User Management & Access ControlCore Module

User Accounts

1. Overview & Purpose

What are User Accounts?

User Accounts manages staff credentials, system login access, profile metadata, and primary operational role bindings. It serves as the root identity foundation for physical branch scoping, audit log attributions, and role-based access control.

Menu Location:User Management > Users

2. When to Use User Management

Frontline Cashier & Shift Operator Account Provisioning

A newly hired cashier joins a retail store outlet and requires register sign-in credentials before operating POS terminals.

Recommended Action:Create user with full name, unique handle, and email, assign role "Cashier", and immediately map account to the physical store branch under User Scopes.

Internal Promotion & Supervisory Role Escalation

An experienced cashier is promoted to Assistant Store Manager, requiring access to void tickets, approve customer returns, and audit shift drawer variances.

Recommended Action:Edit the existing user profile and reassign their role from "Cashier" to "Store Supervisor", preserving historical audit logs while elevating permissions.

Employee Offboarding & Emergency Credential Revocation

A staff member resigns or is terminated for security violations, requiring immediate termination of all system access privileges.

Recommended Action:Toggle isActive to false or execute soft deletion; the system immediately rejects subsequent authentication tokens across web and POS terminals.

Forensic Audit Log Attribution & Transaction Authorship

Internal compliance investigates an unauthorized inventory adjustment or cash register drawer shortage to pinpoint the exact author.

Recommended Action:Every transaction commit (invoices, stock cards, journal vouchers) permanently preserves the user ID as createdBy, ensuring indisputable individual accountability.

Multi-Branch Relief Manager Provisioning

A roaming relief manager fills in for vacationing store managers across multiple metropolitan outlets on alternating days of the week.

Recommended Action:Create a single user identity and assign multiple branch scopes in User Scopes, eliminating the security risk of sharing generic credentials.

3. Data Dictionary & Fields

Schema structure for the users identity table:

Field / Column	Input Type	Requirement	Description & Operational Guide
fullName	STRING(100)	Required	Full display name of the staff member.
username	STRING(50)	Required	Unique alphanumeric handle used to sign into the system.
email	STRING(100)	Required	Unique email address used for password recovery and notifications.
password	STRING	Required	Bcrypt-hashed authentication secret string.
phoneNumber	STRING(20)	Optional	Direct mobile contact number for operational communications.
roleId	INTEGER (FK)	Required	Foreign key to roles table determining RBAC authorizations.
isActive	BOOLEAN	Required	Status flag indicating whether login sessions can be authenticated.
profilePath	STRING	Optional	Relative storage URI path to uploaded profile picture.

4. Interface Preview

User account directory showing staff listings, assigned roles, status indicators, and modal editing controls.

inventories-web

Menu Location:Route: /admin/user-management/users

Screen Preview: User Accounts Directory Interface

Visual interface illustration and control layout for menu Route: /admin/user-management/users

1Add User Modal2Search & Status Filters3Role Profile Badges4Password Reset & Edit

User management console displaying employee names, username handles, emails, role assignments, and active session switches.

5. Creating a User Account

Open Users Directory

Open User Management > Users from the sidebar navigation.

Launch User Creation Form

Click Add User in the top-right toolbar to open the modal dialogue.

Fill Account Credentials

Enter Full Name, unique Username, Email, Phone Number, and a secure password.

Assign Operational Role

Select an active role from the dropdown (e.g. Cashier, Store Manager, Accountant).

Do not assign Super Admin unless the user requires unrestricted organization access.

Save & Provision Access

Click Submit. Next proceed to User Scopes to assign operational branches.

6. Updating Profile & Role

Locate Target User

Search by full name, email, or username in the user data table.

Open Edit Dialogue

Click the Pencil action button on the corresponding user row.

Modify Details or Reset Password

Update phone number, role, or input a new password if resetting credentials.

Save Changes

Click Save to apply profile changes immediately across active sessions.

7. Deactivating Accounts

Operational Dependency Notice

Deactivating an account blocks subsequent logins immediately. To preserve historical audit trails on invoices and inventory journals, user accounts undergo soft deletion rather than physical row destruction.

Verify Active Workstations

Ensure the user has closed all open POS shifts and clocked out of registers.

Deactivate Account

Set isActive to false in Edit dialogue, or execute Soft Delete from the table.

8. Cross-Module Impact

Target Subsystem	Relational & Transactional Effect
Regional User Scopes	Every user must be mapped to at least one physical branch before conducting store operations.
Point of Sale (POS)	Cashiers opening register shifts are authenticated and tracked by their user ID.
Audit Logs	All inventory movements, invoices, and journal entries preserve the creating user identity.

Operational Best Practices

Always enforce strong passwords containing uppercase, lowercase, numbers, and symbols.
Immediately map newly created accounts to User Scopes to avoid empty branch access errors.