User Management

The Users & Access section allows administrators to manage team member accounts, assign roles, and control access to DrillerDB features.

User Overview

Users vs Employees

DrillerDB distinguishes between two types of people:

Users - Team members with login access

• Have email and password credentials
• Assigned specific roles with permissions
• Can access DrillerDB based on role
• Count toward your subscription limit

Employees - Field crew members without login access

• Listed for scheduling and assignment purposes
• Do not have login credentials
• Do not count toward subscription limit
• Can be promoted to users if login needed

This distinction allows you to manage large field crews without paying for unnecessary licenses.

Adding Users

Creating a New User

To add a team member:

1. Go to Settings > Users & Access
2. Click Add User
3. Enter user information:
   • First and last name
   • Email address
   • Phone number (optional)
   • Initial password
4. Assign a role (Admin, Office, Field, or User)
5. Set permissions and access level
6. Click Create User

The new user receives a welcome email with login instructions.

Bulk User Import

For larger teams:

• Use CSV import to add multiple users
• Download template with required fields
• Upload completed CSV file
• Review and confirm user list
• Users are created in batch

Managing Users

User List View

The user list displays:

• User name and email
• Assigned role
• Last login date
• Active/inactive status
• Quick action buttons

Use search and filters to find specific users quickly.

Editing User Details

To update a user's information:

1. Click the user's name in the list
2. Modify details as needed:
   • Name and contact information
   • Role assignment
   • Permission overrides
   • Active status
3. Click Save Changes

Deactivating Users

Rather than deleting users, deactivate them:

• Maintains historical record of their work
• Preserves audit trail
• Can be reactivated later
• Does not count toward subscription limit

Deactivated users cannot log in but their past activity remains visible.

Password Management

Setting Passwords

Administrators can set or reset user passwords:

1. Go to user details
2. Click Reset Password
3. Choose method:
   • Send Reset Email - User creates own password
   • Set Password - Admin sets password directly
4. User must change password on first login

Password Requirements

Passwords must meet these criteria:

• Minimum 8 characters
• At least one uppercase letter
• At least one number
• At least one special character
• Cannot be a previously used password

Two-Factor Authentication

Optional enhanced security:

• Enable 2FA for individual users or entire company
• Uses authenticator app (Google Authenticator, Authy)
• Required on every login
• Backup codes provided for account recovery

Google Single Sign-On

Enabling Google SSO

Allow users to log in with Google accounts:

1. Go to Settings > Users & Access > SSO
2. Enable Google Sign-In
3. Configure allowed domains
4. Users see Google login option

Benefits of Google SSO:

• Faster login process
• No password to remember
• Automatic security updates from Google
• Can still use password as fallback

Domain Restrictions

For security, restrict Google SSO to your company domain:

• Only emails from your domain can use SSO
• Prevents unauthorized access
• Requires domain verification

Access Control

Role-Based Permissions

Users inherit permissions from their assigned role, but you can override specific permissions:

• Grant additional access to specific features
• Restrict access to sensitive areas
• Create custom permission sets
• Review permission changes in audit log

IP Restrictions

For enhanced security:

• Restrict login to specific IP addresses
• Useful for office-only access
• Whitelist VPN or static IPs
• Users see error if accessing from unauthorized location

Session Management

Control user session behavior:

• Session timeout duration (default: 8 hours)
• Concurrent session limits
• Force logout on all devices
• Remember device option

User Activity

Login History

Track user login activity:

• Last login timestamp
• Login location (IP address)
• Device information
• Failed login attempts

Review login history to identify security concerns.

Usage Statistics

View user engagement metrics:

• Number of projects created
• Reports generated
• Time spent in application
• Feature usage breakdown

Helps identify training needs and optimize workflows.

Subscription Limits

Active User Count

Monitor your user count against subscription:

• Current active users
• Subscription limit
• Available licenses
• Overage warnings

Adding More Users

If you reach your limit:

• Deactivate unused accounts to free licenses
• Upgrade subscription for more users
• Contact support to adjust plan

Billing adjusts automatically when adding users mid-cycle.