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Users & Roles

BackupChecks uses a role-based access control system to manage user permissions and access levels.

📝 Coming Soon:
This page is under construction. Screenshots will be added in a future update.

User Roles Overview

BackupChecks supports four distinct user roles, each with specific permissions and access levels:

Role Primary Purpose Key Permissions
Admin Full system administration Complete access to all features, settings, user management, and system configuration
Operator Daily backup operations Review backups, manage customers/jobs, create tickets, view reports (no system settings)
Reporter Reporting and analytics View and generate reports only (no access to operational features)
Viewer Read-only monitoring View customers, jobs, and reports (cannot make changes)

Detailed Role Permissions

Admin Role

Administrators have unrestricted access to BackupChecks:

⚠️ Security Note:
Admin access should be limited to trusted personnel only. Admins can modify critical system settings and access all data.

Operator Role

Operators handle day-to-day backup monitoring and validation:

Operators cannot: Access system settings, manage users, view audit logs, or access deleted mails.

Reporter Role

Reporters focus exclusively on reporting and analytics:

Reporters cannot: Access operational features like inbox, customers, jobs, run checks, or tickets. The navigation menu shows only report-related items.

💡 Use Case:
The Reporter role is ideal for management or stakeholders who need visibility into backup compliance without operational access.

Viewer Role

Viewers have read-only access to monitor backup status:

Viewers cannot: Make any changes, create tickets, review backups, or access system settings.

Multiple Role Assignment

Users can be assigned multiple roles simultaneously. This provides flexibility for users who need different access levels at different times.

How Multiple Roles Work

  1. A user can be assigned any combination of roles using checkboxes
  2. When logged in, the user selects their active role from a dropdown in the navigation bar
  3. The interface and available features adapt based on the selected active role
  4. Users can switch between their assigned roles at any time
💡 When to Use Multiple Roles:
Multiple roles are useful when a user occasionally needs different access levels. However, use sparingly - most users should have a single role that matches their primary responsibility.

Managing Users

User management is performed by administrators through the Settings page.

Creating a New User

  1. Navigate to Settings → User Management (Admin only)
  2. Scroll down to the Create new user section
  3. Enter a Username in the username field
  4. Enter a Password in the password field
  5. Select one or more roles by checking the appropriate checkboxes:
  6. Click the Create button
User Management Interface
Figure 1: User Management interface showing role checkboxes and user creation
📝 Future Feature:
Email address configuration for users is planned for a future update. The database field exists but is not yet available in the user interface.

Editing User Roles

  1. Navigate to Settings → User Management
  2. Find the user you want to edit in the list
  3. Check or uncheck the role checkboxes to modify their assigned roles
  4. The Current: line below the checkboxes shows the currently assigned roles
  5. Click the Save button to apply the changes
⚠️ Important:
Role changes take effect immediately. If you remove a user's current active role, they will be switched to their first remaining role automatically.

Resetting User Passwords

  1. Navigate to Settings → User Management
  2. Find the user whose password you want to reset
  3. Click the New password button
  4. Enter the new password in the dialog
  5. Confirm the password change

The user can immediately log in with their new password.

Deleting Users

Administrators can delete user accounts via Settings → User Management.

⚠️ Admin Account Protection:
If there is only one admin user in the system, that account is protected and cannot be deleted. BackupChecks requires at least one admin user at all times to prevent being locked out of system administration.

Role Switching

Users with multiple roles can switch between them using the role selector in the navigation bar (top-right corner, next to the username).

How to Switch Roles

  1. Locate the role dropdown in the top-right corner of the navigation bar
  2. Click the dropdown to see your assigned roles
  3. Select the role you want to activate
  4. You will be automatically redirected to the Dashboard page
  5. The navigation menu, available features, and permissions update to match your active role
💡 Why Dashboard Redirect?
When switching roles, you are automatically redirected to the Dashboard to prevent permission errors. This ensures you don't remain on a page you no longer have access to with your new role, which would require you to manually navigate away or refresh the page.

Best Practices

Common Role Assignment Scenarios

User Type Recommended Role(s) Rationale
System Administrator admin Needs full access to configure and maintain the system
Backup Team Lead operator Reviews backups daily, manages customers and jobs
Junior Backup Technician operator or viewer Assists with reviews or monitors status (depending on trust level)
Management/Stakeholder reporter Needs reports and metrics, not operational access
Auditor/Compliance viewer Needs to verify backup status without making changes
Power User admin, operator Needs both operational access and occasional system configuration (use sparingly)

Next Steps

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