CHAPTER 2: USER OVERVIEW
What is a User in Qanban? A user in Qanban represents an individual who has access to the platform and interacts with the workspace. Users can be team members, clients, or stakeholders assigned specific roles within a project or workspace.
Why is User Management Important?
- Team Collaboration: Assigning users ensures everyone knows their tasks, responsibilities, and access levels, promoting seamless teamwork.
- Security: Proper user management protects sensitive information by controlling who can view or modify data.
- Accountability: By assigning tasks to specific users, teams can track progress and measure performance.
- Efficiency: Organizing users according to roles and responsibilities helps streamline workflows and communication.
2.1: User Roles Overview
What are User Roles in Qanban? User roles define the level of access and permissions an individual has within a workspace or project. They ensure the right people can perform the appropriate actions without overstepping boundaries.
Roles Definition
| Account Owner | Account Owner owns everything on the account level with unlimited power. It has full access control on account level including all the workspaces the account might have. |
| Account Admin | Account Admin manages everything on the account level with limited power. It has limited access control on account level including all the workspaces the account might have. |
| Workspace Admin | Workspace Admin manages everything on the workspace level It has full access control specific to the workspace assigned to them except people management. |
| Client Representative | Client Representative represents a particular client organisation as a stakeholder |
| Client Manager | Client Manager act as a glue between the business and the client. Similar to Sales or Account Manager, they manage relationship and requirement pipelines. It has full access to manage client. However it does not have full access to manage portfolio, program, project, department and internal team. |
| Portfolio Manager | Portfolio Manager manages the company’s strategic portfolio level of initiative/work. It has full access to manage portfolio, program and project. However it does not have full access to manage clients, department and internal team |
| Program Manager | Program Manager manages the company’s strategic program level of initiative/work. It has full access to manage program and project. However it does not have full access to manage clients, portfolio, department and internal team |
| Project Manager | Project Manager manages the company’s strategic project level of initiative/work. It has full access to manage project. However it does not have full access to manage clients, portfolio, program, department and internal team |
| Department Manager | Department Manager manages the company’s department. It has full access to manage department and internal team. However it does not have full access to manage clients, portfolio, program and project |
| Team Leader | Team Leader manages the company’s team. It has full access to manage internal team. However it does not have full access to manage clients, portfolio, program, project and department. |
| Team Members | Team Member represents everyone in team level. It has full access to manage internal team work items. However it does not have full access to manage clients, portfolio, program, project, department and team. |
Benefits of Role-Based Access:
- Clarity: Clearly defines responsibilities and boundaries.
- Control: Protects sensitive data by restricting access to authorized users.
- Customization: Adapts to the unique needs of each team or project.
This structured approach to user management ensures that Qanban remains secure, efficient, and user-friendly for teams of all sizes.
2.2:Case Study: Implementing Role-Based Access Control (RBAC) in Qanban
Scenario:
A software development company uses Qanban to manage its projects, clients, and internal teams. With over 100 employees and multiple ongoing projects, the company requires a robust RBAC (Role-Based Access Control) system to streamline operations and secure data.
Challenges:
1. Complex Access Needs: Different departments, such as Development, Sales, and Client Relations, have unique data access requirements.
2. Data Security: Sensitive client and financial data must be protected from unauthorized access.
3. Operational Efficiency: Managers need precise control over team activities without disrupting other departments’ workflows.
RBAC Implementation in Qanban
Step 1: Defining User Roles
1.1 Account Owner: The CEO owns and oversees the entire Qanban account with unrestricted access across all workspaces.
1.2 Account Admins: Each department has an Account Admin responsible for managing their departmnet. For example: Development department , Sales Workspace department & Marketing Workspace department
1.3 Project Managers: Each project (e.g., “Client A Web App”) has a dedicated Project Manager responsible for task management within their assigned projects.
1.4 Team Leaders: Specific teams within the Development department (e.g., Front-End Team, Back-End Team) are led by Team Leaders.
1.5 Client Representatives and Managers: The Client Relations team manages interactions with clients through roles such as Client Representative and Client Manager.
Step 2: Assigning Permissions
Permissions control who can view, edit, or manage specific resources (e.g., projects, tasks, users).Example: A Team Member can view and update tasks assigned to them but cannot delete projects.
Outcomes of Using RBAC in Qanban
1. Improved Security: Sensitive client data remains accessible only to authorized roles, reducing the risk of data breaches.
2. Streamlined Operations: Clear role definitions minimize overlaps and ensure everyone focuses on their responsibilities.
3. Enhanced Collaboration: Teams work efficiently within their boundaries, while managers retain oversight of the larger picture.
4. Scalability: As TechVibe Solutions grows, new users can easily be added and assigned appropriate roles without disrupting workflows.
Conclusion:
The RBAC model in Qanban enabled the company to manage complex projects, protect sensitive data, and foster collaboration across teams. This structured approach allowed the company to operate more securely and efficiently, making it easier to scale its operations.
2.3 Step-by-Step Method for Inviting Users via the Left Menu Bar
Step 1: Access the People Section
- Log in to your Qanban workspace.
- On the left menu bar, locate and click on the People section.
Step 2: Start the Invitation Process
- Inside the People section, click on the Invite button ( located at the top-left corner or within the section).
- A form will appear for adding new users.
- Fill in the details and verify the email address.
- Once all is done, click save.
Step 3: Notify your team members.
- Once you click the invite button, email notifications will be sent to your team members.
- Once they click on the link, give them the password you’ve set for them.
- Your team member sign in with the password and email address you’ve registered for them.
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