Managing users and roles is an essential aspect of maintaining control over access and permissions within your platform. Only users with administration permission will be able to see and use “Users” and “Roles” menu. Typically, this is restricted to our “Org Admin” role.
Add or edit details of users
To add new users, follow these steps:
Navigate to Users: Go to the bar, click on “Users”, and you will see a list of the current users.
Add a New User:
Click on “Add User” located at the top right corner.
Fill in the required fields. Note that a phone number is mandatory for the new user. This should be a mobile number to allow users receiving SMS or WhatsApp alerts.
Assign Tags: You can assign tags to structure your users into groups which allows efficient sharing or @mentions later. Think of a useful structure such as teams, departments, regions, Crisis Teams, Projects, etc.
Select a Role: Choose an appropriate role for the new user based on the permissions you want them to have (see the section below for details on Roles).
Invitation Email: Once the user is registered, they will receive an invitation email with instructions on how to access the platform and log in (refer to the sections Access the Platform for more details).
What does each role mean?
Roles are a predefined set of permissions. When creating a new user, you can choose from four different standard roles, each with varying levels of permissions. Select at least one role based on the responsibilities and access needed for the user:
Administrator
Permissions: Full access to all features. Administrators can create, edit, and delete users, views, alerts, interests, context layers, or events, including items created by others. They also manage system settings and public content..
Ideal For: This role comes with the highest responsibility and access rights. Therefore, the number of users with this role should be limited to those with overall responsibility for the use of the platform in your company and chosen with care.
Manager
Permissions: Ability to create, import, share and export interests, create and edit views, alerts. Delete only own created items. Unless you request otherwise, “Managers” can also participate in the community by posting events or reaching out to internal and external users.
Ideal For: This role is for power users of the platform (e.g. Security managers, GSOC staff, Analysts) in charge to manage situational awareness, analysis and response.
Editor
Permission: Editors can create, edit, delete, and share data, views, and alert settings. They also manage content for context layers.
Ideal For: Best for users focused on data and alert maintenance. This role can be assigned independently or alongside the Manager role to extend their data management capabilities.
Viewer
Permissions: Limited access primarily for viewing prepared views, receiving alerts directly or analyzing data. This role restricts the ability to share or create, to edit or to delete items , simplifying usage and ensuring that sensitive interests are protected (least privilege).
Ideal For: Stakeholders such as response team members, fellow departments or executives who need to view (prepared) information or run simple analyses but do not require editing or administrative privileges.
Important Note 📝
Carefully choose the role based on the user's responsibilities and training. For example, assigning a Viewer role helps protect your data by limiting sharing and creation permissions.
Note that any user with create rights can edit and delete self-created items. The explicit permission to edit/delete is only required if users should have the ability to edit or delete content created by others (interests, views, alerts). Hence, assign the “Editor” or “Administrator” roles with care and required awareness.
Bulk delete or replace operations are limited to the original author (creator) of the interest. This is to reduce the risk of accidental loss of data. Hence, we recommend managing key content which must be identical for all users from a central admin account. E.g. company locations worldwide, GSOC baseline alerts.
To see the roles assigned to you and your team members, navigate to the bar and click on “Roles.” This section will display the current roles and permissions of all users within your team. .
Editing roles
Note: 📝 The ability to add or modify roles depends on your company’s subscription. As a default, our platform comes with the four predefined roles described above. If you need to be flexible, talk to us.
Depending on your role and subscription, you may have the ability to add or edit the roles. To edit a role, follow these steps:
Access Roles: Go to the bar and locate the “Roles” section.
Edit a Role:
Click on the three dots (•••) to the right of the specific user whose role you wish to edit.
Select “View Details” to display all the permissions currently assigned to that user.
Adjust Permissions: Select or deselect the permissions based on the access level you want to grant or restrict.
Important Note 📝 In the “Event Posting” section, enabling public rights allows the user to post publicly to all Creolytix users, not just within your organization. Ensure this setting aligns with your privacy and security requirements and required awareness and briefing.