User Management and Roles

Information processed by RUCKUS AI is managed by the RUCKUS customers. For streamlined management, RUCKUS customer administrators can add employees from the same organization or invite a third-party RUCKUS-authorized partner to manage RUCKUS AI service. Administrators can add new users, edit existing user details, and delete users as necessary.

There are two types of users that can be added to a RUCKUS AI account:
  • Internal users: Users who belong to the same organization. That is, users registered with the RUCKUS Support account specifically associated with the tenant account to which they are being added. This means the Support account they are registered under is directly linked to the organizational tenant account.
  • Third-party users: Users who belong to an external organization. That is, users registered with a different RUCKUS Support account than the tenant account to which they are being added. This means the Support account they are registered under is not directly linked to the organizational tenant account.

Regardless of the type of user, all potential users must be associated with a RUCKUS Support account. Additionally, all users must be registered as an Administrator within their respective Support account in order to be eligible for addition to any tenant account.

Understanding User Roles

User roles define the types of tasks and the scope of function that a user can perform. RUCKUS AI incorporates role-based access control (RBAC) features to assign different levels of privileges to users, enhancing security and allowing for more precise control over the tenant account.

User roles are used to control access to both the user interface (UI) and network elements. Each role comes with specific privileges and permissions that define the user's access level. Access to functional modules and GUI menu items varies based on the assigned role. For example, a user with the Business Insights User role will have access only to the Reports, Data Studio, and Clients modules in the GUI. This is particularly useful for customers who need to provide restricted and isolated access to RUCKUS AI and network elements to other users, whether they are internal or third-party. By implementing these role-based restrictions, organizations can maintain security and ensure that users only have access to the information and tools necessary for their specific tasks.

Before adding users, it is essential to carefully review the roles to ensure they align with the required job functions. Once you have identified the appropriate role for a user, you can add them by utilizing both the role and a corresponding Resource Group that matches their organizational level.

Beginning with the RUCKUS AI 4.8.0 (June 2024) release, new roles have been introduced, and names of the existing roles have been changed. The following table lists the distinct roles, each with specific capabilities, that can be assigned to the users.
Table 1. User Roles
Existing Role Name New Role Name Description Create or Edit Schedule (Dashboard and Charts)
Admin Prime Administrator Provides access to all product functionality. This role allows administrators to perform all configuration, monitoring, and administration tasks in the RUCKUS AI account.
Note: Access to IntentAI is available exclusively to users with the Prime Administrator role and designated access to the Default Resource Group.
 Yes
Network Admin Administrator Provides access to all product functionality except IntentAI and administrative operations such as users, resource groups, licenses, support, and onboarded systems. Yes
Report Only Business Insights User Provides view-only access to Clients, Reports, and Data Studio. No
- IT Helpdesk Provides access to the Health and Client Troubleshooting pages only. It includes permission to modify SLAs within the Health page. No
- Read Only Provides view-only access to all features. Administrators assigned this role cannot perform any configuration tasks, including creating, editing, or deleting any of the workflows. Specifically, the following restrictions apply:
  • Incidents: Mute action is not allowed.
  • Health page: Changing SLAs is not allowed.
  • Service Validation (and VideoCall QoE): Creating new tests is not allowed.
  • Config Change Analysis: View-only access.
  • Reports: View pre-canned reports only.
  • Data Studio: View dashboards, charts and schedules. Creation of new dashboard or charts is not allowed.
No
- Reports User Provides view-only access to the existing reports only. No
- Data Studio User Provides view-only access to the existing Data Studio dashboards and charts only. No

Requirements

This feature has no special hardware or software requirements for feature enablement or usage.

Considerations

  • Only users with the Prime Administrator role can add, edit, and delete users.
  • Internal users of a tenant account cannot edit user details of an invited user.
  • Invited users in a tenant account cannot edit the details of the users in the host account.
  • Invited users in a tenant account cannot delete users of the host account.

Best Practices

This feature has no special recommendations for feature enablement or usage.

Prerequisites

  • All potential users must have an existing RUCKUS Support account and a valid email ID that is registered with RUCKUS Support.
  • Users must be registered as an Administrator within their respective Support account in order to be eligible for addition to any tenant account.

Accessing the User List

To access the list of users who are added to the tenant account, complete the following step:
  1. On the navigation bar, click Administration > Account Management > Users. The Users page is displayed.
Users Page

You can view the count of total registered users next to the Users tab and all the users in the account are displayed in the users table. The list can be searched based on the email address, first name, or last name, or filtered based on the tenant account name.

The user table has the following attributes:
  • Email: Displays the user email address.
  • First Name: Displays the first name of the user.
  • Last Name: Displays the last name of the user.
  • Type: Displays if the user is internal user or 3rd party user.
  • Role: Displays the role of the user.
  • Resource Group: Displays the resource group name to which the user is associated.
  • Account: Displays the account name.
  • Invited by: Displays the name of the inviter.
  • Invitation Status: Displays the invitation status as Pending, Accepted, or Rejected.
You can perform the following actions from the Users page.

Adding an Internal User

You can add an internal user who belongs to your organization into the RUCKUS AI account. The user needs to have an existing RUCKUS Support account. Complete the following steps to add an internal user.

  1. On the navigation bar, click Administration > Account Management > Users. The Users page is displayed.
  2. Click Add Internal. The Add Internal dialog box is displayed.
    Create Users Dialog Box
  3. Complete the following fields:
    • Email: Enter the user email ID.
    • Resource Group: Select a resource group from the drop-down list to designate access for the user to a specific resource group. For more information, refer to Resource Groups.
    • Role: Select a role for the user from the drop-down list. For more information about the available roles, refer to Understanding User Roles.
  4. Click Save to add the user to the network. The added user name is displayed in the users table.

Adding a Third-Party User

A third-party user is a user who does not belong to your organization. By inviting a third-party user, you are explicitly granting access to someone outside your organization to the RUCKUS AI service account. Ensure that you have the necessary authorization to do so. A third-party user or a partner can only access a single resource group as defined by the administrator.
Note: If the Prime Administrator role is granted, the third-party user will also be able to invite other users into your account. If this is not desired, you can grant the third-party user a Administrator role or any other role with limited privileges.

Information relevant to the invitee is displayed in the table of the Users page. The user can accept or reject the invitation; the status of which is also displayed on this page as Accepted, Rejected, or Pending. The user must also have a registered RUCKUS AI account to accept the invitation. Additionally, only users having their own account with RUCKUS AI can accept invitations. Else, they will not be granted permission to access the application. If the user wants to use another account to accept invitations, then the new account has to be added and registered with RUCKUS AI before the user can accept invitation from that account.

Complete the following steps to add a third-party user.

  1. On the navigation bar, click Administration > Account Management > Users. The Users page is displayed.
  2. Click Add Third Party. The Invite 3rd Party dialog box is displayed.
    Invite 3rd Party Dialog Box
  3. Complete the following fields:
    • Email: Enter the email ID of the third-party user.
      Note: The user must have a valid email ID that is registered with RUCKUS Support. Else, the third-party account will be rendered invalid.
    • Resource Group: Select a resource group from the drop-down list to designate access for the invitee to a specific resource group. For more information, refer to Resource Groups.
    • Role: Select a role for the user from the drop-down list. For more information about the available roles, refer to Understanding User Roles.
  4. Select the User Agreement checkbox and click Invite. The invitation is sent to the third-party user.

Refreshing the User Details

You can retrieve the latest email, first name, and last name of the registered user from the RUCKUS Support portal by refreshing the user details.

To retrieve the latest user details, complete the following steps:
  1. On the navigation bar, click Administration > Account Management > Users. The Users page is displayed.
  2. In the Users table, click on the radio button of a user.
  3. Click Refresh displayed at the top of the Users table. The user details will be refreshed to show the updated details.

Editing the User Details

You can edit user details such as the resource group and role assigned to a user.
Note: Internal users of a tenant account cannot edit user details of an invited user. Invited users in a tenant account cannot edit the details of the users in the host account.

To edit the user details, complete the following steps:

  1. On the navigation bar, click Administration > Account Management > Users. The Users page is displayed.
  2. In the Users table, click on the radio button of a user.
  3. Click Edit displayed at the top of the Users table. The Edit User window is displayed which allows you to modify the resource group and role assigned to the user.
  4. Click Save to save the changes.

Deleting a User

To delete a user, complete the following steps:
Note: Invited users in a tenant account cannot delete users of the host account.
  1. On the navigation bar, click Administration > Account Management > Users. The Users page is displayed.
  2. In the Users table, click on the radio button of a user.
  3. Click Delete displayed at the top of the Users table. A confirmation dialog box is displayed.
  4. Click Yes to delete the user.

Switching between Accounts

After accepting the invitation, all the accounts are displayed on the Accounts page. To open the Accounts page, click the account name in the upper-right corner of the Header Panel in the UI. For more information on Header Panel, refer to Header Panel.

Partners or third-party users who are invited to manage multiple customer accounts can take advantage of the single sign-on feature available in the RUCKUS AI. Using this feature, partners can conveniently switch account views without having to re-login.

Open the Accounts page and select an account in the table. The RUCKUS AI web UI is loaded with the selected account's network data.

Adding a Brand

A user can be invited to have the role of a Brand to access and monitor partner's network data. For more information, refer to Brand Invitation.