Safely edit or delete user roles assigned to users

Overview

Roles that are currently assigned to users should not be edited or deleted until all affected users have been reassigned to another role. This helps prevent accidental lockouts and unexpected permission changes.

Auvik allows administrators to create, edit, delete, and restore roles from the multi-site dashboard. Existing documentation explains how to manage roles and user assignments, but it does not currently provide a recommended operational workflow for safely modifying roles that are actively in use.

This article outlines a recommended change-management procedure for editing or deleting roles while minimizing disruption to users.

Before you begin

Ensure you have:

• The Role Management permission with Access & Edit enabled
• Access to the multi-site dashboard
• A rollback plan in case permissions need to be restored quickly

Why reassignment matters

Editing a role immediately changes permissions for every user assigned to that role.

Deleting a role that is still assigned to users can also result in:

• Loss of access to required features
• Authentication or authorization issues
• Unexpected permission inheritance
• Increased support requests during the change window

Using a temporary replacement role allows administrators to make changes safely without interrupting user workflows.

Safe procedure for editing or deleting a role

Step 1: Identify impacted users

1. From the multi-site dashboard, click Manage Users.
2. Filter or search for users assigned to the role you plan to modify.
3. Export or document the affected users if needed.

This list will help validate reassignment and recovery steps later.

Step 2: Create a temporary replacement role

1. Navigate to Manage Users > Roles.
2. Create a new role or clone the existing role configuration.
3. Ensure the temporary role contains the same permissions users currently require.
4. Save the role.

Using a temporary role prevents users from losing access while the original role is being modified.

Step 3: Reassign users to the temporary role

1. Return to Manage Users.
2. Select all users currently assigned to the original role.
3. Click the Authorize button and assign the temporary role.
4. Save the changes.

Confirm there are no remaining users assigned to the original role before proceeding.

Step 4: Edit or delete the original role

To edit a role:

1. Navigate to Manage Users > Roles.
2. Select the original role.
3. Make the required permission changes.
4. Click Save.

To delete a role:

1. Navigate to Manage Users > Roles.
2. Select the role.
3. Confirm there are no remaining user assignments.
4. Click Delete.
5. Confirm the deletion.

Step 5: Reassign users back to the updated role

1. Return to Manage Users.
2. Select the affected users.
3. Click the Authorize button and assign the updated role.
4. Remove the temporary role assignment if no longer required.
5. Save your changes.

Step 6: Validate user access

After the changes are complete:

• Ask a small group of users to sign out and sign back in
• Confirm expected permissions are working correctly
• Verify dashboards, integrations, and administrative functions behave as expected
• Review audit logs for unexpected authorization changes

Additional recommendations

Communicate maintenance windows

If permissions are changing significantly, notify users before making role modifications.

Avoid making permission changes during peak operational hours when possible.