07. User Management

User Access & Authentication

User management in Aquila PQMS follows a hierarchical structure where Aquila customers (typically vessel owners) can create administrator accounts for third-party companies (such as shipyards, classification societies, and equipment makers). These third-party administrators can then invite and manage users within their own organizations.

Key aspects of this structure:

• Aquila customers can:
  • Create administrator accounts for third-party companies
  • Manage all aspects of their own organization's users
  • Control which companies have access to their projects
• Third-party administrators can:
  • Invite colleagues from their own organization
  • Manage user roles within their organization
  • Cannot invite users from other companies
  • Cannot modify channel configurations

This hierarchical approach ensures secure collaboration while maintaining clear organizational boundaries and project security.

Inviting New Users (Administrator Process)

1. Navigate to Admin Module
2. Click "Invite User"
3. Complete required fields:
   • Business email address
   • User's full name
   • Role assignment
   • Access rights
4. Send invitation

The system will:

• Generate welcome email from notification@aquilapqms.com
• Create temporary credentials
• Track invitation status
• Flag any personal email addresses for audit

Initial Access

1. Invited users will receive a welcome email from notification@aquilapqms.com containing:
   • Your username
   • A temporary password
   • A direct login link
   • Contact information for your organization's administrator

First-time Login Process

1. Click the "Log into Aquila" link in your welcome email
2. Enter your assigned username and temporary password
3. Review the Terms of Service
4. Accept the four on-screen codes of conduct (declining will log you out)
5. Create a new password when prompted
6. Complete any additional profile information as required