Team Members & Roles
Give your staff their own logins, and control exactly what each of them can see and do. A front-desk employee might only renew customers and print vouchers, while your network technician manages routers but never sees payment settings.
How It Works
Roles - A role is a named set of permissions, such as "Front desk" or "Technician". You decide what each role is allowed to do.
Team members - Each person who logs in is given one role. Everyone with the same role has the same access.
Both are found under System Management in the sidebar: Role Management and User Management.
Who Can Manage Roles and Team Members
Only super admins (and XceedNet support staff helping your account) can see System Management, create roles, or add team members. Everyone else never sees these pages.
The Super Admin Role
Every account starts with a built-in super_admin role, marked Full access in the role list. Super admins:
- Can do everything in the portal, including features added in future updates.
- Are the only people who can manage roles and team members.
The super_admin role can't be edited or deleted. Click its 👁 icon to see what it covers.
Keep at Least One Super Admin
Your account must always have at least one enabled super admin. The portal won't let you demote, disable or remove the last one, so you can never lock yourself out.
Creating a Role
- Go to System Management → Role Management and click + Add.
- Enter a Role Name (for example "Front desk") and, optionally, a Description of who it's for.
- Tick the permissions this role should have.
- Click Create Role.
The permission list is grouped by area. Each area has a checkbox on the left that selects or clears all its actions at once, and there are Select all and Clear links at the top. A counter shows how many permissions are selected (for example "12 of 46 permissions selected").
View Comes Automatically
Every action in an area needs that area's page to open, so ticking any action (like Change password) also ticks View for that area. Unticking View clears the whole area.
Editing and Deleting Roles
Click the ✏️ icon on a role to change its name, description or permissions. Changes apply to everyone with that role straight away; each person sees the updated menus the next time they load the portal.
Click the 🗑 icon to delete a role. A role that's still assigned to team members can't be deleted - move them to another role first. The Users column in the list shows how many people have each role.
What Each Permission Allows
Subscribers & sales
| Area | Permission | Lets the team member |
|---|---|---|
| Dashboard | View dashboard | See the dashboard and its statistics |
| Subscribers | View | See the customer list, customer details, session history and audit log |
| Create | Add new customers | |
| Edit details | Change a customer's name, contact details, status and device limit | |
| Delete | Delete customers | |
| Renew / assign package | Renew a customer or give them a plan | |
| Disconnect session | Kick a customer's active session | |
| Change password | Set a new WiFi password for a customer | |
| Add / remove devices | Manage a customer's registered devices | |
| Reset payment attempts | Reset a customer's online payment attempt count | |
| Export CSV | Download the customer list | |
| Package Sales | View / Edit | See package sales, and edit a sale (for example its validity) |
| Online Sessions | View | See who is connected right now |
| Vouchers | View | See voucher series and vouchers |
| Create series / generate | Create voucher series and generate codes | |
| Edit / activate | Edit series and activate or use vouchers | |
| Delete | Delete vouchers and series | |
| Print / export | Print vouchers and export them to CSV |
Network
| Area | Permission | Lets the team member |
|---|---|---|
| Operator Packages | View / Create / Edit / Delete | Manage your WiFi plans |
| Locations | View / Create / Edit / Delete | Manage your locations |
| NAS Devices | View | See routers, including unknown routers trying to connect |
| Create | Add routers, including from the unknown routers list | |
| Edit / VPN keys | Edit routers, check VPN status, download VPN configuration and regenerate keys | |
| Delete | Remove routers | |
| View firewall logs | Open a router's firewall logs and archived logs | |
| Splash Pages | View / Create / Delete | Manage your login page designs |
| Edit / upload images | Change a design and upload its images | |
| Access Requests | View / Delete | See and clear access requests |
Reports & settings
| Area | Permission | Lets the team member |
|---|---|---|
| Reports | View reports & transactions | See SMS reports, OTP requests and payment transactions |
| Reset OTP lockouts | Unlock a mobile number that's been locked out of OTP login | |
| General Settings | View | See your company and portal settings (read-only) |
| Edit | Change and save settings | |
| Payment Gateways | View | See which gateways are connected |
| Create / edit / delete | Connect gateways and change their credentials | |
| SMS Templates | View | See your SMS templates |
| Create / edit / delete | Change your SMS templates |
Picking From Lists
Some forms need a list from another area. For example, renewing a customer needs your plan list. People who can do the action can always pick from the list, even without permission to open that area's page.
What Team Members See
The portal adapts to each person's role:
- Menus - Pages they can't open are hidden from the sidebar. A menu group with nothing left in it disappears entirely.
- Buttons - Actions they can't perform (Add, Edit, Delete, Renew, Export and so on) are hidden.
- Settings - With View but not Edit for General Settings, the settings page is read-only and has no Save button.
- Home page - If a role can't see the Dashboard, the person lands on the first page they can open after logging in.
The same rules are enforced by the server, so a hidden action can't be performed any other way either. Someone who tries gets a "You don't have permission to do this" message.
Sensitive Settings
Your SMS gateway credentials are only shared with people whose role includes General Settings → View.
Adding Team Members
- Go to System Management → User Management and click + Add.
- Enter their Email.
- Choose their Operator Role.
- Optionally add a Designation (their job title).
- Save.
If the email is new to XceedNet, the person receives an email to set their password. If they already have an XceedNet login (for example, they work for another business on the platform), this account is simply added to the ones they can switch between.
Changing Someone's Access
- Different role - Edit the team member and pick another Operator Role.
- Temporarily block access - Set their Status to Deactivated. The next time they open the portal they're told their access has been disabled and are signed out. Set it back to Enabled to restore access.
- Remove them - Delete the team member. Their XceedNet login stays, but they no longer have access to your account.
Example Roles
| Role | Suggested permissions |
|---|---|
| Front desk | Subscribers: View, Create, Renew, Change password · Vouchers: View, Print / export · Online Sessions: View |
| Technician | NAS Devices: everything · Locations: View, Edit · Online Sessions: View · Access Requests: View |
| Accountant | Dashboard · Package Sales: View · Reports: View reports & transactions |
| Manager | Everything except Payment Gateways and General Settings → Edit |
Troubleshooting
A team member says a menu is missing
Check their role has View for that area. After you change a role, they need to reload the portal (or log in again) to see the new menus.
"You don't have permission to do this"
The action needs a permission their role doesn't have. Edit the role and tick it, or ask a super admin to.
I can't delete a role
It's still assigned to team members. Move them to another role in User Management, then delete it.
I can't demote or disable a super admin
They're the last enabled super admin. Make someone else a super admin first.
Upgrading From an Earlier Version
Roles that existed before permissions were introduced were given every permission, so nobody lost access. Review them in Role Management and untick what each role doesn't need.