Yes	No	No
Delete Products/Services	Yes	Yes	No	No
Reporting
View Reports	Yes	Yes	Yes	Yes
Create Reports	Yes	Yes	No	No
Export Reports	Yes	Yes	No	No
Documentation
View Documentation	Yes	Yes	Yes	Yes
Edit Documentation	Yes	Yes	No	No
User Management
View Users	Yes	Yes	No	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 name (e.g., "Senior Technician") and an optional description
5. Check the permissions this role should have. Permissions are grouped by area: Dashboard, Customer Management, Customer Credentials, Ticket Management, Invoice Management, Estimates, Inventory, Products & Services, Reporting, User Management, Documentation, Admin Settings, and App Center
6. Click "Create Role" to save

A Reset Default Roles button on the Roles & Permissions tab restores the built-in roles to their standard permissions.

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 (use the search box or the Active/Inactive sub-tabs)
2. Click the Edit button on their user card
3. Update the desired fields: name, email, phone, role, location assignments, schedule color, hourly rate, work schedule, or active status. This is also where you set up the user's two-factor authentication and change their password
4. Click Save Changes to apply the updates

Resetting Passwords

Administrators can set a new password for any user from the Edit User dialog:

1. Click the Edit button on the user's card
2. In the password change section, enter and confirm a new password
3. Save changes and communicate the new password to the user securely

Deactivating User Accounts

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

1. Find the user in the user list
2. Click the Deactivate button on their user card
3. The user moves to the Inactive Users sub-tab and can no longer log in

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"), their day-to-day view of the system is scoped to those locations, and they can switch between their assigned locations using the location selector in the main sidebar.

Two-Factor Authentication

Two-factor authentication (2FA) adds an extra layer of security to user accounts by requiring a 6-digit code from an authenticator app in addition to the password at every login. RAD Repairs uses TOTP (Time-based One-Time Passwords) - compatible with Google Authenticator, Authy, Microsoft Authenticator, and similar apps.

Setting Up 2FA for a User

2FA is configured per user from the Edit User dialog:

1. Click Edit on the user's card
2. Find the Two-Factor Authentication section, which shows whether 2FA is currently enabled
3. Click Set Up 2FA
4. Scan the QR code with the authenticator app on the user's phone
5. Enter the 6-digit verification code and click Enable 2FA

Frequently Asked Questions