Users: Account and Access Management in Diamond Operations Pro

Module purpose

The "Users" module helps answer key questions such as:

• Who has access to the system?
• What permissions does each person have?
• Which users have administrative access?
• Which accounts need an invitation?
• Which access should be updated, closed, or removed?
• Which user is linked to an employee or client?

Managing users correctly helps protect company information and keeps operations organized.

Users, employees, and clients: an important difference

Before creating an account, it is important to understand the difference between these concepts.

User
The account that allows someone to sign in to Diamond Operations Pro.

Employee
A person related to the company’s internal operation. An employee can be linked to a user account if they need access to the system.

Client
A person or entity related to the company’s services. A client can also be linked to a user account if they need access.

Example:

An employee may exist in the system to be assigned to jobs, schedules, or tasks. However, if that person needs to access Diamond Operations Pro, they also need a user account.

Who should manage users

This module should only be used by authorized people, such as:

• Owners.
• Administrators.
• Users responsible for security.
• Staff in charge of internal access.
• Supervisors authorized to request access changes.

Because changes in this module can affect permissions, navigation, and security, access should not be given to users who do not have administrative responsibility.

When to use the "Users" module

Use this module when you need to perform actions related to access accounts.

For example:

• Create an account for someone who needs to access the system.
• Assign a role to a user.
• Change permissions or responsibilities.
• Send an access invitation.
• Resend an invitation.
• Link an account to an employee.
• Link an account to a client.
• Sign out an active user.
• Remove or deactivate access that should no longer be used.
• Review who has administrative permissions.

Main parts of a user account

Each account can include information related to access and security.

Identification information

This includes information such as name, email address, or username. This information identifies the person who will have access to the system.

Assigned role

The role defines what the user can see and do. It is important to assign the correct role based on the user’s real responsibilities.

Employee link

When the user belongs to the internal team, the account can be linked to an employee. This helps connect the access account with that person’s operational information.

Client link

When the user represents a client, the account can be linked to a client within the system.

Invitation

The invitation allows the user to activate or complete their access. Before sending it, always confirm that the email address is correct.

Active session

An active session means the user is currently signed in to the system. In some cases, it may be necessary to end that session for security reasons or after important changes.

After saving, verify that the user appears correctly in the list and has the expected role.

Role changes can modify what the user sees in the menu and which actions they can perform.

Sending or resending an invitation

The invitation allows the user to activate access to the system.

Before sending it:

• Confirm that the email address is written correctly.
• Verify that the user has the appropriate role.
• Make sure the account belongs to the correct person.
• Confirm whether the invitation should be sent or resent.

To send an invitation:

1. Open the corresponding user.
2. Review the email address.
3. Use the invitation action.
4. Tell the user to check their email.
5. If they do not receive it, ask them to check their spam or junk folder.

If the invitation does not arrive, review the email address, try resending it, and validate the email configuration if necessary.

Signing out a user

In some cases, it may be necessary to sign out an active user.

This may apply when:

• Important permissions were changed.
• A user keeps previous access.
• A person no longer works with the company.
• A security situation is detected.
• Access needs to be cut off immediately.
• The user appears connected and must leave the system.

Signing out the user requires them to sign in again. This helps permission changes apply correctly and reduces the risk of unauthorized access.

Best practices

To manage users safely:

• Do not share one account between multiple people.
• Create an individual account for each user.
• Assign the minimum role needed.
• Review administrative users frequently.
• Deactivate or remove access that is no longer used.
• Confirm the email address before sending invitations.
• Avoid creating duplicate users.
• Sign out users when there are important permission changes.
• Review permissions after team changes.
• Keep the relationship between user, employee, and client updated.

Good user management protects information and improves operational control.

Expected result

By the end, the administrator should be able to:

• Create access accounts correctly.
• Assign appropriate roles.
• Link users to employees or clients when applicable.
• Send and resend invitations.
• Update permissions based on responsibilities.
• Sign out active sessions when necessary.
• Review users with administrative access.
• Remove or deactivate access that is no longer used.
• Maintain security and access control within Diamond Operations Pro.