User Management

Goal: Add, edit, and manage staff accounts — including role assignments, location access, and permission overrides.

User Management is available to Super Admins, Directors, Case Managers, and Coordinators. Non-Super Admin users see only staff at their assigned location and can only assign roles below their own privilege level (cannot assign super_admin, director, or case_manager).

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Viewing All Users

1. Click Manage Users in the sidebar under Admin
2. The user list shows all accounts:
   • Name and email
   • Role — Super Admin, Director, Case Manager, Coordinator, Asst. Coordinator, Grant Writer, or Volunteer
   • Location — assigned location(s)
   • Status — Active or Inactive
   • Last login — when they last signed in

Adding a New User

1. Click Add User
2. Enter:
   • Email — must be the Google account they'll use to sign in
   • Name — first and last
   • Role — select from the 6 staff roles
   • Location — assign to one or more locations
3. Click Create

The user receives a Welcome to VoTech notification email with sign-in instructions.

Editing a User

1. Click on the user's name
2. You can change:
   • Role — promote, demote, or change role entirely
   • Location — reassign to a different location
   • Status — activate or deactivate
3. Click Save

Role Changes

Changing a user's role immediately changes what they can see and do. For example:

• Coordinator → Case Manager — they gain ability to edit student data and access Tier 2
• Case Manager → Grant Writer — they lose edit access and Tier 2 access, gain multi-location read-only. Note: Grant Writers cannot access view_contact_info and are routed through the students_grant_safe view which excludes SSN, ACE data, case notes, and life stories

Deactivating a User

When someone leaves the organization or no longer needs access:

1. Open their user record
2. Set Status to Inactive
3. Click Save

Deactivated users:

• Cannot sign in
• Are removed from active staff lists
• Keep their historical records (audit trail, authored notes, attendance they took)

Permission Overrides

For situations where the standard role doesn't fit exactly, permission overrides are managed within the Edit User dialog (not a separate page):

1. Click on the user's name to open the Edit User dialog
2. Scroll to the Permission Overrides section at the bottom
3. Toggle specific permissions on or off beyond their role's defaults
4. Click Save

Examples:

• Give a Coordinator temporary access to edit student records during a Case Manager's absence
• Allow a Director to access a specific location outside their county
• Restrict a specific user from a feature they'd normally have access to

Email Editing (Super Admin Only)

Super Admins can update a user's email address directly:

1. Click on the user's name to open the Edit User dialog
2. Edit the Email field
3. Click Save

This calls the admin_update_user_email RPC to update both the profile and the authentication record simultaneously.

Tips & Common Mistakes

Related Guides

• Understanding Your Role — what each role can do
• Permission Matrix — complete feature × role grid
• Reviewing Applications — activating new account requests
• Backup, Audit & System Settings — audit trail