The first person to register for CIOPulse is the 'Master Administrator'. The Master Administrator is able to activate, suspend and delete additional administrators who register afterwards. We call these additional administrators, 'Supporting Administrators'.
Supporting Administrators have identical admin rights to the Master Administrator, except only the Master Administrator can manage Supporting Administrators.
Master Administrators can:
- Activate Supporting Administrator registrations.
- Suspend Supporting Administrators, e.g. if they go on leave and are backfilled.
- Delete Supporting Administrators when they leave the organisation or change role.
- Define which Supporting Administrators can manage which CIOPulse instance (multi-instance clients only).
Each of these are described below.
Our Business Plan allows for one Supporting Administrator.
Our Corporate Plan allows for up to three Supporting Administrators.
The number of Supporting Administrators allowed for by our Enterprise Plan depends on the details of our agreement.
CIOPulse will not allow you to unsuspend more Supporting Administrators than your plan allows.
Our Support Team will only provide support to the Master and Supporting Administrators.
For security purposes, and to ensure you are using CIOPulse within the terms of our agreement, an administration account must only be used by one person. Do not share log-in details.
Registering Supporting Administrators
Supporting Administrator - Registration
To register a Supporting Administrator, the Supporting Administrator must register using the Register as Administrator form. The link to this form may be found at https://app.cio-pulse.com/portal.
The Supporting Administrator must enter a Portal Code when registering. Which Portal Code they use will depend on your situation:
- If you have a single instance of CIOPulse, the Supporting Administrator must register using the Portal Code for your instance.
- If you have multiple instances of CIOPulse, but the Supporting Adminsistrator will only be managing one of those instances, the Supporting Administrator must register using the Portal Code for that single instance.
- If you have multiple instances of CIOPulse, and the Supporting Administrator will be managing more than one of those instances, the Supporting Administrator may register using the Portal Code of any of the instances she'll be managing. In this case, the Master Administrator must then use the Manage Administrator Rights function to authorise the administrator to the additional instance(s).
Once the registration form has been submitted, the Supporting Administrator must wait for the Master Administrator to activate their account. The Supporting Administrator will be notified by email once their account has been activated.
Master Administrator - Account Activation
The Master Administrator will be notified by email when a Supporting Administrator registration has been submitted.
The Master Administrator must activate Supporting Administrator accounts using the 'Manage Administrators' function. This function can be accessed via a section of the Main Menu called 'Manage Administration Rights'.
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The 'Manage Administration Rights' section of the menu will only be visible (at the bottom of the Main Menu) when at least one Supporting Administrator has submitted the registration form.
The Manage Administrators page lists the people who have registered as a Supporting Administrator.
When an administrator first registers, their account will be set to Suspended and they will not be able to log on to the Portal until the Master Administrator has activated their account.
Activating a Supporting Administrator account is done simply by deselecting the Suspended flag. This will send an email to the Supporting Administrator to let them know they can now log on to the Portal.
Suspending Supporting Administrators
If a Supporting Administrator is going on leave, you may want someone else to take on their administration role while they're away. To do this, follow these steps:
- Replacement registers using the Register as Administrator form.
- Master Administrator suspends the Supporting Administrator who is going on leave.
- Master Administrator unsuspends the replacement Supporting Administrator.
And when the original Supporting Administrator returns:
- Master Administrator deletes (or suspends) the replacement Supporting Administrator.
- Master Administrator unsuspends the Supporting Administrator who has come back from leave.
You will not be able to suspend a Supporting Administrator who is set as the 'Send-To Administrator' in your Preferences. In this case you will first need to assign another person as the 'Send-To Administrator'.
Deleting Supporting Administrators
If a Supporting Admininistrator leaves the organisation, or changes roles, the Master Administrator can delete their CIOPulse account using the 'Manage Administrators' function. Simply tick the 'Delete' checkbox and click the Update / Delete Users button.
You will not be able to delete a Supporting Administrator who is set as the 'Send-To Administrator' in your Preferences. In this case you will first need to assign another person as the 'Send-To Administrator'.
Authorising Supporting Adminstrators to Instances
If your organisation has multiple instances of CIOPulse (e.g. one for IT, one for HR, and one for Facilities), the Master Administrator will be able to manage any of these instances.
Supporting Administrators have to be authorised to the instances they need to manage. E.g. Raj for IT & Facilities, Sam for HR. The Master Administrator does this using the 'Manage Administrator Rights' function.
Using the 'Manage Administrator Rights' function, the Master Administrator simply maintains a list of which administrators can maintain which instance. In the example below, Dave is authorised to manage both Instance1 and Instance2.
To remove an administration right (e.g. so that Dave can no longer manage Instance2), the Master Administrator simply deletes the corresponding entry from the list.
You will not be able to remove the right of a Supporting Administrator to manage an instance while that person is set as the 'Send-To Administrator' in the Preferences for that instance. In this case you will first need to assign another person as the 'Send-To Administrator'.