Business Portal - How to manage Users

Business Portal - How to manage Users

Purpose Statement:

The Business Portal role-based permission system replaces the legacy "Full Admin" and "Limited Admin" roles with granular, stackable roles that provide businesses with flexible permission assignment based on their enabled work types (ITM and/or Permit Requests). This system maintains existing user access levels while enabling precise control over user permissions and supporting future expansion of the Business Portal functionality.

Video:



Background Information:


The new system introduces six distinct roles that can be combined (stacked) to create customized permission sets. Each role focuses on specific functional areas, allowing administrators to assign exactly the permissions users need. The system automatically migrates existing users to maintain their current access levels while providing the foundation for enhanced permission management.
This implementation is critical for businesses managing multiple work types and user responsibilities, ensuring compliance requirements are met while streamlining user access management. The system supports ITM (Inspection, Testing, and Maintenance) reports and Fire Department permit requests, with architecture designed for future work type additions.

Required Permissions:


To manage user roles and permissions in the Business Portal, users must have:
  1. Admin - User Access Control role to access user management functionality
  2. Admin - Add/Manage AHJs role to manage Authority Having Jurisdiction connections 

Step-by-Step Guide



1. From your ITM Reports click on the "First Due" Logo.







2. You will be directed to the main menu. From here click on "Admin".







3. Clicking on Admin will open up the Users Section. Click on "Users".





4. This will bring you to a list of users. Click on "Add User" to add a new user.







5. To add a new user, you will need to fill out the required fields. You will also have the option to send "password invitation email" to new user.






6. Click on Roles to the see the role options:


                              


​Best Practices

​Role Assignment Strategy:
  1. Start with the minimum permissions required for each user's role
  2. Use the Viewer role as a baseline and add specific functional roles as needed
  3. Regularly audit user permissions to ensure they remain appropriate
  4. Document role assignments for compliance and management purposes

Security Considerations:
  1. Limit Admin - User Access Control role to trusted personnel only
  2. Regularly review users with administrative permissions
  3. Remove roles when users change responsibilities or leave the organization
  4. Monitor system access logs for unusual activity

Role Stacking Guidelines:
  1. Understand that higher permissions always take precedence
  2. Avoid assigning conflicting roles that create confusion
  3. Use descriptive naming conventions when documenting user permissions
  4. Test role combinations in a non-production environment when possible

Work Type Management:
  1. Ensure work type configuration matches business operations
  2. Plan role structure before enabling new work types
  3. Communicate role changes to affected users in advance
  4. Maintain consistency in role assignments across similar positions


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