How to Manage Admin Roles

Introduction

In your Fluid Admin, we give you the flexibility to create custom Admin roles for users. This allows you to control the level of access different departments have. Examples can include customer service, marketing and content management, and full admin access. 

Adding Roles

To create a new Role in the admin portal, take the following steps:

1. In the top right hand side of your screen, click the gear icon.
2. The settings pop-out drawer opens and you will select Roles.
3. On the Roles page, you will click the blue “+ Create Role” button in the top right corner.
4. Once clicked, the create roles drawer will open.
   1. Create the Role Name
   2. Select which permissions that Role will have access to.
   3. Once completed, click the blue “Save” button on the bottom right.
5. This new Role has now been created. 

Editing Roles

To edit a current Role in the admin portal, take the following steps:

1. In the top right hand side of your screen, click the gear icon.
2. The settings pop-out drawer opens and you will select Roles.
3. On the Roles page, you will see all current roles you have available.
4. On the row of the Role you want to edit, select the three dots and click edit.

6. Once you click edit, the role settings drawer will open and you can make changes.
7. Once completed, click the blue “Save” button on the bottom right.

Permission Best Practices

Principle of Least Privilege:

• Grant only the minimum permissions necessary for each role
• Regularly review and audit role permissions
• Remove unnecessary access rights to maintain security

Role-Based Organization:

• Create roles that align with actual job functions
• Use descriptive names that clearly indicate the role's purpose
• Group similar responsibilities into cohesive permission sets

Maximizing Role Management Efficiency

Strategic Role Planning:

1. Analyze Team Structure: Map out your organization's hierarchy and responsibilities
2. Define Clear Boundaries: Establish what each role should and shouldn't access
3. Plan for Growth: Create scalable role structures that can accommodate team expansion
4. Regular Audits: Schedule periodic reviews of role assignments and permissions

Permission Organization:

1. Category Understanding: Familiarize yourself with each permission category's scope
2. Cross-Training Considerations: Plan permissions for users who may need temporary expanded access
3. Documentation: Maintain records of why specific permissions were granted
4. Testing: Verify that role permissions work as expected in real-world scenarios

User Assignment Strategy:

1. Monitor Usage: Track which roles are actively used versus unused
2. Permission Optimization: Adjust permissions based on actual user needs and feedback
3. Onboarding Integration: Incorporate role assignment into your user onboarding process
4. Change Management: Establish procedures for modifying user roles as responsibilities change

Security Considerations

Access Control:

• Limit the number of users with role management permissions
• Regularly review users assigned to high-privilege roles
• Implement approval processes for role modifications

Monitoring and Compliance:

• Track role changes and permission modifications
• Maintain audit trails for compliance requirements
• Set up alerts for critical permission changes

Data Protection:

• Ensure roles align with data privacy requirements
• Restrict access to sensitive information based on business need
• Consider geographic and regulatory compliance requirements