Purpose Statement

The Role Management feature allows administrators to assign and modify user roles within the First Due system, ensuring appropriate access levels and permissions for different personnel. This functionality is essential for maintaining system security, operational efficiency, and compliance with departmental access protocols.

Background Information

User roles serve as the foundation of First Due's permission system, determining what features, data, and functions each user can access. Every user must be assigned to a role to access the system, making role management a critical administrative function. Proper role assignment ensures that field personnel, supervisors, administrators, and other stakeholders have appropriate access levels aligned with their responsibilities and departmental hierarchy.

Required Permissions

To manage user roles in First Due, you must have:

• Roles 

Video

Step-by-Step Guide

Adding Users to a Role

1. Navigate to Role Management
   
1. Click on Admin in the main navigation menu
2. Select Roles from the Admin section
   

1. Create or Select a Role
   
1. Click on Add Role to create a new role, or select an existing role to modify. 
   

1. Navigate to the User Tab
   

1. Add Users to the Role

   • In the user assignment field at the top, begin typing the individual's name
   • Select the desired user from the dropdown menu that appears
   • Click the Plus Sign (+) to add the selected user to the role
     

1. Remove Users from Role (if needed)

   • To remove a user from the current role, click the trashcan icon next to their name
     

1. Reassign User to Different Role

   • Select the role you want the user transferred to from the available options
   • Click Update User Role to complete the reassignment
     

1. Save Changes

   • Click the Save button to finalize all role assignments
     

​Important: If you plan to configure additional role settings, navigate to the appropriate tab before saving, as clicking Save will exit the Role configuration screen

Best Practices

Role Assignment Strategy:

• Assign roles based on job function and access requirements rather than individual preferences
• Regularly review role assignments to ensure they align with current responsibilities
• Maintain consistent role naming conventions across your organization

Access Management:

• Follow the principle of least privilege - grant only the minimum access necessary for job functions
• Document role assignments and changes for audit purposes
• Establish a regular review cycle for role assignments

System Security:

• Never leave users without role assignments, as this prevents system access
• Promptly update roles when personnel change positions or leave the organization
• Consider creating role templates for common positions to ensure consistency

Troubleshooting & FAQs

Q: A user cannot access the First Due system. What should I check first? A: Verify that the user is assigned to a role. Users MUST be associated with a role to access the First Due system.

Q: What happens if I click Save before configuring all role settings? A: Clicking Save will exit the Role configuration screen. If you need to configure additional settings, navigate to the appropriate tabs first, then save your changes.

Q: Can a user be assigned to multiple roles? A: Users are typically assigned to one primary role. If additional access is needed, consider creating a custom role or modifying the existing role permissions.

Q: How do I know which role to assign to a new user? A: Base role assignment on the user's job function, required system access, and departmental hierarchy. Consult your organization's role matrix or access control policies.