Designing a user management program: theories, models, and practical tips
A good user management program is always crucial for any digital system. It ensures that the right people have access to the right features and that systems continue to operate securely, clearly, and efficiently. But how do you actually design such a program? Which theories and models can you use to optimally organize user roles and access rights? In this blog, I will guide you through the most important concepts that will help you build a user management app or software that is not only functional but also secure and user friendly.
Note: the guidelines and theories below do not only apply to designing user management programs but are also relevant to many other types of software. User roles are almost always central. Without roles and access management, logging in or using a system securely is often not possible. That is why these insights are also useful when developing other software programs, including Open Source programs, AI, and generative AI (GenAI) systems.
Why is user management important?
First of all, it is important to be aware that user management forms the foundation of any system that works with accounts and access rights. It determines who is allowed to do what within a system and includes assigning roles, setting access rights, monitoring security, and improving the user experience. Especially in larger organizations with multiple departments, diverse user groups, and varying security levels, a well thought out design of user management is indispensable.
Core principles in designing user management
Before exploring the theories, it is important to first understand the key principles behind a user management program. These principles serve as the foundation for creating a design that is both secure and easy to use:
- Role Based Access Control (RBAC)
- RBAC is the most commonly used method for managing user rights. In this approach, rights are linked to roles instead of individual users. This way, a user automatically receives the correct rights when they are assigned a certain role.
- Principle of Least Privilege
- According to this principle, each user only receives the minimum rights necessary to perform their tasks. This reduces the chance of errors or misuse.
- User Centered Design (UCD)
- Not only functionality, but also user friendliness is essential. UCD helps in designing interfaces that meet the needs of different user groups.
- Security Usability Theory (security and ease of use)
- A balance between security and usability is important. A system that is too strict can frustrate users while a system that is too loose brings risks.
Overview of other relevant models and theories
To organize user management effectively, it helps to understand several additional theories and models. Below is an overview of the most important ones, including explanations and practical uses.
Table 1.
| Model Theory | Explanation | Practical Application |
|---|---|---|
| Access Control Theory | Security regarding who gets access to which data and functions | Determining and implementing security policies |
| Identity and Access Management (IAM) | Overarching management of digital identities and access rights | Central role in user management, integration with authentication systems |
| Segregation of Duties (SoD) | Dividing critical tasks among multiple roles to limit risks | Preventing fraud and errors by separating roles |
| Authentication and Authorization Theory | Theories about securely identifying and authorizing users | Implementing secure login and access mechanisms |
| Cognitive Load Theory | Minimizing mental load when using systems | Designing simple and intuitive interfaces |
| Performance Management | Monitoring and improving user performance and behavior within the system | Reporting and analysis of user activity |
| Compliance Theory | Complying with laws and regulations regarding user rights and data | Designing systems that comply with, for example, GDPR or SOX |
| Task Role Fit Theory | Alignment between tasks and roles within a system | Designing roles that logically match responsibilities |
| Systems Theory | Organization as a whole of interconnected parts | Placing user management in a broader organizational context. A separate blog on this will follow soon; the link will be added here later. |
Important design models for all types of software
In addition to the points mentioned above, the following design models and principles are also important when designing any software. This also applies to software where different user roles play a part. These models ensure that software is not only secure and privacy friendly, but also user friendly, accessible, and sustainable.
Table 2.
| Model / Principle | Short explanation | Focus area |
|---|---|---|
| Privacy by Design | Privacy is built into the software and processes from the very beginning | Privacy |
| Security by Design | Security is integrated into the design to prevent vulnerabilities | Security |
| Ethics by Design | Taking ethical principles such as fairness and transparency into account | Ethics |
| User Centered Design UCD | Software is designed with the user at the center based on their needs and feedback | User friendliness |
| Accessibility by Design | Software is made from the start so that everyone can use it including people with disabilities | Accessibility |
| Fail Safe / Fail Secure | The system remains safe and functional even if errors or failures occur | Resilience and security |
| Modular Design | Software is built from separate modules making maintenance and changes easier | Architecture and maintenance |
| Design for Testability | Design in which testing can be performed easily and effectively | Quality assurance |
| Sustainability by Design | Software is designed with attention to sustainability and energy efficiency | Sustainability |
| Data Minimization | Only strictly necessary data is collected and processed | Privacy and risk reduction |
| DevSecOps | Security is integrated into the development process and the automated release cycle | Security and DevOps |
Important ISO standards for user management and access control
In addition to the previously mentioned ISO standards, there are specific ISO standards focused on the management of user roles and access rights within software applications. These standards help organizations implement robust access control mechanisms, ensure privacy, and comply with laws and regulations. Below is an overview of five relevant ISO standards.
Table 3.
| ISO standard | Application | Relevance for user roles |
|---|---|---|
| ISO IEC 27001 2022 | Information Security Management System ISMS | Provides a framework for managing access rights and user roles within an ISMS |
| ISO IEC 27002 2022 | Code of practice for information security | Provides guidelines for implementing access control measures including user roles |
| ISO IEC 27005 2022 | Information security risk management | Supports identifying and managing risks related to user roles |
| ISO IEC 27701 2019 | Privacy Information Security Management System PIMS | Extends ISO IEC 27001 with privacy aspects including the management of user roles related to personal data |
| ISO IEC 29146 2024 | Guidelines for access management | Provides best practices for managing access rights and user roles in various environments |
These standards together form a solid foundation for effectively managing user roles and access rights within software applications with attention to both information security and privacy.
Tip: improve your understanding of theories, models, and certifications using GenAI
Do you want to gain better control and a clearer understanding of different theories, models, and certifications, including the steps involved? Use generative AI tools like ChatGPT or Perplexity to get extra explanations and practical examples.
-
- ChatGPT: https://chat.openai.com
- Perplexity AI: https://www.perplexity.ai
Try these example prompts:
- “Explain what [theory/model] means and how to apply it when designing user management programs. Include all sources used in the text in APA format and add a full reference list at the end.”
- “Describe the steps needed to obtain the [name of certification] in software development. List all sources used in APA style within the text and add a full reference list at the end.”
- “Provide an example of using [theory/model] in access management for complex systems. Include source citations in APA style within the text and add a reference list at the end.”
Note that you should always check yourself whether the URLs and information generated by AI are correct, as GenAI can also produce hallucinations. In this blog, you will also find more information about how to use AI responsibly and how to cite AI sources in a report or research.
Always consider regulations from the start of software development
When designing software, the focus is often on user needs, technical feasibility, and functional requirements. However, the importance of legal, ethical, and policy frameworks is still too often overlooked in practice. It is essential to consciously and carefully consider these from the very beginning of the development process. This is not only to avoid fines or delays but also to ensure trust, transparency, and future-proofing.
Consider, for example, European laws and regulations such as the AI Regulation (AI Act), which provides clear guidelines for developing and deploying AI systems within Europe. This regulation directly affects how software may function, especially when algorithms or data-driven decision-making are involved. Additionally, there are national laws that may vary by country, for instance in areas such as data processing, privacy (such as the GDPR), archiving obligations, or sector-specific standards (such as in healthcare, education, or the financial sector).
What is often forgotten is that you should not only consider the legislation in the country where the software is developed but also the location of the end user and where the technical infrastructure is situated. In the case of cloud-based systems, for example, the rules and obligations of the country where the servers or data centers are physically located also apply. This includes legislation on data retention, surveillance, export restrictions, or national security.
In other words, technical and legal rules that apply to the place where the software is hosted are also important, especially when the cloud environment or servers are located in another country. Data stored on American servers, for example, may fall under American law even if the client is a Dutch company. The legal context of the hosting location can therefore have major direct consequences for how safe and legal the software is.
There is also another important layer: the internal guidelines and policy requirements of organizations themselves. So the software must not only comply with the rules and security protocols of the developer but also with the guidelines and governance structure of the client. These internal regulations may concern access management, auditing, compliance, or ethics and must be translated into concrete design choices. Sometimes extra requirements apply such as certifications, logging, or specific user roles that support accountability.
Especially in larger organizations or government institutions, it is common for different policy frameworks to overlap, including internal policy, sector agreements, local legislation, and international treaties. For software developers, this means they must conduct a stakeholder and compliance analysis early on. Which rules apply where? What are the technical consequences? How can software be designed to anticipate and adapt to this?
In short, a good design starts with thorough research into legal, ethical, and technical preconditions. This prevents the software from needing adjustments later or being rejected by auditors, managers, or regulators. By actively including these rules from the start, you can build software that is legally compliant, technically secure, better aligned with existing processes, and future-proof even if regulations change.
Good software development is therefore not only about technology and user needs but also about compliance, ethics, and strategic insight.
Below is a table summarizing the most important points mentioned above.
Table 4.
| Aspect | Explanation | Examples / Details |
|---|---|---|
| Legal frameworks | Laws and regulations the software must comply with | European AI Regulation, GDPR, sector rules (healthcare, education, finance), archiving obligations |
| Location of laws/regulations | Laws applying to development, use, and hosting locations | Rules depending on where software is developed, used, or hosted |
| Hosting & infrastructure | Impact of physical server and data center locations | Requirements for data retention, supervision, and security based on server location |
| Internal rules developer | Developer company’s policies and security requirements | Access management, auditing, certifications, compliance obligations |
| Internal rules client | Client organization’s specific policies and requirements | User roles, logging, accountability, security rules |
| Overlapping frameworks | Multiple legal and policy frameworks overlapping | Combination of local laws, sector agreements, internal policies of developer and client |
Practical tips
In addition to the theories, it is also important to know practical points of attention. These tips will help you design a (user management) app/software that not only makes sense in theory, but also works well in practice.
- Begin with a clear role structure
- Differentiate between primary and secondary roles and clearly define the rights for each
- Follow the principle of least privilege by granting users only the rights they absolutely need
- Involve users early in the design phase
- Use personas and test the interface with actual users
- Always consider relevant laws, regulations, and ethical standards
- Ensure the system complies with privacy, security, and organizational ethical guidelines
- Apply access control on multiple levels, including authentication, authorization, and factors like user location
- Continuously monitor system usage and performance
- Collect data regularly to improve roles and permissions
- Use Design Thinking with iterative testing and adjustments to find better solutions
- Engage diverse stakeholders and experts through interviews and feedback to improve design quality and gain different perspectives
- Actively involve all stakeholders, especially end users, from the beginning to build support and identify challenges early
- Keep stakeholders engaged during testing and after the software is launched
- Provide ongoing support and aftercare to ensure the software remains easy to use and satisfies users
A separate blog will follow later that explores the design process in more detail, focusing on how to effectively build support and maintain long-term relationships with users and stakeholders.
Seamless integration of new software with existing systems
In addition to good software design and the points mentioned above, it is crucial that new software or programs fit well with an organization’s existing processes and systems, as this is often where problems occur in practice. Frequently, insufficient attention is given to integrating new software with existing interfaces, underlying databases, data indicators, and key elements such as user IDs. These components are essential for ensuring a smooth transition from an old system to a new one without data loss or loss of functionality.
When software does not integrate well, issues such as incompatibility, duplicate data entry, errors in data analysis, and process delays can arise quickly. This can lead to user frustration, reduced productivity, and even financial losses. Good integration ensures that employees can work efficiently without unnecessary interruptions and that all systems stay synchronized.
It is also important to consider future expansions and organizational changes when developing new software. Flexible connections and a modular design help minimize the impact of future adjustments and extend the software’s lifespan. By addressing these technical and organizational aspects from the start, the transition will be smoother and the project is more likely to stay on track with goals and timelines. Good integration not only prevents immediate problems but also supports long-term usability and user satisfaction.
A short step-by-step plan for successful integration is as follows:
- Map out existing processes and systems, including databases, interfaces, and user IDs
- Analyze which data and functionalities are essential for the new software or program
- Design the software or program to ensure integration and compatibility with existing systems
- Thoroughly test all connections in a controlled environment before rollout
- Involve users and IT specialists actively during the transition phase
- Provide extensive training to users for proper use of the new software or program
- Monitor performance after implementation and address any issues quickly
- Plan for future expansions by using flexible and modular design solutions
Conclusion
Designing a user management program involves much more than simply assigning rights. It requires a solid understanding of key theories and models, a strong focus on both security and user-friendliness, and active involvement of the right stakeholders. Applying these principles ensures you build a system that is reliable, efficient, and future-proof.
If you need support with designing any software component, including AI, or assistance in solving a complex problem using any software, feel free to contact me here.
