Core Admin

Overview

Core Admin is your central hub for managing the foundational elements of SBN—users, locations, and permissions. This is where you configure who can access the system, what they can see and do, and how your organizational structure is represented throughout the platform.

Core Admin consists of three main areas:

Users - Individual accounts with assigned roles and location access. User configuration determines what actions people can perform and which data they can view.

Teams - Groups of users organized for collaborative work and filtered data views.

Locations - The hierarchical structure representing your facilities, areas, and workspaces. Locations control data visibility and determine which records users can access.

The Users Tab

The Users tab provides complete user account management—creating accounts, assigning roles, granting location access, and managing account status.

Key Controls

Add User - Dropdown menu to create new users or add lite users

Search - Text-based search for usernames and names

Role - Dropdown to filter users by assigned role

Active - Dropdown to filter by active/inactive status

Type - Dropdown to filter by user type

Location Access - Dropdown to filter by location assignments

User List Columns

The Users table displays key information about each user:

• Checkbox - Select users for bulk operations
• Name - User's full name (First Last)
• Username - Login identifier
• Admin - Checkmark indicates Administrator status
• View All Locations - Checkmark indicates global location access
• Delete Icon - Removes user account (appears on hover)

Understanding User Roles

SBN uses six distinct role types that control what users can do within each module:

Administrator - Complete system access including user management, location configuration, and all module functions. Administrators don't require role or location assignments—they have access to everything.

Power User - Access to data from assigned locations with read/write access to all records in those locations. Can also create and manage app-specific administrative records like templates. Cannot manage users or system settings.

Standard User - Access to data from assigned locations with read/write access to all records in those locations. This is the most common role for operational staff.

Collaborator User - Access to data from assigned locations with read access to all records in those locations. Has read/write access only to records they own.

Solo User - Access limited to data from assigned locations where they are the owner. Has read/write access only to records they own. Use for contractors or limited-access personnel.

Read Only User - Access to data from assigned locations with read-only access to all records. Cannot create or edit anything. Ideal for auditors or executives who need visibility without modification rights.

Lite User - Special external user type who can only access specific records and data shared with them via email or QR code. No system login required.

Creating a New User

To create a new user:

1. Click the Users tab in Core Admin
2. Click the Add User dropdown button
3. Select New User
4. Complete the Details tab with required information:
   * Username (required)
   * First Name (required)
   * Last Name (required)
   * Email (required)
   * Phone (optional)
   * Title (optional)
5. Click Create User

The user account is created in a basic state. You'll need to assign roles and locations next.

Assigning User Roles

After creating the user, configure their permissions:

1. Click the Roles tab
2. For each module (Inspect, Asset, Engage, Process), click the dropdown
3. Select the appropriate role level
4. (Optional) Check Remove ability to create and edit assets if you want this user to have view-only access to assets while maintaining their assigned role in other modules
5. Or click one of the blue role labels (Power, Standard, Collaborator, Solo, Read Only) at the bottom to apply that role across all modules at once
6. The roles save automatically

Note: The blue role labels at the bottom are shortcuts. Clicking any of these labels (Power, Standard, Collaborator, Solo, Read Only) will set all four modules above to that role simultaneously.

Assigning Location Access

Location assignments determine which data users can see:

1. Click the Location Access tab
2. The left panel shows "General" settings:
   * View all locations - Grants blanket location access to all current and future locations. Typically reserved for Administrators.
   * Location Collaborator - Allows the user to add locations to the hierarchy on their mobile device on the fly
3. The right panel shows "Add access" where you can assign individual locations:
   * Use the search field to find specific locations
   * Click the folder icon next to a location to expand sub-locations
   * Check the box next to each location you want to assign
   * Click Add Locations to User
4. Assigned locations appear in the left panel under "Individual location access"

Note: Non-Administrator users must have at least one location assigned (or "View all locations" enabled) or they won't see any records in the system.

Optional User Settings

Available in the Details tab:

Enable Team Filter - Restricts the user to seeing only team members in dropdown lists. Useful in large organizations.

Create Public Records - Allows the user to share permits and records with external parties.

Lite User - Converts this to a lite user account (external access only).

Default Asset Location - Pre-selects a specific location when this user creates asset records.

Display Inactive - Shows inactive locations in the user's location dropdowns.

Editing Existing Users

To modify an existing user account:

1. Click on the user's name in the Users table
2. Make changes in any of the four tabs:
   * Details - Personal information and user settings
   * Roles - Module-specific permissions
   * Location Access - Which locations the user can access
   * Account - Password reset and account status
3. Click Update User when finished

Changes take effect immediately—users may need to log out and back in to see permission changes.

Deleting a User

To delete a user account:

1. Locate the user in the Users table
2. Hover over the user's row until the trash can icon appears
3. Click the trash can icon
4. Confirm deletion in the warning dialog
5. Click Yes

Note: Deleting a user removes their access but does not delete records they created. Those records remain in the system and transfer ownership based on your organizational settings.

Searching and Filtering Users

Text Search

1. Enter a name or username in the search field at the top
2. The list filters automatically as you type
3. Clear the field to show all users

Filter Dropdowns

Use the dropdown filters to narrow down the user list:

• Role - Filter users by assigned role (Power, Standard, etc.)
• Active - Filter by active or inactive status
• Type - Filter by user type
• Location Access - Filter by location assignments

The Teams Tab

The Teams tab allows you to create and manage groups of users for collaborative work and filtered data views. Teams help organize users into logical groups based on departments, projects, or work functions.

Key Controls

Add Team - Creates a new team

Team List Columns

The Teams table displays key information about each team:

• Name - The team name (sortable)
• Description - Additional details about the team's purpose (sortable)
• Edit - Opens the team for editing (clickable button)
• Remove - Deletes the team (clickable button)

Creating a Team

To create a new team:

1. Click the Add Team button
2. In the "Create a Team" dialog, enter the Team Info:
   * Name (required) - Enter the team name
   * Description (optional) - Add details about the team's purpose
3. In the Add Users section:
   * Use the search field to find users
   * Check Display Inactive? to include inactive users in the search
   * Check Display Lite Users? to include lite users in the search
   * Select users from the list by clicking on them
4. Click Create (button location may vary)

The team is now created with the selected members.

Editing a Team

To edit an existing team:

1. Find the team in the list
2. Click the Edit button next to the team
3. Modify the team name or description as needed
4. To remove a member: Find the user in the member list and click Remove next to their name
5. To add members: Search for and select additional users from the user list
6. Save your changes

The team is updated with the new configuration.

Deleting a Team

To delete a team:

1. Find the team in the list
2. Click the Remove button next to the team
3. Confirm the deletion when prompted

Note: Deleting a team does not delete the user accounts that belong to it.

How Teams Work with Other Features

Teams are used throughout SBN to:

• Filter dropdown lists when "Enable Team Filter" is enabled on a user account (in Users > Details tab)
• Organize users for reporting and collaboration
• Group users by department, project, or function for easier management

The Locations Tab

The Locations tab displays your organizational hierarchy and allows you to build, edit, and manage location structures at any level of complexity.

Key Controls

Add Location - Creates a new top-level location or sub-location within the hierarchy

Search - Filters the locations list based on text input

Location List Columns

The Locations table displays key information about each location:

• Name - The location identifier as it appears throughout SBN
• Sub-Locations - Link to view and manage locations nested beneath this level (appears on hover, clickable)
• Permissions - Access to view users with access to the selected location and sub-locations (appears on hover, clickable)
• Delete Icon - Removes the location (appears on hover)

Creating a Location

To create a new location:

1. Click the Locations tab in Core Admin
2. Click the Add Location button
3. Enter the Location Name in the text field
4. (Optional) Enter a CERS ID
5. (Optional) Enter a Barcode for mobile device scanning
6. Click Save

The new location appears in your locations list immediately.

Creating Sub-Locations

Build hierarchical location structures to match your organizational layout:

1. Find the parent location in the locations list
2. Hover over the location row until Sub-Locations and Permissions appear
3. Click Sub-Locations next to that location name
4. Click Add Location in the sub-locations view
5. Enter the sub-location name
6. Click Save

You'll see a breadcrumb trail showing the hierarchy path (e.g., "1. Orlando Refinery > Crude > #1 CRUDE").

Note: SBN supports unlimited hierarchy levels. Common structures include: Region > Site > Building > Floor > Area > Equipment.

Viewing Location Permissions

To see which users have access to a specific location:

1. Find the location in the locations list
2. Hover over the location row until Sub-Locations and Permissions appear
3. Click Permissions
4. You'll see a list of users with access to the selected location and its sub-locations

Editing a Location

To edit an existing location:

1. Click on the location name in the list
2. Modify the Location Name or Barcode field
3. Click Save

Changes apply immediately across all modules.

Deleting a Location

To delete a location:

1. Hover over the location row until the trash can icon appears
2. Click the trash can icon
3. Confirm deletion in the warning dialog

Note: Deleting locations that have associated records or assigned users may cause data access issues. Verify the location is unused before deletion.

Searching Locations

To search for specific locations:

1. Click into the search field at the top of the page
2. Type any part of the location name
3. The list filters automatically as you type

Clear the search field to return to the full locations list.