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Scout Console RBAC - User Management and Access Control

Getting Started​

Accessing Scout Console​

  1. Navigate to your organization's console URL:

    https://console.base14.io/your-organization

  2. Log in with your credentials:

    • Enter your email address
    • Enter your password
    • Click Sign In

  3. After successful login, you'll be redirected to the Console home page

The Scout Console has a sidebar with the following sections:

  • Users - Manage team members and their access (Admin only)
  • Organization - Configure organization details (Admin only)
  • Settings - Manage your personal account settings

Understanding Role-Based Access Control (RBAC)​

Scout Console uses Role-Based Access Control (RBAC) to manage user permissions. RBAC ensures that users only have access to the features and data they need to perform their job functions.

What is RBAC?​

RBAC is a security model where access permissions are assigned based on roles rather than individual users. When you assign a role to a user, they automatically receive all the permissions associated with that role.

How RBAC Works in Scout Console​

  1. Roles are assigned to users

    • Each user in your organization has one role (Admin, Editor, or Viewer)

  2. Roles determine permissions

    • The role defines what actions the user can perform

  3. Permissions are enforced

    • The system automatically allows or denies actions based on the user's role

  4. Roles can be changed

    • Admins can update user roles as responsibilities change

Scout Roles and Integration​

Scout Console roles are integrated with your monitoring dashboards:

Scout Console RoleConsole PermissionsDashboard Access
AdminFull administrative accessDashboard Editor
EditorView-only access to users and settingsDashboard Editor
ViewerMinimal read-only accessDashboard Viewer

Important: When you assign a role in Scout Console, it automatically determines the user's access level in dashboards.

User Management​

Available to: Admin role only

RBAC Note: Only users with the Admin role can manage other users. This permission is automatically granted to all Admins through the RBAC system.

Viewing Users​

  1. Click Users in the sidebar
  2. You'll see a table showing all users in your organization with:
    • Name and email address
    • Role (Admin, Editor, or Viewer)
    • Status (Active, Pending, Invited, Disabled)
    • Last active date

Inviting New Users​

  1. Click Users in the sidebar
  2. Click the Invite User button (top right)
  3. Fill in the invitation form:
    • Email Address: User's work email
    • First Name: User's first name
    • Last Name: User's last name
    • Role: Select from Admin, Editor, or Viewer
  4. Click Send Invitation
  5. The user will receive an email with instructions to set up their account

Note: The role you select determines what the user can do in Scout Console, their access level in dashboards and alerts (Editor or Viewer), and which features they can access immediately upon login. The email domain must be in your organization's domain whitelist (see Organization Settings).

Changing User Roles​

Changing a user's role updates their permissions across all Scout services through RBAC.

  1. Navigate to Users
  2. Find the user you want to modify
  3. Click the ⋮ (three dots) menu on their row
  4. Select Change Role
  5. Select the new role from the dropdown:
    • Admin - Full administrative access + Dashboard & Alert Editor
    • Editor - View-only console access + Dashboard & Alert Editor
    • Viewer - Limited read-only access + Dashboard & Alert Viewer
  6. Click Update Role
  7. Changes take effect immediately

Important: Role changes take effect immediately:

  • Changes apply to all active sessions
  • Dashboard & Alert permissions update automatically
  • User may see different menu options upon page refresh
  • Downgrading from Admin removes administrative access immediately

Managing User Status​

  1. Navigate to Users

  2. Find the user you want to manage

  3. Click the ⋮ (three dots) menu on their row

  4. Select the appropriate action:

    Disable User:

    • Revoke all access to Scout Console and Dashboard & Alert
    • User cannot log in but account data is preserved
    • RBAC permissions are suspended but role assignment remains
    • Can be re-activated later by changing status to Active

    Enable User:

    • Restores access for a disabled user
    • RBAC permissions are reinstated based on assigned role
    • User can log in immediately with existing credentials
    • Dashboard & Alert access is automatically restored

    Resend Invitation:

    • Available only for users in "Invited" status
    • Sends a new invitation email to the user
    • Previous invitation link becomes invalid
    • Use this if the original invitation expired or was lost

    Reset Password:

    • Triggers a password reset email to the user
    • Does not change the user's role or permissions
    • User must create a new password before their next login
    • RBAC permissions remain unchanged

Searching Users​

  1. Navigate to Users
  2. Use the search box at the top of the user list
  3. Type to filter users by:
    • Name
    • Email address
  4. Results update automatically as you type
  5. Clear the search box to show all users again

Tip: Use search to quickly find users when auditing role assignments or reviewing access levels.

Organization Settings​

Available to: Admin role only

RBAC Note: Only users with the Admin role can modify organization settings. Editors can view these settings but cannot make changes.

Viewing Organization Details​

  1. Click Organization in the sidebar
  2. You'll see your organization information including:
    • Organization name
    • Industry
    • Website
    • Contact information (email, phone)
    • Billing address
    • Registered address
    • Domain whitelist settings

Domain Whitelist Configuration​

The domain whitelist controls which email domains can be invited to your organization. This works with RBAC to ensure only authorized users can be granted roles.

Understanding Domain Whitelist​

  • Enabled: Only users with email addresses from approved domains can be invited and assigned roles
  • Disabled: Any email address can be invited (not recommended for production)

Configuring the Whitelist​

  1. Navigate to Organization

  2. Scroll to the Domain Whitelist section

  3. Following these steps:

    • Select "Only allow specific domains"
    • Click Add Domain
    • Enter domain name without @ symbol (e.g., "yourcompany.com")
    • Click Add
    • Repeat for additional domains
    • Click Save Whitelist

    Recommended: Restricts role assignments to verified company domains

RBAC Integration: Domain whitelist acts as the first security layer before RBAC roles can be assigned. Users from non-whitelisted domains cannot be invited, preventing unauthorized role assignments.

Managing Domains​

Adding a Domain:

  1. In the Domain Whitelist section, click Add Domain
  2. Enter the domain (e.g., "example.com")
  3. Click Add
  4. Click Save Whitelist to confirm

Removing a Domain:

  1. Find the domain in the list
  2. Click the Remove (×) button next to it
  3. Click Save Whitelist to confirm

Warning: Users with email addresses from this domain can no longer be invited or assigned roles

Examples of Valid Domains:

  • yourcompany.com
  • subsidiary.yourcompany.com
  • example.org

Account Settings​

Available to: All users (all RBAC roles)

Viewing Your Profile​

  1. Click Settings in the sidebar
  2. You'll see your personal information:
    • Full name
    • Email address
    • Current role in the organization (determined by RBAC)
    • Account status
    • Last login date

Updating Your Profile​

  1. Navigate to Settings
  2. Click Edit Profile
  3. Update your information:
    • First Name: Your first/given name
    • Last Name: Your last/family name
  4. Click Save Changes

Note:

  • Changing your email address may require verification
  • Your role and RBAC permissions remain unchanged when updating profile information
  • Email domain must match the organization's domain whitelist

Logging Out​

  1. Click Logout on the left sidebar
  2. You'll be redirected to the login page
  3. Your session will be terminated securely across all Scout services

User Roles & Permissions​

Scout Console implements three RBAC roles, each with specific permissions:

Admin Role​

Full administrative access through RBAC with permissions to manage all aspects of the organization.

Best for: Team leads, IT administrators, department managers who need full control

Editor Role​

View-only console access with full dashboard editing capabilities.

Best for: Team members who need to create and manage monitoring dashboards but don't require user management access

Viewer Role​

Best for: Stakeholders, executives, contractors, or users who only need to view monitoring data without making changes

RBAC Permission Matrix​

FeatureAdminEditorViewer
Scout Console
View Users✅✅✅
Invite Users✅❌❌
Change User Roles✅❌❌
Disable/Enable Users✅❌❌
Reset User Passwords✅❌❌
View Organization Settings✅✅❌
Edit Organization Settings✅❌❌
Manage Domain Whitelist✅❌❌
Edit Own Profile✅✅✅
Dashboards & Alerts
View Dashboards✅✅✅
View Alerts✅✅✅
Create Dashboards✅✅❌
Create Alerts✅✅❌
Edit Dashboards✅✅❌
Edit Alerts✅✅❌
Delete Dashboards✅✅❌
Delete Alerts✅✅❌
Share Dashboards✅✅❌
Dashboard Settings✅✅❌

RBAC Best Practices​

Assigning Roles​

Follow the Principle of Least Privilege:

  • Assign the minimum role necessary for the user's job function
  • Start with Viewer role and elevate only when justified
  • Regularly review role assignments to ensure they're still appropriate

Security Best Practices​

  1. Regular Role Audits:

    • Review all user roles quarterly
    • Verify each user still requires their current role
    • Downgrade roles when responsibilities change
    • Document reasons for Admin role assignments

  2. Domain Whitelist:

    • Always enable for production environments
    • Only add verified company domains
    • Review whitelist when company domains change
    • Prevent unauthorized role assignments

  3. User Lifecycle Management:

    • Assign appropriate role during onboarding
    • Review role after probation period
    • Update role when responsibilities change
    • Disable account immediately upon departure

  4. Password Security:

    • Reset passwords every 180 days
    • Never share passwords
    • Use strong, unique passwords
    • Use password manager for secure storage

Operational Best Practices​

  1. Role Changes:

    • Document why role changes are made
    • Notify users before changing their roles
    • Test access after role changes
    • Review impact on dashboard access
    • Review impact on alert access

  2. New User Onboarding:

    • Start with Viewer or Editor role
    • Provide role-appropriate training
    • Share this user manual
    • Review access needs after first week

  3. Maintaining Multiple Admins:

    • Have at least 2 Admin users per organization
    • Document who the Admins are
    • Ensure continuity if an Admin leaves
    • Avoid single point of failure

  4. Monitoring RBAC Usage:

    • Track who has Admin access
    • Review user login activity
    • Audit role change history
    • Monitor for unusual access patterns

Common Tasks - Quick Guide​

How to: Invite a New User with Appropriate Role​

  1. Go to Users → Click Invite User
  2. Enter: First Name, Last Name, Email
  3. Select Role carefully:
    • Admin: Only if they need user management access
    • Editor: If they need dashboard editing (most common)
    • Viewer: If they only need to view dashboards
  4. Click Send Invitation
  5. User receives email with setup instructions
  6. Their RBAC permissions activate upon first login

How to: Change Someone's Role​

  1. Go to Users → Find the user
  2. Click ⋮ menu → Select Change Role
  3. Choose new role (consider dashboard and alert impact)
  4. Click Update Role
  5. Changes apply immediately to console, dashboards, and alerts

How to: Audit User Roles​

  1. Go to Users
  2. Review the Role column
  3. Verify each user has appropriate access level
  4. Look for:
    • Too many Admins (security risk)
    • Users who may need role upgrades
    • Former team members still active
  5. Make adjustments as needed

How to: Disable a User Account​

  1. Go to Users → Find the user
  2. Click ⋮ menu → Select Change Status
  3. Select Disabled → Click Update Status
  4. User loses access to console, dashboards, and alerts immediately
  5. RBAC role is preserved for potential re-activation

How to: Add a Domain to Whitelist​

  1. Go to Organization (Admin role required)
  2. Find Domain Whitelist
  3. Select "Only allow specific domains"
  4. Click Add Domain → Enter domain → Click Add
  5. Click Save Whitelist

Troubleshooting​

Problem: User cannot access Users menu​

Solution:

  1. Reach out to base14 support at support@base14.io on the assignment of Admin Role

Problem: User says they cannot edit dashboards​

Solution:

  1. Check user's role in Scout Console Users list
  2. Viewer role = Dashboard Viewer (read-only)
  3. Change role to Editor or Admin for edit access
  4. User must log out and back in for permissions to update

Problem: Cannot change a user's role - option is grayed out​

Solution:

  1. Verify you have Admin role (only Admins can manage roles)
  2. Check if you're trying to change your own role (not allowed - ask another Admin)
  3. Refresh the page and try again
  4. Verify user's status is "Active" (cannot change roles for disabled users)

Problem: User has Admin role but cannot manage users​

Solution:

  1. Have user log out and back in (permissions may not have refreshed)
  2. Check user status is "Active" not "Pending" or "Disabled"
  3. Verify RBAC permissions by checking what menus are visible
  4. Contact support if issue persists after logout/login

Other Common Issues​

Problem: Cannot invite a user - "Email domain not allowed"​

Solution:

  1. Go to Organization → Domain Whitelist
  2. Check if the user's email domain is in the list
  3. Add the domain if it's a legitimate company domain
  4. Try inviting the user again

Problem: User says they didn't receive invitation email​

Solution:

  1. Ask user to check spam/junk folder
  2. Verify email address is correct in the Users list
  3. Go to Users → Find the user → ⋮ → Resend Invitation
  4. If still not received, check domain whitelist settings

Problem: Forgot my password​

Solution:

  1. Contact your Administrator, they would be able to 'Reset Password' on your behalf.

Getting Help​

Support Resources​

For Technical Issues:

  • Email: support@base14.io
  • Include: Your organization name, screenshot of issue, steps to reproduce

For Account, RBAC, or Access Questions:

  • Email: support@base14.io
  • Include: Organization name, affected user's email, current and desired roles

Documentation:

What to Include When Reporting an Issue​

  1. Organization name and your email address
  2. Your current role (Admin, Editor, or Viewer)
  3. Description of the problem
  4. Steps to reproduce the issue
  5. Screenshots if applicable
  6. Browser and version you're using
  7. When the issue started occurring
  8. If RBAC-related: affected user's role and what they're trying to access

Appendix: Quick Reference​

Role Mapping Reference​

Scout Console RoleConsole AccessRoleAccess
AdminFull administrativeDashboard EditorCreate & Edit
EditorView-onlyDashboard EditorCreate & Edit
ViewerLimited read-onlyDashboard ViewerView only

Glossary​

RBAC (Role-Based Access Control) - Security model where permissions are assigned based on roles

Admin - RBAC role with full administrative access to Scout Console and Dashboard & Alert Editor access

Domain Whitelist - Security feature that restricts which email domains can be invited and assigned RBAC roles

Editor - RBAC role with view-only console access and Dashboard & Alert Editor access

Organization - Your company or team's account in Scout Console

Principle of Least Privilege - Security practice of granting minimum permissions necessary

Role - Set of permissions assigned to a user through RBAC (Admin, Editor, or Viewer)

Status - Current state of a user account (Active, Pending, Invited, Disabled)

Viewer - RBAC role with minimal read-only access to both console and dashboards

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