Users¶

Table of Contents

• Overview
• Getting Started
• User Management Interface
• User Roles
• Adding New Users
• User Properties
• Editing Users
• User Status Management
• Password Management
• Warehouse Access
• User Permissions
• Bulk User Operations
• Security Best Practices
• Troubleshooting

Overview¶

The User Management system enables administrators to create, configure, and manage user accounts across the Zora Tech Logistics Platform. Control user access, assign roles, configure permissions, and maintain security through comprehensive user administration.

Key Capabilities:

• Create and manage unlimited user accounts
• Role-based access control (RBAC)
• Warehouse-specific user assignment
• Password policy enforcement
• User status management (active, inactive, locked)
• Audit trail of user activities
• Bulk user operations
• Multi-factor authentication support

Getting Started¶

Prerequisites¶

Before managing users:

1. Administrator Access: Admin or user manager role required
2. Role Configuration: Define roles before creating users (see Roles)
3. Warehouse Setup: Configure warehouses for user assignment
4. Security Policies: Review password and security requirements

When to Manage Users¶

User management is essential for:

• New Employee Onboarding: Create accounts for new warehouse staff
• Role Changes: Update user permissions when responsibilities change
• Access Control: Grant or revoke access to specific warehouses
• Security Compliance: Enforce password policies and review access
• Seasonal Operations: Manage temporary staff during peak periods
• Offboarding: Deactivate users when employees leave

User Management Interface¶

Access user management through the Administration section:

Interface Components:

• Search Bar: Find users by name, email, or username
• Filters: Filter by role, status, or warehouse
• User Table: Displays all users with key information
• Action Buttons: Add, edit, delete, or export users
• Bulk Actions: Perform operations on multiple users

User Table Columns:

• Name: User's full name
• Email: Login email address
• Role: Assigned role(s)
• Status: Active, Inactive, or Locked
• Warehouses: Assigned warehouse(s)
• Last Login: Last authentication timestamp
• Actions: Edit, deactivate, or delete user

User Roles¶

Users are assigned one or more roles that define their permissions:

Standard Roles¶

Role Assignment¶

Users can have:

• Single Role: One primary role (most common)
• Multiple Roles: Combined permissions from multiple roles
• Custom Roles: Organization-specific role configurations

See Roles Documentation for detailed role configuration.

Adding New Users¶

Create new user accounts through the Add User interface:

Step-by-Step Process¶

1. Open Add User Modal - Click Add User button in user management interface - Add User modal appears

2. Personal Information

Enter user's personal details:

• First Name: User's first name (required)
• Last Name: User's last name (required)
• Display Name: Full name as displayed throughout system (auto-populated)
• Phone Number: Contact phone number (optional)

3. Account Information

Configure account credentials:

• Email: User's email address - used as username for login (required, must be unique)
• Username: Optional alternate username (if not provided, email is used)
• Role: Select from dropdown of available roles (required)
• Status: Active (default), Inactive, or Locked

4. Password Configuration

Set initial password:

• Password: Initial password for user (required)
• Confirm Password: Re-enter password to confirm (required)
• Send Welcome Email: Check to email credentials to user
• Force Password Change: Require password change on first login (recommended)

Password Requirements: - Minimum 8 characters - At least one uppercase letter - At least one lowercase letter - At least one number - At least one special character (@, #, $, %, etc.)

5. Warehouse Assignment

Assign user to warehouse(s):

• Default Warehouse: Primary warehouse for user operations (required)
• Additional Warehouses: Grant access to multiple warehouses (optional)
• Users can only view/modify data for assigned warehouses

6. Additional Settings

Configure optional settings:

• Time Zone: User's local time zone for date/time display
• Language: Interface language preference
• Notification Preferences: Email and push notification settings

7. Save User

• Click Create User button
• User account created and activated
• Welcome email sent if option selected
• User can now log in with provided credentials

User Properties¶

Personal Information¶

User profile details:

• Name Fields: First name, last name, display name
• Contact Information: Email, phone number
• Profile Picture: Optional user avatar
• Employee ID: Optional company employee identifier

Account Settings¶

Authentication and access configuration:

• Email/Username: Login credentials
• Password: Hashed and securely stored
• Status: Active, Inactive, Locked
• Role(s): Assigned role(s) determining permissions
• MFA Status: Multi-factor authentication enabled/disabled

Warehouse Configuration¶

Warehouse access control:

• Default Warehouse: Auto-selected when user logs in
• Accessible Warehouses: List of warehouses user can access
• Warehouse Switching: Ability to change context between warehouses

Preferences¶

User-specific customization:

• Theme: Light or dark mode
• Language: Interface language
• Time Zone: Local time zone
• Date Format: MM/DD/YYYY or DD/MM/YYYY
• Notifications: Email, push, SMS preferences

Editing Users¶

Modify existing user accounts:

Access Edit Interface:

1. Locate user in user table
2. Click Edit action button
3. Edit User modal appears with current values
4. Make desired changes
5. Click Save Changes

Editable Fields:

• Personal information (name, phone)
• Role assignment
• Warehouse access
• Status (active/inactive)
• Preferences
• Note: Email cannot be changed (used as unique identifier)

Permission Requirements:

• User managers can edit all fields
• Administrators can edit all users
• Users can edit their own preferences only

User Status Management¶

Control user account status:

Status Types¶

Active - User can log in and access system - All assigned permissions enabled - Default status for new users

Inactive - User cannot log in - Preserves user data and history - Temporary deactivation (e.g., leave of absence) - Can be reactivated without data loss

Locked - Account locked due to security events - Usually automatic after failed login attempts - Requires administrator to unlock - Used for security protection

Changing Status¶

To Deactivate User: 1. Edit user 2. Change status to "Inactive" 3. Save changes 4. User immediately logged out if currently active

To Reactivate User: 1. Edit user 2. Change status to "Active" 3. Save changes 4. User can log in immediately

To Unlock User: 1. Edit user 2. Change status from "Locked" to "Active" 3. Optionally reset password 4. Save changes

Password Management¶

Setting Passwords¶

For New Users: - Administrator sets initial password - Option to force password change on first login - Welcome email can include temporary password

For Existing Users: - Users change own password via profile settings - Administrators can reset passwords - Password reset link sent via email

Password Reset¶

User-Initiated Reset: 1. User clicks "Forgot Password" on login screen 2. Enters email address 3. Receives password reset link via email 4. Clicks link and enters new password 5. New password must meet security requirements

Administrator Reset: 1. Edit user account 2. Click "Reset Password" button 3. Choose to: - Send reset link to user's email, or - Set temporary password manually 4. Force password change on next login

Password Policies¶

System enforces password security:

• Minimum Length: 8 characters
• Complexity: Upper, lower, number, special character
• History: Cannot reuse last 5 passwords
• Expiration: Optional 90-day expiration
• Lockout: Account locks after 5 failed login attempts

Warehouse Access¶

Assigning Warehouses¶

Control which warehouses users can access:

Single Warehouse Access: - Assign user to one warehouse - User only sees data for that warehouse - Common for location-specific staff

Multi-Warehouse Access: - Assign user to multiple warehouses - User can switch warehouse context - Common for managers and administrators

Warehouse Context:

When logged in, users operate within a warehouse context:

1. Default warehouse selected on login
2. All operations scoped to current warehouse
3. User can switch warehouses via warehouse selector
4. Data filtered by current warehouse automatically

Access Control¶

Warehouse assignment controls:

• Inventory Visibility: Only see inventory in assigned warehouses
• Order Access: Only view/manage orders for assigned warehouses
• Receiving Operations: Only receive into assigned warehouses
• Reporting: Reports filtered to assigned warehouses

User Permissions¶

Permission Inheritance¶

Permissions come from assigned roles:

• Role defines permission set
• Multiple roles combine permissions
• More permissive setting wins (union, not intersection)

Common Permissions¶

Inventory Permissions: - View inventory - Create/edit products - Adjust inventory quantities - Transfer inventory between locations - Perform cycle counts

Order Permissions: - View orders - Create orders - Edit orders - Allocate inventory - Confirm shipments - Cancel orders

Receiving Permissions: - View receiving orders - Create receiving orders - Process receipts - Create LPNs - Putaway inventory

Administrative Permissions: - Manage users - Manage roles - Configure system settings - View audit logs - Access all warehouses

Permission Verification¶

Check user permissions:

1. Edit user account
2. View "Effective Permissions" section
3. Shows all permissions from all assigned roles
4. Organized by module and operation

Bulk User Operations¶

Perform operations on multiple users simultaneously:

Bulk Actions¶

Export Users: 1. Select users via checkboxes (or select all) 2. Click Export bulk action 3. CSV file downloads with user data

Bulk Status Change: 1. Select users to update 2. Click Change Status bulk action 3. Select new status (Active/Inactive) 4. Confirm changes 5. All selected users updated

Bulk Role Assignment: 1. Select users 2. Click Assign Role bulk action 3. Select role to add or remove 4. Confirm changes 5. Role added/removed for all selected users

Bulk Warehouse Assignment: 1. Select users 2. Click Assign Warehouse bulk action 3. Select warehouse to grant access 4. All selected users gain warehouse access

Bulk Import¶

Import multiple users from CSV:

1. Click Import Users button
2. Download CSV template
3. Fill template with user data
4. Upload completed CSV
5. System validates and creates users
6. Error report shows any failed records

CSV Template Columns: - first_name, last_name, email - role, status, default_warehouse - phone, employee_id

Security Best Practices¶

Account Security¶

• Strong Passwords: Enforce complex password requirements
• Password Rotation: Encourage regular password changes
• MFA Enabled: Enable multi-factor authentication for sensitive roles
• Least Privilege: Assign minimum permissions needed for job function
• Regular Review: Audit user accounts quarterly

Access Management¶

• Prompt Onboarding: Create accounts only when needed
• Timely Offboarding: Deactivate accounts immediately when employees leave
• Role Accuracy: Review and update roles as responsibilities change
• Warehouse Scope: Limit warehouse access to business need
• Session Management: Configure appropriate session timeouts

Monitoring and Auditing¶

• Login Monitoring: Review failed login attempts
• Activity Logs: Monitor user actions in audit logs
• Permission Changes: Track role and permission modifications
• Account Changes: Log all user account updates
• Suspicious Activity: Investigate unusual access patterns

Compliance¶

• SOC 2 Compliance: User management supports SOC 2 requirements
• GDPR: Data privacy controls for user information
• Access Logs: Complete audit trail of user activities
• Data Retention: Configure user data retention policies

Troubleshooting¶

User Cannot Log In¶

Symptom: User receives "Invalid credentials" error

Solutions: 1. Verify email/username is correct (case-sensitive) 2. Check user status is "Active" (not Inactive or Locked) 3. Confirm password is correct (offer password reset) 4. Check account lock status (unlock if needed) 5. Verify user has at least one assigned role 6. Check warehouse assignment exists

User Cannot Access Module¶

Symptom: User logged in but cannot see certain menus/features

Solutions: 1. Check user's role includes required permissions 2. Verify warehouse assignment for warehouse-scoped features 3. Confirm user status is "Active" 4. Review effective permissions in user account 5. Check if feature is enabled for user's warehouse 6. Clear browser cache and refresh

Password Reset Email Not Received¶

Symptom: User requests password reset but doesn't receive email

Solutions: 1. Check spam/junk folder 2. Verify email address in user account is correct 3. Check email server connectivity (admin) 4. Resend password reset email 5. Administrator can set temporary password manually 6. Verify email service configuration (admin)

Warehouse Switcher Not Working¶

Symptom: User cannot switch between warehouses

Solutions: 1. Verify user has multiple warehouse assignments 2. Check permissions include warehouse switching 3. Refresh browser 4. Clear cache and cookies 5. Check for JavaScript errors in browser console 6. Ensure warehouse is active and not deleted

Bulk Import Failing¶

Symptom: User CSV import fails with errors

Solutions: 1. Download and use official CSV template 2. Verify column headers match template exactly 3. Check for: - Valid email formats - Existing role names - Valid warehouse identifiers - Required fields populated 4. Remove special characters from data 5. Ensure UTF-8 encoding 6. Test with small batch (5-10 users) first

Related Documentation¶

• Roles - Role configuration and permissions
• Settings - System-wide user settings
• Bulk Upload - Bulk user import process

Support¶

For user management assistance:

• Email: support@zoratech.io
• FAQ: User Management FAQ
• Troubleshooting: Common Issues