User Management

Overview: User Management in Backup Manager

Backup Manager includes a role-based access control (RBAC) system that allows you to create multiple user accounts with different permission levels.

Available User Roles:

Role	Description	Permissions
Admin	Full system access	All features, user management, system settings
Operator	Device & backup management	Add devices, run backups, view logs, no user management
Viewer	Read-only access	View dashboards, reports, and logs only

Why Use Multiple Users?

• Security: Limit access based on job responsibilities
• Accountability: Track who made changes
• Compliance: Meet audit requirements for access control
• Delegation: Allow team members to perform their tasks

Step 1: Navigate to User Management

Access the User Management page from the sidebar menu.

How to Access:

• Click on Settings in the sidebar to expand the submenu
• Click on User Management to open the page

Page Features:

• Add User: Button to create a new user account
• Users Table: List of all users with their details
• Actions: Edit and delete buttons for each user

Note: Only users with the Admin role can access User Management.

Step 2: View Existing Users

The users table displays all system users with important information.

Table Columns:

• Username: The login name for the account
• Email: Contact email address (optional)
• Role: Permission level (Admin, Operator, Viewer)
• Status: Active or Inactive
• Last Login: When the user last logged in
• Created: When the account was created
• Actions: Edit and delete buttons

Status Indicators:

• Active: User can log in and use the system
• Inactive: Account is disabled, user cannot log in

Step 3: Add a New User

Create a new user account by clicking the "Add User" button.

To Add a User:

• Click the Add User button
• A modal dialog will open for user configuration

Required Fields:

• Username: Unique login name (letters, numbers, underscores)
• Password: Minimum 8 characters (secure password recommended)
• Role: Select the appropriate permission level

Optional Fields:

• Email: Contact email for the user
• Account is active: Checkbox to enable/disable the account

Step 4: Configure User Details

Fill in the user information in the Add User form.

Username:

• Must be unique across all users
• Use lowercase letters for consistency
• Examples: jsmith, network_admin, backup_operator

Email:

• Optional but recommended
• Used for contact purposes
• Could be used for password recovery in future versions

Password:

• Minimum 8 characters required
• Use strong passwords: mix of letters, numbers, symbols
• Communicate password securely to the user
• Users should change their password after first login

Step 5: Select User Role

Choose the appropriate role based on the user's responsibilities.

Admin Role:

• Full access to all features
• Can manage users and system settings
• Can view, add, edit, delete all resources
• Best for: IT administrators, system owners

Operator Role:

• Can manage network devices
• Can run backups and restores
• Can view dashboards and reports
• Cannot manage users or system settings
• Best for: Network engineers, NOC staff

Viewer Role:

• Read-only access to all pages
• Can view dashboards, logs, and reports
• Cannot make any changes
• Best for: Auditors, managers, helpdesk staff

Step 6: Set Account Status

Control whether the account is active and can be used to log in.

Account is active:

• Checked (default): User can log in immediately
• Unchecked: Account is disabled, login attempts will fail

When to Disable Accounts:

• Employee has left the organization
• Temporary suspension pending investigation
• Account created for future use
• Security incident response

Tip: Disable accounts instead of deleting them to preserve audit history.

Step 7: Save the User

Save the new user account.

To Save:

• Review all entered information
• Click the Save User button
• The modal will close and the user appears in the table

After Saving:

• The user can log in immediately (if active)
• Communicate credentials securely to the user
• The new user will see features based on their role

Validation:

• Username must be unique
• Password must be at least 8 characters
• Role must be selected

Step 8: Edit an Existing User

Modify user details, change roles, or update passwords.

To Edit a User:

• Find the user in the table
• Click the Edit button (pencil icon) in the Actions column
• The edit modal opens with current settings

You Can Modify:

• Email address
• Password (leave blank to keep current password)
• Role assignment
• Active status

Note: Username cannot be changed after creation. To change a username, create a new account and delete the old one.

Step 9: Delete a User

Remove a user account from the system.

To Delete a User:

• Find the user in the table
• Click the Delete button (trash icon) in the Actions column
• Confirm the deletion when prompted

Important Considerations:

• Deletion is permanent and cannot be undone
• Consider disabling the account instead of deleting
• Audit logs may reference the deleted user
• You cannot delete your own account
• At least one Admin account must exist

Best Practice: Disable accounts instead of deleting them to maintain audit trails.

Best Practices for User Management

Security Recommendations:

• Principle of Least Privilege: Assign the minimum role needed
• Strong Passwords: Enforce complex passwords (12+ characters)
• Regular Audits: Review user accounts periodically
• Prompt Deactivation: Disable accounts immediately when users leave
• Unique Accounts: Never share login credentials

Role Assignment Guidelines:

• Admin: Only for IT administrators who need full control
• Operator: For engineers who perform day-to-day operations
• Viewer: For anyone who only needs to view information

Account Lifecycle:

• Create accounts when onboarding new team members
• Review and adjust roles when responsibilities change
• Disable accounts when employees leave or change roles
• Delete only when absolutely necessary (prefer disabling)

Documentation:

• Maintain a list of who has access and why
• Document role assignments for compliance audits
• Keep records of account changes