Manage User Access

Manage User Access

Configure user accounts, roles, and permissions for system access control.

Time required: 10-15 minutes per user

Module: base, openeducat_core

User role: System Administrator

Prerequisites

• System Administrator role
• Access rights policy defined
• User information available

Steps

Step 1: Navigate to Users

1. Go to Settings -> Users & Companies -> Users
2. Click Create to add new user

Step 2: Enter User Information

Field	Required	Description	Example
Name	Yes	Full name	”Dr. Jane Smith”
Email	Yes	Login email	”jane.smith@school.edu”
Login	Yes	Username	”jane.smith@school.edu”

Step 3: Set User Type

Type	Description	Use Case
Internal User	Full system access	Staff, Faculty
Portal User	Limited self-service	Students, Parents
Public User	No login required	Website visitors

Step 4: Assign Access Rights

In the Access Rights tab:

Application	Access Level
OpenEduCat	Admin / Manager / User
Contacts	Create / Edit / View
Calendar	All / Own
Discuss	User

Step 5: Configure OpenEduCat Rights

Role	Description	Permissions
Admin	Full control	All operations
Manager	Department head	Create, Edit, View
User	Standard user	View, Limited edit
Faculty	Teaching staff	Subject-related
Student	Enrolled student	Own records

Step 6: Set Multi-Company Access

If multiple institutions:

Setting	Description
Allowed Companies	Can access
Default Company	Initial login
Inter-company	Cross-company access

Step 7: Configure Two-Factor Auth

Setting	Description
Enable 2FA	Require second factor
Method	TOTP app, Email, SMS
Enforce	Mandatory for role

Step 8: Save User

Click Save to create the user account.

OpenEduCat User Roles

Academic Roles

Role	Access	Typical Users
Academic Admin	All academic	Registrar
Exam Controller	Examinations	Exam office
Faculty	Teaching	Teachers
Student	Own records	Students

Administrative Roles

Role	Access	Typical Users
System Admin	Full access	IT Admin
HR Admin	Staff records	HR team
Finance Admin	Fees, payments	Accounts
Library Admin	Library ops	Librarian

Bulk User Creation

For multiple users:

1. Prepare CSV with columns:
   • Name
   • Email
   • Login
   • Groups
2. Go to Action -> Import
3. Map fields and import

Password Management

Action	Description
Set Password	Admin sets password
Send Invitation	User sets own password
Reset Password	Send reset link
Force Change	Require change on login

Security Policies

Policy	Setting
Min Password Length	8 characters
Require Complexity	Upper, lower, number
Password Expiry	90 days
Lock After Failures	5 attempts

Field Reference

User (res.users)

Technical Field	UI Label	Type	Notes
name	Name	Char	Full name
login	Login	Char	Username/email
email	Email	Char	Email address
groups_id	Groups	Many2many	Access rights
active	Active	Boolean	Account status

Access Groups

Technical Field	UI Label	Type	Notes
name	Name	Char	Group name
category_id	Category	Many2one	App category
implied_ids	Inherits	Many2many	Parent groups
users	Users	Many2many	Group members

Troubleshooting

User cannot login

1. Verify account is Active
2. Check password is set
3. Confirm login email is correct
4. Review account lock status

Missing menu items

Check user has appropriate access groups assigned.

Permission denied errors

Review access rights and group assignments for the specific model.

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Related: Manage Portal | Configure Email