User Management (Admin Only)

User Management allows administrators to create, manage, and control user accounts and permissions. This feature is only available to users with admin privileges.

Overview

User Management enables admins to:

• Create new user accounts
• Edit user information
• Manage user roles and permissions
• Activate or deactivate users
• Reset user passwords
• View user activity
• Delete user accounts

Accessing User Management

Navigate to User Management from the sidebar menu. This option is only visible to admin users.

![Screenshot: User Management page showing a table/list of users with columns for Name, Email, Role, Status (Active/Inactive), Last Login, and Actions. Should show multiple users with different roles (Admin, User) and statuses.]

User List View

User Table Columns

The user table displays:

• Name: User's full name
• Email: User's email address (login)
• Role: User role (Admin, User, Viewer)
• Status: Active or Inactive
• Last Login: Last sign-in timestamp
• Actions: Menu for user operations

![Screenshot: Close-up of the user table showing several user rows with names, emails, role badges (Admin in red, User in blue), status indicators (Active/Inactive), last login times, and action menus.]

Filtering Users

Filter your user list:

1. Use the Search box to find users by name or email
2. Use the Role dropdown to filter by role
3. Use the Status dropdown to filter by status

![Screenshot: Filter controls showing a search box with search icon, Role dropdown (All Roles, Admin, User, Viewer), and Status dropdown (All Status, Active, Inactive).]

Creating a New User

To create a new user account:

1. Click the "Add User" or "Create User" button
2. Fill in the user form:
   • Name: User's full name
   • Email: User's email address (will be used for login)
   • Password: Initial password (user can change later)
   • Role: Select user role
   • Status: Active or Inactive
3. Click "Create User"

![Screenshot: Create User dialog/form showing fields for Name, Email, Password, Confirm Password, Role dropdown (Admin/User/Viewer), Status toggle (Active/Inactive), and Create/Cancel buttons.]

User Roles Explained

Admin

• Full access to all features
• Can manage users
• Can access all devices and content
• System configuration access

User

• Standard user access
• Can manage devices, media, playlists, schedules
• Cannot manage users
• Cannot access admin features

Viewer

• Read-only access
• Can view content and reports
• Cannot make changes
• Limited feature access

![Screenshot: Role comparison or explanation showing the three roles (Admin, User, Viewer) with their respective permissions listed, showing what each role can and cannot do.]

Editing Users

To modify a user account:

1. Click on a user row, or
2. Click Actions → Edit
3. Modify any fields:
   • Name
   • Email
   • Role
   • Status
4. Click "Save Changes"

![Screenshot: Edit User form showing the same fields as create, but with existing user values filled in. Should show a user being edited with modified values highlighted.]

Changing User Roles

To change a user's role:

1. Edit the user
2. Select new role from Role dropdown
3. Save changes
4. User permissions update immediately

Warning: Changing roles affects user access. Ensure users are notified of role changes.

Managing User Status

Activating Users

To activate a user account:

1. Edit the user
2. Set Status to Active
3. Save changes
4. User can now sign in

Deactivating Users

To temporarily disable a user:

1. Edit the user
2. Set Status to Inactive
3. Save changes
4. User cannot sign in until reactivated

![Screenshot: User status toggle showing how to change a user from Active (green) to Inactive (gray), with explanation of what each status means.]

Resetting User Passwords

To reset a user's password:

1. Click Actions → Reset Password
2. Enter new password
3. Confirm password
4. Click "Reset Password"
5. User will need to use new password on next login

![Screenshot: Reset Password dialog showing fields for New Password and Confirm Password, with password strength indicator, and Reset/Cancel buttons. Should show password requirements.]

Password Requirements

Passwords must meet:

• Minimum 8 characters
• At least one uppercase letter
• At least one lowercase letter
• At least one number
• At least one special character

Deleting Users

To permanently delete a user:

1. Click Actions → Delete
2. Confirm deletion (if prompted)
3. User account will be removed

Warning: Deleting a user is permanent and cannot be undone. Consider deactivating instead.

![Screenshot: Delete user confirmation dialog showing a warning message like "Are you sure you want to delete this user? This action cannot be undone." with Cancel and Delete buttons.]

User Activity

View user activity:

• Last login time
• Recent actions
• Device assignments
• Content modifications

![Screenshot: User activity section or detail view showing a user's activity log with timestamps, action descriptions (e.g., "Created playlist", "Uploaded media", "Modified device"), and related items.]

Bulk User Operations

For managing multiple users:

• Select multiple users
• Bulk change roles
• Bulk activate/deactivate
• Bulk delete (use with caution)
• Export user list

![Screenshot: Bulk operations interface showing checkboxes next to users for selection, with bulk action buttons like "Change Role", "Activate Selected", "Deactivate Selected", "Export", or "Delete Selected" at the top.]

User Permissions Matrix

Understand what each role can do:

Feature	Admin	User	Viewer
View Dashboard	✅	✅	✅
Manage Devices	✅	✅	❌
Upload Media	✅	✅	❌
Create Playlists	✅	✅	❌
Create Schedules	✅	✅	❌
View Analytics	✅	✅	✅
Manage Users	✅	❌	❌
System Settings	✅	❌	❌

![Screenshot: Permissions matrix table showing a comprehensive comparison of what each role can do across all features, with checkmarks for allowed actions and X marks for restricted actions.]

User Management Best Practices

Account Security

• Require strong passwords
• Regularly review user access
• Deactivate unused accounts
• Monitor user activity
• Use role-based access control

User Onboarding

• Create accounts with appropriate roles
• Provide initial passwords securely
• Guide users through first login
• Set up proper permissions
• Document user responsibilities

Regular Audits

• Review user list regularly
• Check for inactive accounts
• Verify role assignments
• Monitor unusual activity
• Update permissions as needed

Inviting Users

Some systems support user invitations:

1. Click "Invite User"
2. Enter email address
3. Select role
4. Send invitation
5. User receives email with sign-up link

![Screenshot: Invite User interface showing an email input field, role selector, and "Send Invitation" button. Should show how to invite users via email.]

User Groups (If Available)

Organize users into groups:

• Create user groups
• Assign permissions to groups
• Add users to groups
• Manage group permissions

![Screenshot: User Groups interface showing a list of groups (e.g., "Marketing Team", "IT Department", "Store Managers") with user counts and permission settings for each group.]

Troubleshooting User Management

User Cannot Sign In

If a user cannot sign in:

1. Check user status (should be Active)
2. Verify email is correct
3. Reset password if needed
4. Check role permissions
5. Review account status

Permission Issues

If user lacks expected permissions:

1. Verify user role
2. Check role permissions
3. Update role if needed
4. Refresh user session
5. Contact support if issues persist

User Not Appearing

If user doesn't appear in list:

1. Check filters (role, status)
2. Verify user was created
3. Refresh page
4. Check search terms
5. Review user creation logs

Next Steps

Now that you understand user management:

• Review Profile Settings for user account management
• Learn about Device Management for content control
• Explore Analytics for user activity tracking

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Important: User management is a powerful feature. Always verify user identity and use appropriate roles to maintain security!