Overview

The User Administration section manages all system users, their roles, and their access rights.

From here, administrators can create new users, update existing accounts, reset passwords, and control which areas of the system each person can access.

Proper configuration of user permissions is essential to maintaining system security, ensuring compliance, and supporting smooth operational workflows. By assigning users the correct roles and limiting access to only what’s necessary, organisations can reduce the risk of data misuse, improve accountability, and streamline collaboration across teams.

Effective user administration underpins the security and reliability of the Expian platform. It ensures that sensitive operational data, including bookings, payments, and customer details, is only accessible to the right people at the right time. This alignment between permissions and responsibilities strengthens governance, protects data integrity, and ensures the platform operates safely and efficiently across all teams.

Why It Matters

User Administration safeguards your organisation’s data and workflows.

Configuring roles and permissions correctly ensures that:

• Sensitive data remains secure: only authorised users can view or edit key information.
• Operational accountability is maintained: actions are traceable to individual logins.
• Compliance standards are met: role-based access supports data protection and audit readiness.
• Efficiency improves: users see only the tools and modules relevant to their work.
• Cross-department collaboration stays safe and structured: roles align with responsibilities across Admin, Reservations, POS, and Scanner operations.

When managed correctly, User Administration ensures your platform operates securely, transparently, and efficiently across all departments.

Configuration / How to Use

Create New User

Click on the User Adminin the black navigation bar.

Select Add a new user to open the user form.

• Enter the First Name, Surname, Email Address, and Department.
• The Enable toggle is switched on by default. You can disable it temporarily if you’re setting up a user before their official start date.

Tip: The user will not be able to log in until a password has been set. You can send a reset email using the Reset Password button, which opens a confirmation modal.

User Roles and Access Levels

Each user must be assigned a User Role, which determines what areas of Expian they can view or edit.

Primary User Roles

Each Role can be refined further by selecting a User Type and applying User Rights, defining what actions (Read, Create, Update, Delete, Publish, or Use) are permitted within each module.

Default Rights Overview (Simplified)

Note: This table summarises common defaults. Custom permissions can be applied per client setup. Always refer to the latest configuration or your organisation’s internal policy before changing access rights.

Managing Existing Users

On the User Administration page, you can:

• View all users or filter by Role.
• Search for users by Name or Email Address.
• Edit user details or update departments.
• Change User Role, Type, or specific User Rights as needed.
• Deactivate users who no longer require access.

Regularly reviewing active users helps maintain security, ensures compliance with internal controls, and keeps your system aligned with current staffing and responsibilities

Password Management

Clicking the Reset Password button sends the user an email with instructions to set a new password.

This option should be used when onboarding new staff or assisting users who have lost access.

Security Note: Password resets should only be initiated by authorised administrators. Passwords are encrypted and cannot be viewed within the system.

Best Practices

• Assign each user the minimum level of access required to perform their job.
• Avoid sharing user accounts; always create unique logins for individuals.
• Use clear, consistent naming conventions for departments and roles.
• Review user access quarterly or whenever team structures change.
• Deactivate accounts immediately when a staff member leaves or no longer needs access.
• Keep a record of administrator permissions for audit and compliance purposes.
• Test role-based permissions after major updates or configuration changes to ensure they still behave as expected.

Summary

The User Administration module centralises control over who can access what within the Expian platform.

By managing roles, rights, defining permissions effectively, and maintaining regular reviews, organisations can balance operational flexibility with strong security and compliance.

When maintained correctly, User Administration ensures accountability, data integrity, and efficient collaboration across all departments, from ticketing and reservations to reporting and finance.

Appendix: Roles & Rights Quick Reference

The following table summarises the default roles and permissions within Expian.

It is designed as a quick lookup guide for administrators when assigning user access or troubleshooting permission-related issues.

Note: Depending on client configuration, additional roles (e.g. Trade Partner, System Integrator, API User) may exist.

These roles typically have restricted access to specific functions and should not be assigned to general staff without consultation with an administrator.

Permission Types Explained

Each permission controls how a user interacts with data in Expian.

Tip: Always verify permissions in a staging or test environment before assigning new rights to production users.

Additional Guidance

• Custom roles can be created by the Expian Admin to meet specific business needs.
• Permission changes are logged in the History Tab for audit purposes.
• If users report missing functionality, verify both their role and assigned rights, missing 'Use' or 'Update' permissions are common causes.
• Roles and permissions may differ between Travel and Attractions clients depending on system setup.
  

Best Practice for Role Assignment

• Keep the number of full Admin users to a minimum.
• Assign Reservations or POS roles for day-to-day operations.
• Use the Scanner role exclusively for on-site validation staff.
• Regularly export a list of active users and review their assigned roles for accuracy.This can be achieved from the Reservations Portal. See Reports Overview → Data Sources → Users
• Document all role changes in internal logs to maintain traceability.

Feature Highlights Appendix

-

View-only access to module data

Read

Generates reports, monitors performance, analyses sales trends

Full access (Read, Create, Update, Publish)

Read / Update

-

User Roles

Scanning only

Audit & Governance

Restricted access for scanning and validating tickets only.

Enhances accountability and traceability.

Add new records or entities

Update

-

Control actions (Create, Read, Update, Delete, Publish, Use).

Scans and validates tickets at gates or entry points

Permanently remove records

Category

Maintains traceability for compliance and security audits.

Ensures users only access relevant modules.

Read

Create a new event or customer record

Products & Promotions

Publish

Reporting, Transactions

Read

Reset Password

Reservations

User Management

Access to in-person sales, payment processing, and ticket redemption.

Read, Create, Update, Refund

Reservations, Orders, Products, Customers

Reporting, Analytics

Full access (Read, Create, Update, Publish)

Security Management

Read, Update

Sends secure password setup email.

Protects user credentials and simplifies onboarding.

Reporting & Analytics

POS (Point of Sale)

-

Regularly review active users and permissions.

Manages customer bookings and reservations

User Management

Full access

Reporting & Analytics

Creates products, updates pricing, manages integrations, assigns user roles

Sells tickets at physical locations, processes payments, prints receipts

POS

Scanner

Permission

Read

Read

Password Management

Finance / Accounting (optional)

Description

Creates and edits bookings, applies discounts, issues refunds

Create / Edit Users

-

CRUD Permissions

Definition

Reservations

Access to business data for insights and auditing

Scan a ticket, export a report, run a system process

Read

Unique Emails

Expian Admin

Description

Use

Role Review & Reporting

Access Scope

-

Revenue recognition, refunds, reconciliation

Prevents unauthorised access from inactive users.

Ensures accurate records and user traceability.

Typical Permissions

Reservations / Orders

Scanner

Read

Read / Update

Enforces granular control and compliance.

Execute an operational action

Read / Update

Users & Settings

Full platform access, including configuration, data management, and system settings.

Read, Create, Update, Refund

Use

Handles in-person transactions and ticket issuance

A user can view product information but not edit it

POS, Orders, Payments

Reviews payment data, reconciles accounts, exports reports

POS (Point of Sale)

Enable / Disable Toggle

Read, Update

Feature

Edit existing records

Reservations

Ticket validation and entry control

Read, Update

Keeps access aligned with business structure.

Logs permission changes for audit purposes.

Assign system-wide roles (Admin, Reservations, POS, Scanner).

Primary Purpose

An Admin User can delete System Settings (Language & Currency only), Product (Pricing Rules only), Data Queries and Users

Role

Read, Create, Update, Delete, Publish, Use

Make changes live or visible to other users

Read, Create, Update, Delete

Why It Matters

History Tracking

Read, Create, Update

Full access

Role Assignment

Add new users or update details such as name, department, or email.

Update pricing, change booking details

Role

Read

Access Rights

Operational Oversight

Publish a new service or timetable to live environment

Delete

Activate or deactivate accounts as needed.

Admin

-

Create

Full system configuration and maintenance

Module

Prevents duplicate or shared user accounts.

All modules

Services & Timetables

Access to reservation, booking, and customer management tools.

Expian Admin

Locations & Venues

Example Use

Scanner

Examples of Use