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Avalex uses a two-part model for controlling what your team can do in the portal: roles define named bundles of permissions, and staff accounts are assigned one or more roles. This separation means you can create a role once — say, “Support Agent” — and apply it to as many staff members as needed, then update the permissions in one place if your requirements change. Staff members self-register using a single-use key generated by the Master Admin, so you never need to set passwords on behalf of your team.

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Part 1 — Creating a Role

Roles determine what a staff member can see and do across the portal. You should create your roles before onboarding any staff so you can assign them immediately upon registration.
1

Navigate to Roles

Go to Staff & Roles in the sidebar, then select the Roles tab.
2

Create a new role

Click Create Role and give it a descriptive name, such as Support Agent or License Manager.
3

Add permissions

Select the permission strings that this role should grant. Refer to the table below for a full list of available permissions.
4

Save the role

Click Save. The role is now available to assign to staff members.

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Available Permissions

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Role Schema

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Part 2 — Onboarding a Staff Member

New staff members register themselves using a single-use registration key that you generate from the portal. This flow ensures that only people you explicitly invite can create accounts.
1

Generate a registration key

As the Master Admin, navigate to Admin > Registration Keys and click Generate Key.
2

Copy and send the key

Copy the key immediately — it is displayed only once and cannot be retrieved afterward. Send it to the new staff member through a secure channel.
3

Staff member registers

The new staff member calls POST /staff/register with the key, their chosen username, email address, and a password (minimum 8 characters). Their account is created automatically once the key is validated.
4

Assign roles

In the portal, go to Staff, find the new account, click Edit Roles, and assign the appropriate role or roles.
Registration keys are single-use. Once a key has been consumed during registration it cannot be reused. If a key is lost or expires before use, generate a new one from the Registration Keys page.
Only the Master Admin can generate registration keys. Staff members with the staff:manage permission can edit accounts and assign roles, but they cannot create new registration keys.

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Part 3 — Deactivating or Deleting Staff

When a staff member leaves your organization or no longer needs portal access, you have two options:
  • Deactivate — Set the account’s active flag to false. This immediately prevents the staff member from logging in without permanently removing their account or its audit history. You can reactivate the account at any time.
  • Delete — Permanently removes the staff account. Use this option only when you are certain the account and its history are no longer needed.
In most cases, deactivating is the safer choice because it preserves the audit trail associated with that staff member’s past actions.