User & Customer Management

Complete guide to managing admin users and customer accounts.

Managing Admin Users

User Roles Overview

Role	Access Level	Common Use Case
Super Admin	Full platform access	Batch internal team
Brand Admin	Full brand access	Brand owners, marketing managers
Hub Admin	Single location access	Dispensary managers
Developer	API access, read-only admin	Technical integrations
Support	Customer service tools	Support team
Read-Only	View-only access	Analysts, accountants

Adding Admin Users

Navigate to: Admin Portal > Settings > Users > Add User

Email: manager@yourbrand.com
First Name: John
Last Name: Doe
Role: Brand Admin
Locations: All (or specific hubs)
Permissions:
├── Products: Edit
├── Orders: Edit
├── Customers: View & Edit
├── Loyalty: Edit
├── Promotions: Edit
├── Analytics: View
└── Settings: View Only

Send Invitation: Yes

User receives:

• Email invitation
• Set password link
• Access instructions

Managing Permissions

Granular Permissions:

Products:
├── View Products
├── Create Products
├── Edit Products
├── Delete Products
└── Manage Inventory

Orders:
├── View Orders
├── Process Orders
├── Refund Orders
└── Cancel Orders

Customers:
├── View Customer Data
├── Edit Customer Profiles
├── Manage Loyalty Points
└── View Purchase History

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Managing Customers

Customer List

Navigate to: Admin Portal > Customers

Filters:

Status: Active, Inactive, Banned
Loyalty Tier: Bronze, Silver, Gold, Platinum
Registration Date: Last 7/30/90 days
Lifetime Spend: $0-50, $50-500, $500-5000, $5000+
Orders: 0, 1-5, 6-20, 21+
Location: By hub/city

Quick Actions:

• Export customer list CSV
• Bulk email to segment
• Apply tag to selected
• Award points to group

Customer Profile

View Customer Details:

Basic Info:
├── Name: John Smith
├── Email: john@example.com
├── Phone: (555) 123-4567
├── Birthday: 04/20/1990
└── Member Since: Jan 15, 2023

Loyalty Status:
├── Current Tier: Gold
├── Points Balance: 3,450 points ($34.50)
├── Lifetime Points Earned: 12,800
├── Next Tier: Platinum (need $3,200 more spend)
└── Tier Expires: Dec 31, 2024

Purchase History:
├── Total Orders: 45
├── Lifetime Spend: $1,800
├── Average Order: $40
├── Last Order: 3 days ago
└── Favorite Category: Flower (60% of purchases)

Engagement:
├── Email Open Rate: 65%
├── Product Scans: 23 scans
├── Reviews Written: 5 reviews
└── Referrals: 2 friends referred

Actions:

• Manually adjust points (+/-)
• Apply coupon to account
• Send personalized email
• Add internal notes
• Reset password
• Merge duplicate accounts
• Ban/suspend account

Customer Segments

Create segments for targeted campaigns:

Segment: High-Value At-Risk
Criteria:
├── Lifetime Spend > $1,000
├── Last Order > 60 days ago
└── Email Open Rate < 20%

Action: Re-engagement campaign with 25% off

Segment: New Customer Onboarding
Criteria:
├── Registration Date: Last 7 days
├── Orders: 0-1
└── Email Verified: Yes

Action: Welcome series + first purchase discount

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Best Practices

User Management

Security:

• ✅ Use role-based access control
• ✅ Regular permission audits
• ✅ Require 2FA for admins
• ✅ Deactivate users immediately on offboarding
• ❌ Don't share admin accounts

Onboarding:

• Provide training materials
• Document processes
• Assign mentor for first week
• Review permissions after 30 days

Customer Management

Privacy:

• ✅ GDPR/CCPA compliance
• ✅ Allow data export/deletion requests
• ✅ Transparent privacy policy
• ✅ Secure payment data (PCI compliant)
• ❌ Never share customer data

Communication:

• Personalize emails with customer name
• Segment by behavior, not just demographics
• Respect unsubscribe requests immediately
• Track engagement metrics

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Related Guides

• User Roles
• Email Notifications
• Loyalty Program