Admin Management Tools

Accessed from the System Configuration menu, this is where you create/edit roles and permission as well as Admin User Accounts.

Manage Roles and Permissions

Roles and Permissions in OPS-COM provide granular control over what administrative users can access and do within the system. This feature allows administrators to define specific responsibilities, enhance security, and ensure that each user has appropriate access levels, streamlining operations and maintaining data integrity.

Using this Feature

  1. Click System Configuration, then Admin Management, and click Manage Roles.
Creating and Managing Roles

Roles are central to the permissions system, acting as templates for sets of permissions.

  1. The Manage Administrator Roles page will display. The System Administrator (Primary) role is pre-defined and allows you to create new roles and assign them to other admin users.
  2. To create a new role, click the Add New Role button at the bottom of the page.
  3. Enter a descriptive Role Name and a Description for that role.
    • The description will appear as a rollover tooltip when you mouse over the Edit Role button for that role.
  4. Click Save Role to save your new role.

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Editing Existing Roles

You can modify the name and description of any role (except the System Administrator role).

  1. On the Manage Administrator Roles screen, click the Edit Role button next to the role you wish to update.
  2. Make your desired changes to the Role Name and/or Description.
  3. Click Save Role to save your edits.
Assigning Permissions to a Role

Once a role is created, you'll define what actions users assigned to that role can perform by setting its permissions. Refer to this article for more detailed Permissions information.

  1. On the Manage Administrator Roles screen, click the Permissions button next to the role you want to configure. The Editing Permissions screen will display.
  2. The top bar displays various icons, mirroring the OPS-COM menu structure. The number next to each icon indicates how many permissions within that category have been selected for the current role.
  3. Click an icon (e.g., a "Permit" icon, a "Violations" icon) to display the specific permissions available within that category.
  4. To grant a permission, enable the checkbox next to that permission's name.
  5. Once you have navigated through each icon and selected all the necessary permissions for the role, click Save Permissions. The role, with its defined permissions, is now created and ready for assignment.
Assigning Roles to Admin Users

After roles are defined, you can assign them to your administrative users.

  1. Click System Configuration, then Admin Management, and click Edit Admin Users. The Manage Active Administrators page will display.
  2. Select an existing user you wish to modify, or choose to create a new user.
  3. On the left side of the screen, add or confirm the User Information (e.g., name, email).
  4. On the right side, select the role(s) you wish to apply to that user from the available options.
  5. You can also add a Comment for any relevant notes about the user's role or status.
  6. Click Update User when you have finished making your changes.

Best Practices & Considerations

Permissions in OPS-COM

User Management Permissions

Permission Names Description
View Users Allows the admin user to view, but not change, the users in the system. User Search functionality is enabled.

Edit Users

Allows the admin user to edit users in the system including new User Registration.

This should be used with the 'View Users' permission.

  • If 'View Users' is enabled, Admins can see the user history including Permits and Violations issued (but not the details) and any payments outstanding for this user.
  • If 'View Users' is not enabled, Admins can only use the User Registration portion and cannot search for existing users.

Delete User Aliases

This permission allows users to Update User Aliases. It cannot be used without 'View Users' and 'Edit Users' turned on.

Edit Vehicle Information

Allows Admin to update vehicles and view the vehicle's history. Admins can also do a Plate Search from the User Management menu. In addition, Admins can see the DNTT reports.
Edit Forms Allows Admins to create, update and view forms.
View Forms Allows Admins to view all forms and see the user-submitted entries of forms. Users cannot create or edit forms without the 'Edit Forms' permission.
Manage Active Alarms Allows Admins the ability to update and clear alarms on the user's profile. This must be used with 'View Users' and 'Edit Users' permissions enabled.
Send Bulk Email Allows Admins to send email messages to various groups of Users.
View User Uploads View the files that have been uploaded by a user.
Delete User Uploads Delete the files uploaded by users.

Locker Permissions

Permission Names Description

View Lockers

Allows the Admin to view lockers and look at locker history. As well the Admin can see lockers awaiting payment.

Edit Locker Information

Allows users to edit the locker information.

Allocate Lockers

Ability to allocate locker numbers to a building area.
Edit Locker Allocations Allows creation and editing of locker sales windows, allows Admin users to view active locker sales window

Parking Permissions

Permission Names Description
Pricing & Lot Administration

Allows Admins to create and edit lots.

This permission will not work by itself. The Admin must also have the following permissions:

  • View Permits
  • Edit Permits
  • Allocate Permits
  • Edit Permit Allocations
View Permits This allows the Admin to view Permit records, do Permit Switches and to view waiting lists.
Edit Permits This allows the Admin to edit Permit details. This permission allows access to most functions that relate to permits.
Allocate Permits Grants the ability to allocate permits to different lots. This permission will also grant all privileges of the 'View Permits' permission.
Edit Permit Allocations Allows access to edit the Permit Allocation Sales Window and the Active Permit Sales Window.
View Access Cards Allows the Admin to view Access cards. This will not work without the 'View Permits' permission enabled as well.
Edit Access Cards Allows the Admin to edit Access cards. This will not work without the 'View Permits' permission enabled as well.
Add Access Cards Allows the Admin to add Access cards. This will not work without the 'View Permits' permission enabled as well.
Create Temp Permit Entries Allows Admins to use the Parking Validation utility. Please note, 
Manage Validator Group Records View and delete records created with the validation tool from admins within the same group as the admin.
Manage All Validator Records View and delete records created with the Validate Parking tool from other admins.
Edit Unpaid Standard Permit Costs Ability to change the price on an unpaid standard permit.
Prorate Permit Purchases Allows the Admin to prorate permit purchases for the end user. This cannot be used without 'User Management' permissions and 'Edit Permits' enabled.
Access Subscription Report Ability to access the Subscription Verification Report and export results.

Violations Permissions

Permission Names Description

View Violations

Allows the Admin to see information about violations including, basic user details and details of any payments.

Edit Violations
Allows the Admin to search for violations. This permission requires 'View Violations' to see the details.
Edit Violation ticket number
Grants the ability to edit a violation number if you also have the 'View Violations' permission.
Display as Ticket Writer Grants the ability to be a ticket writer on the Handheld or the Web if the Admin also has the 'Add New Violations'.
Add New Violations
Allows the Admin to issue a violation. The Admin must have the 'Edit Vehicle Information' permission found in the User Management section.
Grant Violation Appeals
Gives the ability to manage Appeals and grant them. The Admin must have the 'View Appeal Reports' permission as well.
View Appeal Reports
Allows the Admin to view Appeal reports for different officers. Admins must also have the 'View Violations' and 'Edit Violations' permissions.
Issue / View Violation Notices
Allows the Admin the ability to issue and View Violation Notices.
Manage Collections
Grants the ability to manage the collections process for violations.
View Violation Reports
Allows the Admin to view financial and statistical reports regarding violations. Admins must have the 'View Violations' permission as well.
Pay Violations in Collections Allow for the admin to process payments on violations that are in collections.
Purchase while Outstanding Purchase items for the user while the user has a violation that has been sent to collections. Only necessary while Prevent Purchases is turned on in the settings.

Incident Permissions

Permission Names Description

Add/Edit Contact History User Notes

Grants the Admin the ability to add / edit notes in contact history. You must have User Management permissions to use this since it is accessed through the user profile.

Delete User Contact History Notes

Grants the Admin the ability to delete User notes in contact history. You must have User Management permissions to use this since it is accessed through the user profile.

You must also have the 'Add/Edit Contact History User Notes' permission.

View All Incidents

This is a master permission that grants the ability to view all Incidents. This permission is normally used for high-level Admins as it grants access to all information.

Add Incidents

Allows the Admin to add incidents and have an incident reported on their behalf.

Open Incidents

Allows the Admin to open incidents that are closed. This requires the 'View all Incidents' permission. This permission is normally used for high-level Admins.

Delete Incident

USE WITH CAUTION - This permission should only be added to a Primary Admin. If this is enabled the Admin can remove the incident and all related records and files where they are not used in other reports.

There is a button on the incident to "Delete Incident".

Edit Incidents

Grants the ability to edit Incidents. This requires the 'View all Incidents' permission. This permission is normally used for high-level Admins.

View Incidents - Self

Allows the Admin to view Incidents if they are listed as the reporter.

Edit Task Notes on Incidents

Grants the ability to edit comments on Incident tasks. Requires the 'View all Incidents' permission.

Edit Incident summaries Allows the Admin to edit Incident Summaries. Requires the 'View all Incidents' permission. 

Incident Administrator Grants the ability to view and edit incidents. This permission is normally used for high-level Admins.
View/Edit Confidential Information Allows the Admin to View/Edit Confidential Information on reported incidents. Requires the 'View all Incidents' permission.
Be assigned Tasks Directly Allows the Admin to be assigned as an investigator for an Incident.
Edit Incident Tasks Grants the ability to edit Incident Tasks. Requires the 'View all Incidents' permission.
Close Incidents / Checklists

Grants the ability to close Incidents and Checklists. Requires the following permissions:

  • View all Incidents
  • Incident Administrator
Assign Incident to Case Manager Allows the Admin to Ability to assign a Case Manager to an Incident. Requires the 'View all Incidents' permission.
Assign Incident To An Investigator Allows the Admin to assign an Investigator to an Incident. Requires the 'View all Incidents' permission. This permission is normally used for high-level Admins.
Assign Incident To A Different Investigator Allows the Admin to assign a different Investigator to an Incident. Requires the 'View all Incidents' permission. This permission is normally used for high-level Admins.
Is Incident Case Manager Allows the Admin to be listed as a Case Manager that can be assigned to an Incident.
Is Incident Shift Manager Allows the Admin to be listed as an Incident Shift Manager. This will require some other high-level permissions as required for the job.
View Incidents Distribution Reports Grants the ability to view the Incident Distribution Reports.
View Incident Reports Grants the ability to view all Incident Reports in OPS-COM.
View Incident In-House Report Grants the ability to view the Unpaid In-House Incident report.
Export Incident Reports Grants the ability to export the Recent Incidents Report and the Sub-location Report to Excel.

Dispatch Permissions

Permission Names Description
View License Plate Alarms Allows Admins to view License Plate alarms.
Receive License Plate Alarms via email Allows Admins to receive Plate Alarms via email if they also have subscribed to the Alarms list.
View People Alarms Allows Admins to view People alarms.
Receive People Alarms via email Allows Admins to receive People Alarms via email if they also have subscribed to the Alarms list.
Add New Dispatch Logs Grants the ability to add dispatch logs.
Edit Dispatch Logs Grants the ability to edit the Admin's own dispatch logs.
Edit All Dispatch Logs Grants the ability to edit the dispatch logs of other Admins.
Open Dispatch Logs Allows Admins to Open dispatch logs.
View Dispatch Logs Allows Admins to View dispatch logs and close log records.
Add/Drop Dispatch Logs Grants the ability to remove the association of a Dispatch Log with an incident.
View Cameras Allows the Admins to view Cameras, if this is configured with OPS-COM.

Payment Permissions

Permission Names Description

Manage User Credit Cards

Grants the ability to add, remove and update credit cards from Users.

View Payments Grants the ability to view payments. Limited access to user information is also granted.
Edit Payments Allows the Admin to process payments. Admin must have the 'View Payments' permission.
Change Payment Type Allows the Admin to change the Payment Type of a payment.
Drop Payments Allows the Admin to drop payments.
Mark Bulk Payments Grants the ability to mark Bulk payments for bulk processing.
Refund Payments Grants the ability to refund payments, but not process.
Process Refunds/Adjustments

Allows the Admin to process refunds and adjustments.

Edit Payment Types

Ability to configure available payment types.

System Content Permissions

Permission Names Description

View and Select Files

Grants the ability to view and select files for use in editors. Admins must have the 'Manage System Messages' permission as well.

Manage Files Allows the Admin to add and remove files for use with content editors. Admins must have the 'Manage System Messages' permission as well.
Manage System Messages Grants the ability to edit the email templates, home page messages, system messages, Temp Permit Text and Notice Literature.
View History Search Allows the Admin to view history searches if they also have the corresponding User Management permissions.
Purge Old Data Allows the Admin to purge Data older than 7 years.
Manage Templates Create and edit page templates.

System Configuration Permissions

Permission Names Description

Manage Roles

Grants the ability to manage roles and permissions. This is typically the job of a Primary Admin only.

Edit Administrators Allows the Admin to edit other Admin user accounts and assign roles based on their job description. This requires 'Manage Roles' to function. This is typically the job of a Primary Admin only.
Manage System Configuration Grants the ability to edit the System Settings. This is typically the job of a Primary Admin only.
Manage User Types and Departments Allows the Admin to manage User Types and Departments.
Manage Vehicle Configuration Allows the Admin to setup the different Vehicles descriptions that are used in OPS-COM.
Manage Permit Types and States Allows Admins to manage the Zones, Groups, Common Lots and Permit States. This must be used the 'Edit Permits' permission.
Manage Access Cards Grants the ability to setup Access card options.
Manage Locations Grants the ability to setup Locations options for use in OPS-COM.
Manage Handhelds Allows the Admin to manage settings stored in the Handheld Commons area
Manage Violation Offence Types Allows the Admin to manage ticket types and ticket offence items.
Manage Alert Lists Allows the Admin to setup alert and alarm email lists.
Manage Distribution Configuration Allows the Admin access the Distribution setup options.
Manage Dispatch Configuration Grants the ability to the Dispatch setup options.
Manage Incident Configuration Allows the Admin to configure the IncidentAdmin options.
Reset Database Allows the Admin to the reset their preview database for testing.
Change Dashboards Can change their default dashboard
Edit Dashboard Items The ability to edit custom dashboard items.
Edit Dashboard Layouts The ability to edit dashboard layouts
Manage Tables The ability to manage data tables.
Reset Tables The ability to reset data tables.
Manage Duplicates Grants the ability to resolve duplicates in the system.
Access Beta Site Can access the Beta Site
View Banners Can view various banners such as trial and usage limits

Manage Administrator Groups

    Administrator Groups in OPS-COM allow you to organize administrative users into logical teams or departments. This feature simplifies management by enabling you to apply specific settings, distribute communications, or assign tasks to a collective of administrators rather than managing each user individually, enhancing organizational efficiency and control.

    Using this Feature

    1. Click System Configuration, then Admin Management, and click Manage Groups.

    You'll be directed to the Manage Administrator Groups page, which lists all existing groups. Initially, this page may be empty if no groups have been created yet.

    Creating a New Administrator Group
    1. Click Add New.
    2. The Adding New Group form will appear where you can define your group.
    3. Fill out the required information for the group, such as the Group Name.
    4. Click Save Group to finalize the creation.

    Once saved, your newly created group will appear in the list on the left-hand side of the page.

    Working with Groups

    After creating groups, you can perform various management actions. While the provided content focuses on creation, typical group management also involves:

    • Editing Group Details: You can usually click on a group's name or an Edit button next to it to modify its name or other associated settings.
    • Assigning Administrators to Groups: Administrators are assigned to groups through their individual user profiles.
      1. Navigate to System Configuration, then Admin Management.
      2. Click Edit Admin Users.
      3. Select the desired administrator.
      4. Within their profile settings, you'll find an option to assign them to one or more Admin Groups.
    • Deleting Groups: Most systems allow you to delete groups that are no longer needed, often with a confirmation prompt. Be aware that deleting a group might impact any administrators or settings associated with it.

    Best Practices & Considerations

    • Logical Organization: Create groups that reflect your organizational structure (e.g., "Enforcement Team," "Permit Office Staff," "IT Support"). This makes it easier to manage permissions, communicate, and assign responsibilities.
    • Streamlined Management: Using groups simplifies tasks like sending system-wide messages or applying default settings, as you can target a group rather than selecting individual administrators.
    • Clarity in Naming: Use clear and concise names for your groups to avoid confusion among administrators.
    • Regular Review: Periodically review your Administrator Groups to ensure they remain relevant and accurately reflect your team's structure and needs. Remove any outdated or unused groups to maintain a clean system.

    Manage Admin User Accounts

    Creating and managing administrator accounts in OPS-COM is essential for granting system access to staff, defining their responsibilities through roles, and maintaining secure and accurate user records. This article guides OPS-COM administrators through the process of creating new admin accounts, editing existing ones, resetting passwords, and disabling accounts as needed.

    Using this Feature

    1. Hover over System Config, click Admin Management, then Edit Admin Users. The Manage Active Administrators screen displays, providing options for both new user creation and existing user modification.
    Creating a New Admin Account
    1. On the Manage Active Administrators screen, select + Create New Admin.
    2. The screen will display the Create New Administrator form divided into two sections:
      • On the left, you will enter the user information for the new administrator (e.g., username, first name, last name, email, and initial password).
      • On the right, in the Active Roles form, you will select the admin role(s) this person will be granted. For more information about Roles and Permissions refer to this wiki article.
    3. Once all information is entered and roles are selected, click Insert New User to add the admin account to the system.
    Editing an Existing Admin Account
    1. On the Manage Active Administrators page, select the user you wish to modify.
    2. You can now change any of the available options for that selected user, including their personal information, roles, and account status.
    3. Click Update User when you are finished making your changes.
    Viewing Login Activity
    Resetting an Admin's Password
    1. Locate the specific administrator's account. 
    2. In the Password field, enter a temporary password. The password is hidden (displayed as asterisks "**********"), but you can simply type over the existing symbols.
    3. Inform the admin of this temporary password.
    4. When the admin logs in using the temporary password, they will be prompted to update their password to a more secure, personal one.
    Disabling an Admin Account

    Admin users cannot be permanently deleted from the system because their accounts are often linked to historical data (e.g., ticket issuance, system changes). If an admin user changes roles or leaves the organization, the best practice is to disable their account.

    Important Reporting Note - It is very important to leave the admin user's permissions in place even when disabling their account, as these permissions will still affect historical reporting (e.g., showing which permissions were active at the time certain actions were performed). Once the account is disabled, any existing permissions obviously cannot be actioned by that user, but they remain associated for reporting purposes.

    1. Hover over the System Config menu, click Admin Management, then Edit Admin Users.
    2. Select the user's account you wish to disable (e.g., "jim_daniels").
    3. The user's profile will display. Locate the checkbox titled Activate this account and allow system login.
    4. Uncheck this box to disable the account.
    5. Click Update User to apply the change.

    After disabling, the account will now appear on the Manage Disabled Administrators page, accessed by clicking on View Disabled on the Manage Active Administrators page.

    This action can be reversed at any time by editing the user account and re-checking the Activate this account and allow system login checkbox.


    Best Practices & Considerations



    IP Filtering for Admin Users

    IP Filtering in OPS-COM provides administrators with a robust security layer by restricting user access based on their device's IP (Internet Protocol) address. This feature enhances system security by ensuring that only authorized users from specified networks or devices can log into OPS-COM, allowing for tailored access control according to individual roles and organizational security policies.

    Setup & Configuration

    IP filtering configurations are managed within each administrator's user profile in OPS-COM.

    What is an IP Address?

    An IP address is a unique numerical label assigned to each device connected to an IP network. It typically consists of four groups of numbers (octets), separated by dots (e.g., 192.168.1.1).

    To Configure IP Filtering in OPS-COM:

    1. Hover over the System Config, then Admin Management, and click Edit Admin Users.
    2. On the Manage Active Administrators page, select the specific user you wish to edit.
    3. Locate the Allowed IPs field within the user's profile configuration. This is where you will enter the IP filtering rules.

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    Using this Feature

    The Allowed IPs field in an admin user's profile controls their access to the OPS-COM system. The level of access can be precisely tailored:

    Configuration Options for Allowed IP Addresses

    Allow Access from Any Network (Least Restrictive)

    This is typically used for high-level managers or directors who require access from diverse locations (e.g., while traveling, from a home office, or an internet cafe).

    Note: In some cases, networks might be locked down or behind a firewall. Additional configuration on the part of your IT department may be required to allow external access.

    Restrict Access to a Specific Network

    This is ideal for regular office workers who primarily require access only from their designated office network.

    Restrict Access to a Specific Computer (Most Restrictive)

    This is suitable for part-time employees or student workers who are designated to use only one particular machine for OPS-COM access.

    Allow Access from Multiple Specific Computers

    This is useful in office settings where an employee may use a few designated workstations.

    Allow Access from Multiple Specific Networks

    This is applicable for employees working out of multiple campus locations or different buildings within a municipal organization, each on a distinct local area network.

    Basic IP Filtering Rules Recap


    Best Practices & Considerations