This guide provides a comprehensive overview of user account management within the Evolution Platform. It explains the critical importance of properly managing staff user accounts across all integrated systems, including Lightspeed, Vital, and Xero. Effective user account management is foundational for maintaining robust system security, ensuring data integrity, and streamlining daily business operations by assigning appropriate roles and permissions.

Overview

User accounts in the Evolution Platform are managed to ensure each staff member has the appropriate level of access to perform their duties. Understanding the fundamental concepts of roles, permissions, and how these apply across different systems is paramount to effective user management.

• Role-Based Access: The Evolution Platform, and its integrated systems like Lightspeed, Vital, and Xero, utilise a role-based security model. This means that access permissions are primarily defined and assigned based on a user's designated role (e.g., Admin, Technician, Retail Associate, Scheduler, Inventory Manager, Business Manager). While some individual permissions can be adjusted, roles provide a foundational and efficient way to manage access rights.
• The "One Poolwerx Way": Adhering to the "one Poolwerx Way" for user access is crucial. This policy dictates that you should always assign the least privilege necessary for a user to perform their job effectively. Over-permissioning (giving more access than needed) is a significant security risk and can lead to accidental data modifications or operational errors. Consistent application of roles prevents unauthorised actions or data discrepancies across the franchise network.
• System-Specific User Management: A critical aspect of the Evolution Platform is that user access is managed separately for each integrated system (Lightspeed, Vital, Xero). This means that simply creating a user account in one system does not automatically grant them access or permissions in another. For each new staff member or when a staff member's role changes, you will need to:
  • Create or update their user account in each system they require access to.
  • Assign the appropriate role and permissions within that specific system.
  • For example, a new technician will need an account and permissions in Vital for job assignments, and in Lightspeed for stock transfers.
• Data Flow & Impact of Permissions: Incorrect user permissions can lead to significant issues with data flow and reporting. For instance, if user mappings are incorrect, Vital invoices might post to the wrong outlet, causing financial discrepancies. Always ensure that the user accounts assigned to automated processes or integrations have the correct and necessary permissions.
• User Aliases: If a new employee does not have their own mailbox, please ask 3ICT to create a free-of-charge email alias for them. This ensures each user has a unique login identifier.
• Prerequisites:
  • You must possess Admin user permissions in the relevant systems (e.g., Lightspeed, Xero) or be able to log a support ticket for systems like Vital, where direct user management is not available.
  • A clear understanding of each staff member's role and the specific tasks they will perform within the Evolution Platform.

Key Considerations & Best Practices

Privilege

Always grant only the minimum necessary permissions for a user to perform their job function. This is the cornerstone of robust security.

Access Reviews

Periodically (e.g., quarterly or bi-annually) review all active user accounts and their assigned roles/permissions across Lightspeed, Vital, and Xero. Ensure that access is still appropriate for current job responsibilities.

Prompt Updates

When an employee leaves Poolwerx or changes roles significantly, deactivate their user accounts in all relevant systems immediately. This prevents unauthorised access and maintains data security.

Unique Accounts

Each staff member must have their own unique user account and login credentials. Sharing accounts is a security risk and makes auditing user activity impossible.

Strong Passwords & MFA

Encourage all users to create strong, unique passwords. If Multi-Factor Authentication (MFA) is available within any of the systems, enable and enforce its use for an extra layer of security.

Training

Ensure all staff members are adequately trained on how to use the functionalities relevant to their specific roles within each system. Refer to the "Assessing Staff Proficiency: Common Task Guide" for role-based checklists.

Frequently Asked Questions (FAQ)

Related Guides & Next Steps

To perform specific user management actions within each system, please refer to the dedicated guides below. Each guide will detail adding, editing and deactivating users in each system:

• Lightspeed: How to Manage User Accounts 
• Vital: How to Manage User Accounts 
• Xero: How to Manage User Accounts