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Role Management

This page covers how to assign, manage, and audit user roles within Conducky's RBAC system.

🎯 Role Assignment Methods​

The most common method for assigning roles is through invite links:

Benefits:

  • Secure and time-limited
  • Can include custom welcome messages
  • Tracks who sent the invite
  • Automatically assigns correct role upon signup

2. Direct Assignment​

Admins can directly assign roles to existing users:

  • System Admins can assign any role at any scope
  • Organization Admins can assign organization and event roles
  • Event Admins can assign event-level roles only

3. Organization Inheritance​

Organization roles automatically grant event permissions:

  • Organization Admin → Event Admin for all org events
  • Organization Viewer → No automatic event permissions

🔗 Creating Invite Links​

Who can create: Event Admins, Organization Admins (for org events), System Admins

Steps:

  1. Navigate to event settings
  2. Go to "Team Management" section
  3. Click "Create Invite Link"
  4. Select role (Responder, Event Admin)
  5. Set expiration (optional)
  6. Add note/message (optional)
  7. Copy and share the generated link

Example invite link:

https://yourdomain.com/invite/abc123def456

Who can create: Organization Admins, System Admins

Steps:

  1. Navigate to organization settings
  2. Go to "Members" section
  3. Click "Create Invite Link"
  4. Select role (Organization Admin, Organization Viewer)
  5. Configure invite settings
  6. Share with intended recipient

System Admin Assignment​

Who can create: System Admins only

System Admin roles cannot be assigned via invite links and must be directly assigned through:

  • Database management
  • System configuration
  • Direct API calls with system admin credentials

👥 Managing Team Members​

Viewing Current Roles​

Event Level:

  • Navigate to /events/[event-slug]/team
  • View all team members and their roles
  • See when roles were assigned and by whom

Organization Level:

  • Navigate to /orgs/[org-slug]/team
  • View organization members across all events
  • See role inheritance patterns

System Level:

  • Navigate to /admin/users (System Admins only)
  • View all users and their system-level roles
  • Audit cross-organization access

Modifying Existing Roles​

Promoting Users:

Reporter → Responder → Event Admin
Organization Viewer → Organization Admin
(No automatic promotion to System Admin)

Role Changes:

  • Event Admins can promote/demote within their events
  • Organization Admins can modify org and event roles
  • System Admins can modify any role

Removing Access:

  • Roles can be revoked at any time
  • Users lose access immediately upon role removal
  • Audit logs track all role changes

📊 Role Audit and Monitoring​

Audit Logging​

All role changes are automatically logged:

{
  "action": "role_assigned",
  "userId": "user-123",
  "targetRole": "responder", 
  "scope": "event",
  "scopeId": "event-456",
  "assignedBy": "admin-789",
  "timestamp": "2024-01-15T10:30:00Z"
}

Regular Role Reviews​

Monthly Reviews:

  • Review active user roles
  • Remove inactive users
  • Audit cross-event access patterns
  • Verify role assignments match current needs

Event Lifecycle Reviews:

  • Remove event roles when events end
  • Archive or transfer ownership as needed
  • Clean up expired invite links

Access Pattern Monitoring​

Monitor for unusual access patterns:

  • Users with roles across many events
  • Inactive users with elevated privileges
  • Failed permission attempts
  • Unusual login patterns

🔄 Role Transition Workflows​

New Event Setup​

  1. System Admin creates event
  2. System Admin creates admin invite link
  3. Event Organizer accepts invite → becomes Event Admin
  4. Event Admin invites response team → become Responders
  5. Event goes live → Reporters can submit incidents

Organization Onboarding​

  1. System Admin creates organization
  2. System Admin assigns Organization Admin role
  3. Organization Admin creates events within organization
  4. Organization Admin automatically becomes Event Admin for org events
  5. Organization Admin invites team members as needed

Event Conclusion​

  1. Event Admin reviews final incident status
  2. Event Admin exports data if needed
  3. Organization Admin or System Admin deactivates event
  4. Event roles are archived but preserved for audit
  5. Organization roles remain active for future events

🚨 Role Management Best Practices​

Security Guidelines​

Principle of Least Privilege:

  • Assign minimum necessary permissions
  • Regularly review and remove unused roles
  • Use time-limited invite links when possible

Role Separation:

  • Don't assign System Admin roles unnecessarily
  • Keep organization and event roles separate when appropriate
  • Monitor cross-event access patterns

Regular Auditing:

  • Monthly role reviews
  • Quarterly access pattern analysis
  • Annual comprehensive security audit

Operational Guidelines​

Documentation:

  • Document why specific roles were assigned
  • Keep records of role change justifications
  • Maintain contact information for role holders

Communication:

  • Notify users when roles are assigned or changed
  • Provide clear instructions for new team members
  • Set expectations for role responsibilities

Backup Planning:

  • Ensure multiple people have admin access to critical events
  • Plan for admin succession
  • Document emergency access procedures

🛠️ Troubleshooting Role Issues​

Common Problems​

User Can't Access Event:

  1. Verify user has appropriate event role
  2. Check if event is active
  3. Confirm user account is verified
  4. Review event-specific permissions

Invite Link Not Working:

  1. Check if link has expired
  2. Verify link hasn't reached usage limit
  3. Confirm event/organization is still active
  4. Check for typos in the link

Permission Denied Errors:

  1. Verify user role matches required permissions
  2. Check if role assignment is active
  3. Confirm user is logged into correct account
  4. Review recent role changes in audit log

Getting Help​

For Users:

  1. Contact your event administrator
  2. Check notification center for role updates
  3. Review the user guide for account issues

For Administrators:

  1. Check audit logs for recent changes
  2. Review system admin documentation
  3. Contact system administrator for escalation

Screenshot needed: Role management interface showing team member assignments and invite link creation