Category: Users

Defining and assigning user roles

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Defining and Assigning User Roles

This article explains how to create, manage, edit, activate, deactivate, and assign user roles in PrepBase using role-based access control (RBAC).

1. Overview

The Roles feature in PrepBase allows Super Admins to define permission levels for admin users. Roles determine what modules and actions a user can access, including:

  • View

  • Add

  • Edit

  • Delete

By defining roles properly, you ensure:

  • Secure system access

  • Department-based permissions

  • Controlled administrative workflows

  • Compliance and audit readiness

2. Where to Access Roles

Navigate to:

Users → Users → Roles

Or click the Roles button from the Users page.

This opens the Roles management screen.

3. Roles List Page Overview

The Roles page displays all existing roles in the system.

Columns Explained
ColumnDescription
Role NameName of the role (clickable to view details).
StatusActive or inactive toggle.
ActionsEdit or Delete options.

4. Creating a New Role

To define a new role:

Step 1: Click Add Role

Click the ➕ Add Role button on the Roles page.

Step 2: Enter Role Name

Provide a clear and descriptive name (e.g., Billing Manager, Front Desk Team, Session Coordinator).

Step 3: Assign Module Permissions
 

You will see a full permission matrix with columns:

  • View

  • Add

  • Edit

  • Delete

Each row represents a module or sub-module.

5. Permission Matrix Structure

The role permission table includes modules such as:

  • Dashboard

  • Students

  • Instructors

  • Calendar & Sessions

  • Packages & Promos

  • Subjects & Expertise

  • Schools & Colleges

  • Workflow

  • Projects

  • Resource Management

  • Billing & Invoices

  • Payroll

  • Communication

    • Messaging

    • Notifications

  • Support

    • Lists

    • Tickets

  • Reports & Analytics

Each module has checkboxes under:

PermissionFunction
ViewAllows user to access the module.
AddAllows creation of new records.
EditAllows modification of records.
DeleteAllows removal of records.

You can enable permissions module-by-module or sub-module-by-sub-module.

Saving the Role

After selecting permissions:

Click Save

The new role will now appear in the Roles list.

6. Viewing Role Details

Clicking on a Role Name opens the Role Details page.

This page displays:

  • Role Name

  • A permission summary table

  • Green check marks (✔) for enabled permissions

  • Red crosses (✖) for disabled permissions

7. Editing a Role

To modify an existing role:

  1. Click the three-dot menu

  2. Select Edit

You will be redirected to the Edit Role page.

Editable fields include:

  • Role Name

  • Permissions

After making changes, click Save.

Changes apply immediately to all users assigned to that role.

⚠️ Important:
Be cautious when editing roles, as it affects every user assigned to that role.

8. Deleting a Role

To remove a role:

  1. Open the three-dot menu

  2. Select Delete

  3. Confirm the action

⚠️ Important:

  • You cannot delete a role if it is currently assigned to active users.

  • Reassign users before deletion if necessary.

9. Assigning Roles to Users

Roles are assigned when:

  • Adding a new user

  • Editing an existing user

How to Assign

  1. Go to Users → Users

  2. Click Add User or Edit User

  3. Select role from the Select Role dropdown

  4. Click Save

The user now inherits all permissions defined in that role.

10. Role Status (Activate / Deactivate)

Each role includes a Status toggle.

  • Enabled – Role is active and assignable

  • Disabled – Role cannot be assigned to users

Deactivating a role does not remove users but prevents new assignments.

11. Searching Roles

Use the Search bar to quickly locate a role by name.

Search works instantly and filters the roles list dynamically.

IN THIS ARTICLE

Adding and managing admin users

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Adding and Managing Admin Users

This article explains how to add, edit, view, activate, deactivate, and delete admin users in the PrepBase Users module. It also covers how to manage user profiles and review activity logs for security and monitoring purposes. The Users module ensures structured administrative control within the system. Detailed role configuration and permission management are explained in the next article.

1. Overview

The Users module in PrepBase allows Super Admins to:

  • Add new admin users

  • Assign roles

  • Edit user details

  • Activate or deactivate users

  • Delete users

  • View activity logs

  • Manage role-based access

This ensures secure and structured access control within the Admin Portal.

2. Where to Access Users

Navigate to:

Users → Users

This opens the Admin Users management screen.

3. Users List Overview

The Users page displays all existing admin accounts in a structured table.

Table Columns
ColumnDescription
NameAdmin user’s full name (clickable).
EmailRegistered email address.
Phone NumberContact number with country code.
StatusActive or inactive toggle indicator.
ActionsView, Edit, or Delete options.

4. Adding a New Admin User

To create a new admin account:

Step 1: Click Add User

Click the ➕ Add User button located at the top-right of the Users page.

Step 2: Fill in User Details

You will be redirected to the Add Users page.

Required fields:

  • Upload Image (Optional)

  • Name

  • Phone Number (with country code)

  • Email Address

  • Select Role (Dropdown)

Step 3: Assign Role

Select the appropriate role from the dropdown menu.
Roles determine access permissions within the Admin Portal.

Step 4: Save

Click Save to create the new admin user.

The user will now appear in the Users list.

5. Viewing User Details

To view full user information:

  1. Click the three-dot menu

  2. Select View

You will be redirected to the View User page.

View Page Includes:

  • Profile Image

  • Name

  • Email

  • Phone Number

  • Assigned Role

User Activity Logs

Inside the View User page, you will find the Logs section.

This section records:

  • Action Performed (e.g., Login)

  • Date & Time

  • IP Address

Logs help track:

  • Login history

  • Suspicious activity

  • System usage patterns

You can also:

  • Search logs

  • Adjust pagination

6. Editing an Admin User

 To update user details:

  1. Open the three-dot menu

  2. Select Edit

You will be redirected to the Edit Users page.

Editable fields include:

  • Profile Image

  • Name

  • Phone Number

  • Email Address

  • Role

After making changes, click Save.

Changes apply immediately.

7. Deleting an Admin User

To remove an admin account:

  1. Click the three-dot menu

  2. Select Delete

  3. Confirm deletion

⚠️ Important:
Deleting a user permanently removes their admin access.
It does not delete system records or logs associated with their actions.

8. Activating or Deactivating Users

The Status toggle on the Users page indicates whether the admin account is active.

  • Active – User can log in

  • Disabled – User cannot access the system

Deactivating is recommended instead of deleting when:

  • Employee leaves temporarily

  • Role is under review

  • Security access needs restriction

9. Search bar

Use the search bar to quickly find users by:

  • Name

  • Email

IN THIS ARTICLE