Effective user management is essential for maintaining security and operational efficiency within your organisation. Here we provide an overview of user roles, permissions, and best practices for managing users within the system.
Organisation Roles & Permissions
Owner
The Organisation Owner has the highest level of control over the organisation’s account and settings. Responsibilities include:
- Managing the VITAL subscription and payment methods.
- Initiating an organisation-wide update on all resources.
- Assigning and reassigning organisation roles as needed.
Manager
Organisation Managers are responsible for overseeing day-to-day operations. Their permissions include:
- Updating organisation details.
- Creating new libraries.
- Managing users (adding, removing, or modifying roles).
Staff
Staff members have operational access to essential functions without administrative control. They can:
- Create and manage recipes.
- Manage ingredients and processing profiles.
Tips for User Management
Assign Appropriate Roles
Ensure that each user is assigned the correct role based on their responsibilities. Over-privileging users can lead to security risks, while under-privileging can hinder workflow.
Regularly Review User Access
Conduct periodic reviews of user access levels to ensure that only authorised personnel have the necessary permissions.
Remove Inactive Users
It is best practice to delete users who have left the organisation. This prevents unauthorised access and maintains data security.
Update Ownership and Management Roles
When an Organisation Owner or Manager changes roles or leaves the organisation, update their role promptly or before the change, to ensure continuity in managing subscriptions and permissions.
Managing Users in the System
To manage users within the platform:
- Click on your Organisation Name in the top left corner.
- Navigate to Users.
- Add a new user by entering their details and assigning a role.
- To delete a user, click on their name and remove them from the system.
- Modify existing users’ roles as required.
By following this guide, organisations can effectively manage their users, maintain security, and ensure smooth operations.
Managing Organisations that a user is part of
To ensure your users are operating in the correct organisation within the platform:
- Check the Organisation Name in the top left corner.
- If it is not the correct organisation, click on Switch Organisation in the left side menu.
- Select the Organisation Name you would like to start working in.
Tip: if your user sees “Subscribe now”, they are likely not within the your organisation and need to switch as descibed.
