Managing ReefGuide user

User Roles

ReefGuide has three user roles:

  • ADMIN: Full system access including administrative functions and job management
  • ANALYST: Standard user access to launch jobs and view results
  • DEFAULT: No system access (placeholder for future use)

New users who register themselves receive no roles initially and cannot access the system until an admin grants them appropriate permissions.

Getting Users Into the System

Self Registration

Users can create their own accounts by visiting the login page and clicking “Register”. After registration, they see a message explaining they need to contact an administrator for access permissions.

login

manual

Admin Creates User Directly

Administrators can create user accounts through the web interface:

  1. Log into ReefGuide
  2. Click profile icon (top right) → Manage Users → Add User
  3. Enter email, password, and assign roles

Pre-authorization allows admins to set up user permissions before the user registers. When the user eventually creates their account, they automatically receive the pre-assigned roles.

This approach lets users set their own passwords while ensuring they get the right permissions immediately upon registration.

Managing User Roles

Web Interface (Simple Changes)

For individual users or small changes:

  1. Log into ReefGuide → Profile icon → Manage Users
  2. Find the user in the list
  3. Click the three dots menu → Edit Roles
  4. Select or deselect roles as needed

Command Line Interface (Bulk Changes)

For multiple users or complex operations, use the CLI tools. First, set up the CLI.

Single User Changes 

# Give someone admin access
pnpm start preapproval add-users "user@example.com:ADMIN"

# Give multiple roles
pnpm start preapproval add-users "user@example.com:ADMIN,ANALYST"

Bulk User Changes

Create a CSV file with this format:

email,roles
user1@company.com,ADMIN;ANALYST
user2@company.com,ANALYST
newuser@company.com,ADMIN

Then import it:

pnpm start preapproval add-users-bulk users.csv

Export Current Users

Generate a CSV of all current users (useful for bulk editing):

# Basic export
pnpm start user-audit export users.csv

# Include pending pre-approvals
pnpm start user-audit export users-full.csv --include-pre-approvals

Workflow tip: Export users, edit the CSV in Excel, then import the changes back.

View Pre-Approvals 

# See all pre-approvals
pnpm start preapproval list

# See only unused pre-approvals
pnpm start preapproval list --used false

How Role Changes Work

Adding roles: The CLI only adds roles, never removes them. If someone has ANALYST and you give them ADMIN, they end up with both roles.

Removing roles: Use the web interface to remove roles from users.

Existing vs new users:

  • Existing users get role changes immediately
  • New users get pre-approvals that activate when they register

Password Management

Admin Changes User Password

  1. Log into ReefGuide → Profile icon → Manage Users
  2. Find the user → three dots menu → Change Password
  3. Enter the new password

User Changes Own Password

This feature is not yet implemented. Users currently need to contact administrators for password changes.

Common Workflows

New employee starting:

# Set up access before they register
pnpm start preapproval add-users "newemployee@company.com:ANALYST"

Promote multiple users to admin:

pnpm start preapproval add-users "user1@company.com:ADMIN" "user2@company.com:ADMIN"

Monthly user review:

# Export all users for review
pnpm start user-audit export "user-audit-$(date +%Y-%m).csv" --include-pre-approvals

Bulk role updates:

  1. Export current users: pnpm start user-audit export current-users.csv
  2. Edit the CSV file with desired changes
  3. Import changes: pnpm start preapproval add-users-bulk current-users.csv