User Management - Clearpoint Systems Docs

Clearpoint Systems Technology is designed for organizational use. Whether you’re a small team or a large enterprise, our user management features help your organization work together efficiently while maintaining security and control.

Organization Structure

Clearpoint uses a hierarchical structure for organizing users:

Organization
├── Departments
│   ├── Operations Team
│   ├── Finance Team
│   └── IT Systems Team
└── Access Groups
    ├── System Administrators
    ├── Data Analysts
    └── Compliance Officers

• Organization — Your company or top-level account
• Departments — Groups of users with similar responsibilities
• Access Groups — Permission-based groupings for system access

Adding Users

Add users via the dashboard or API:

Dashboard

1. Go to Settings → Users → Add User
2. Enter their email address and name
3. Select department and access groups
4. Set initial permissions
5. Click Send Invitation

API

POST /api/v1/users
{
  "email": "user@company.com",
  "name": "John Smith",
  "department": "operations",
  "access_groups": ["data_analysts"],
  "role": "standard_user"
}

Invitees receive an email with a link to join your organization.

Roles and Permissions

Clearpoint provides predefined roles with different permission levels:

System Administrator

Full control over the organization:

• Manage user accounts and permissions
• Configure system integrations
• Manage billing and subscription
• All other permissions

Operations Manager

Manage workflows and integrations:

• Configure and monitor workflows
• Manage integration connections
• View reports and analytics
• Standard User permissions

Data Analyst

Data access and reporting:

• View integrated system data
• Create and run reports
• Export data for analysis
• Viewer permissions

Compliance Officer

Audit and compliance access:

• View audit logs and reports
• Access compliance documentation
• Monitor data lineage
• Viewer permissions

Viewer

Read-only access:

• View dashboards and reports
• Access documentation
• No configuration permissions

Permission Matrix

Action	System Admin	Operations Manager	Data Analyst	Compliance Officer	Viewer
View integrations	✓	✓	✓	✓	✓
Configure workflows	✓	✓	✗	✗	✗
Manage users	✓	✗	✗	✗	✗
View reports	✓	✓	✓	✓	✓
Export data	✓	✓	✓	✗	✗
View audit logs	✓	✓	✗	✓	✗
Manage billing	✓	✗	✗	✗	✗

Custom Roles

Enterprise plans can create custom roles:

Creating a Custom Role

1. Go to Settings → Roles → Create Role
2. Name your role (e.g., “Integration Specialist”, “Report Builder”)
3. Select permissions from the available list
4. Save the role

Example: Integration Specialist Role

{
  "name": "Integration Specialist",
  "description": "Can configure integrations but not manage users",
  "permissions": [
    "integrations:read",
    "integrations:create",
    "integrations:update",
    "workflows:read",
    "workflows:create",
    "reports:read"
  ]
}

This role can:

• View and configure system integrations
• Create and manage workflows
• View reports and analytics

This role cannot:

• Manage user accounts
• Access billing information
• Modify system settings

Department-Level Permissions

Override organization roles at the department level:

# Give a viewer report access to a specific department
POST /api/v1/users/{user_id}/departments
{
  "department": "finance",
  "role": "data_analyst",
  "scope": "department_only"
}

This is useful for:

• Contractors working with specific departments
• Cross-departmental collaboration on shared workflows
• Temporary elevated access for specific projects

Workflow Comments

Add comments to workflows for team communication:

POST /api/v1/workflows/{workflow_id}/comments
{
  "comment": "Updated field mapping for new customer structure",
  "notify_users": ["manager@company.com"]
}

Comments appear in:

• The Clearpoint dashboard
• Email notifications for mentioned users
• Activity feeds for relevant workflows

Mentioning Users

Mention team members in comments:

{
  "comment": "@sarah please review the validation rules for this workflow"
}

Mentioned users receive a notification.

Audit Logs

Track all actions taken in your organization:

GET /api/v1/audit-logs?last=7d

{
  "logs": [
    {
      "timestamp": "2024-01-15T10:30:00Z",
      "user": "john@company.com",
      "action": "workflow.create",
      "resource": "order_processing",
      "ip_address": "192.168.1.100"
    },
    {
      "timestamp": "2024-01-15T10:25:00Z",
      "user": "sarah@company.com",
      "action": "integration.update",
      "resource": "sap_erp",
      "ip_address": "192.168.1.101"
    }
  ]
}

Filtering Audit Logs

# Filter by user
GET /api/v1/audit-logs?user=john@company.com

# Filter by action type
GET /api/v1/audit-logs?action=workflow.*

# Filter by resource
GET /api/v1/audit-logs?resource=sap_erp

# Export to JSON
GET /api/v1/audit-logs?format=json&export=true

Audit logs are retained for:

• Professional plans: 90 days
• Enterprise plans: 1 year (configurable)

Notifications

Configure how your team receives notifications:

Per-User Settings

Each team member can configure their preferences:

• Email — Workflow success/failure, mentions
• Slack DM — Real-time notifications
• Browser — Push notifications

Team Channels

Set up shared notification channels:

notifications:
  slack:
    channel: "#operations"
    events: ["workflow.success", "workflow.failure", "integration.error"]
  email:
    recipients: ["ops@company.com"]
    events: ["integration.error", "system.alert"]

Access Tokens

Create tokens for API access and automation:

# Create a read-only token
POST /api/v1/tokens
{
  "name": "Monitoring System",
  "scope": "read",
  "expires_at": "2024-12-31T23:59:59Z"
}

# Create a configuration token
POST /api/v1/tokens
{
  "name": "Integration Builder",
  "scope": ["integrations:read", "integrations:create", "workflows:read"]
}

Token Scopes

Scope	Permissions
read	Read-only access to all resources
configure	Create and update integrations and workflows
admin	Full API access including user management

Token Best Practices

1. Use descriptive names — Know what each token is for
2. Limit scope — Only grant necessary permissions
3. Set expiration dates — Regularly rotate tokens
4. Revoke unused tokens — Clean up tokens that are no longer needed

SSO Integration

Enterprise plans support Single Sign-On:

• SAML 2.0
• OpenID Connect
• Okta, Azure AD, Google Workspace

See SSO documentation for setup instructions.

Best Practices

1. Use the principle of least privilege — Give users only the access they need
2. Set up departmental access — Organize users by functional areas
3. Review audit logs regularly — Monitor for unauthorized access
4. Use department-level permissions — Don’t give organization-wide access unnecessarily
5. Rotate access tokens — Especially after team members leave

Troubleshooting

User can’t access workflow

Check their role at both organization and department level:

GET /api/v1/users/{user_id}/permissions
GET /api/v1/departments/{dept_id}/users/{user_id}

Notifications not working

Verify the notification configuration:

GET /api/v1/notifications/config

Audit log missing events

Ensure you have the appropriate plan. Some events are only logged on Enterprise plans.