Managing Users

Learn how to manage users across your PetroLink organization, including roles, permissions, and access control.

Proper user management ensures security and efficient operations across your fuel management system.

User Types Overview

Administrators

Full system access, user management, global settings

Managers

Station or fleet management, reports, limited settings

Operators

Daily operations, transaction processing

Creating New Users

Step-by-Step Process

  1. Navigate to User Management

    Go to Settings β†’ Users β†’ Add New User

  2. Enter Basic Information 
    Required Fields:
- Full Name
- Email Address (used for login)
- Mobile Number
- Employee ID (optional)
- Department/Division
  3. Assign Role and Permissions

    Select from predefined roles or create custom permissions

  4. Set Access Scope

    Define which stations, vehicles, or data the user can access

  5. Configure Security Settings
    • β€’ Password requirements
    • β€’ Two-factor authentication
    • β€’ Session timeout
    • β€’ IP restrictions (optional)

Role-Based Access Control (RBAC)

Predefined Roles

Role Key Permissions Typical Use
Super Admin
  • β€’ All system permissions
  • β€’ User management
  • β€’ Global settings
  • β€’ Billing management
 Organization owners
Station Manager
  • β€’ Station operations
  • β€’ Staff management
  • β€’ Pricing updates
  • β€’ Reports access
 Station supervisors
Fleet Manager
  • β€’ Vehicle management
  • β€’ Driver management
  • β€’ Transaction approval
  • β€’ Fleet reports
 Transportation managers
Accountant
  • β€’ Financial reports
  • β€’ Invoice management
  • β€’ Transaction history
  • β€’ Export capabilities
 Finance team
Attendant
  • β€’ Process transactions
  • β€’ View pump status
  • β€’ Basic reporting
  • β€’ Customer support
 Station staff

Creating Custom Roles

To create a custom role:

  1. 1. Go to Settings β†’ Roles β†’ Create New Role
  2. 2. Name the role and add description
  3. 3. Select permissions from categories:
    • β€’ Dashboard Access
    • β€’ Station Management
    • β€’ Fleet Operations
    • β€’ Financial Data
    • β€’ System Settings
  4. 4. Set data access scope
  5. 5. Save and assign to users

Permission Categories

Operational Permissions

  • ☐ View real-time dashboard
  • ☐ Process fuel transactions
  • ☐ Manage pump operations
  • ☐ Handle customer queries
  • ☐ Update inventory
  • ☐ Schedule deliveries

Administrative Permissions

  • ☐ Create/edit users
  • ☐ Modify roles
  • ☐ Access audit logs
  • ☐ Configure settings
  • ☐ Manage integrations
  • ☐ Export data

User Security Settings

Password Policies

Configure password requirements for your organization:

Recommended Settings:
βœ“ Minimum length: 8 characters
βœ“ Require uppercase and lowercase
βœ“ Require numbers
βœ“ Require special characters
βœ“ Password expiry: 90 days
βœ“ Prevent reuse of last 5 passwords
βœ“ Account lockout after 5 failed attempts

Two-Factor Authentication (2FA)

We strongly recommend enabling 2FA for all users with administrative privileges.

Supported 2FA Methods:

  • SMS verification
  • Email OTP
  • Authenticator apps (Google, Microsoft)
  • Biometric authentication (mobile app)

Managing User Access

Access Scopes

Define what data and locations each user can access:

Scope Types:

Geographic Scope

Limit access to specific stations or regions

Data Scope

Control which vehicles, drivers, or transactions are visible

Time Scope

Restrict access to certain hours or days

Feature Scope

Enable/disable specific platform features

Temporary Access

Grant time-limited access for contractors or temporary staff:

  1. Create user with "Temporary" flag
  2. Set access start and end dates
  3. System automatically disables access after expiry
  4. Option to extend if needed

User Activity Monitoring

Audit Logs

Track all user activities for security and compliance:

  • Login/Logout Events: Time, location, device
  • Configuration Changes: Settings modified, by whom
  • Transaction Activities: Approvals, modifications
  • Data Access: Reports generated, data exported
  • Failed Attempts: Login failures, unauthorized access

Activity Reports

Available User Reports:
1. User Login History
2. Permission Usage Report
3. Inactive Users List
4. Access Violation Attempts
5. Password Reset History
6. Role Assignment Changes

Bulk User Management

Importing Users

Add multiple users via CSV import:

CSV Format:

name,email,mobile,role,station_ids
John Doe,john@example.com,+966501234567,station_manager,"ST001,ST002"
Jane Smith,jane@example.com,+966507654321,attendant,ST001

Bulk Actions

  • Reset passwords for multiple users
  • Update roles in bulk
  • Enable/disable accounts
  • Export user lists
  • Send bulk notifications

User Onboarding Process

New User Checklist

Onboarding Steps:

  1. ☐ Create user account with appropriate role
  2. ☐ Send welcome email with credentials
  3. ☐ Schedule training session
  4. ☐ Provide user manual/documentation
  5. ☐ Set up 2FA
  6. ☐ Confirm first successful login
  7. ☐ Review permissions after first week

Training Resources

Provide users with:

  • Video tutorials for their role
  • Quick reference guides
  • Practice environment access
  • Support contact information

Troubleshooting User Issues

Common Problems and Solutions

Cannot Login

  • β†’ Check if account is active
  • β†’ Verify correct email/password
  • β†’ Reset password if needed
  • β†’ Check IP restrictions
  • β†’ Clear browser cache

Missing Permissions

  • β†’ Review user's role assignment
  • β†’ Check access scope settings
  • β†’ Verify feature availability
  • β†’ Update permissions if justified

2FA Issues

  • β†’ Verify phone number for SMS
  • β†’ Check time sync for authenticator apps
  • β†’ Provide backup codes
  • β†’ Reset 2FA if necessary

Best Practices

Security Best Practices:
  • βœ“ Regular permission audits (monthly)
  • βœ“ Remove access immediately for departed employees
  • βœ“ Use principle of least privilege
  • βœ“ Regular password updates
  • βœ“ Monitor unusual login patterns
  • βœ“ Document all role changes
  • βœ“ Regular security training

Need Help?

Contact our user management support team at support@petrolink.app