There are a couple of external sites that can be used to improve the security of setting and sending passwords to other Users:

• Privnote: https://privnote.com/ – this site allows you to create a note that can only be read once and is then destroyed. It is an effective method of sending passwords by email.
• Strong Password Generator – https://delinea.com/resources/password-generator-it-tool – there are a number of websites that will generate strong passwords and this is one example. It is important to use a strong password to make sure that data in the site is kept secure.

There are three main types of users in Nucleus:

• Entrants – users who log into the entrant interface and submit entries.
• Viewers – users who log into the viewing interface and view and/or judge entries.
• Admins – users who administer Nucleus by setting up entry forms, reviewing entries, setting up judging rounds, etc.

Admin Users are core to Nucleus as, without them, there would be no one to manage the site or set up the entry forms. Admin Users can be given different user permissions:

• No special permissions – Admin Users without any special permissions can manage the Entries and Viewers for the awards they have permission to view. They are unable to set up new Admin Users, add themselves to awards, create new awards, or manage the finance functions.
• Super Admin – Admin Users with this permission can create and set up awards, add categories, build the Entry Form, and create and issue other Admin Users with permissions.
• Finance – Admin Users with the Finance permission can set prices for the Awards, give discounts, generate invoices and credit notes, create discount codes, and generally administer all finance functions.

When creating new Admin Users, consider what access to Nucleus they require.

How to Create an Admin User

1. Log into the Admin Interface.
2. Go to Control Centre>Admins menu.
3. Click on the Add button located on the top right of the screen.
4. On the next page complete the following fields:
   • First name
   • Last name
   • Phone
   • Email
   • Language – Is set to English by default
   • Password – Use a strong password with more than 10 characters
   • Confirm password
   • Status – Active or Disabled. When a new user is created is set to Active by default, however should you want to limit their access to the system for any reason (i.e. the user only worked on one project, which is now complete or they have left the project, or their job) without losing the information related to their profile, such as their action historic, entries information, and so forth, you may choose to disable their profile. Once disabled, the user will lose the ability to login into their profile.
   • Disable Date – if you want to keep a user as Active, but already know when you wish to disable their profile in a future date, you can set it in this Date field. Once the date is reached, their profile is automatically disabled without need for manual intervention.
     • Note 1: Active Admin Users are able to reactivate a Disabled account at any time by changing the setting back to Active.
     • Note 2: Admins who have not logged in for 12 months will be automatically disabled
   • User should change password on first login – Tick this checkbox if you wish the new user to change their password when they first login.
   • Extra dashboard statistics – In this field, you should enter the Internal Name of the question/s whose answers you want to see on the Dashboard. If more than one, you should separate each Internal Name by commas. This will only work for Questions that apply to the specific award you have selected from the main Dashboard project selector.
5. Select the check boxes for the Awards you wish to give the user access to
   • Note – Only Super Admin can assign/update permissions to Awards for another Admin User.
6. Decide if the user needs additional Roles by ticking the desired checkboxes.
7. Two Factor can be set up using the Google Authenticator App (See below)
8. Check the checkbox in the I’m not a robot test
9. Click on Save to create the admin user
10. Send the user the login details they need to access the site using a Privnote
    • Email
    • Password
    • Login url

Note – Nucleus does not send any notification to new users. Admins must pass on login details outside of the system using a secure method.

Resetting Admin Users’ Passwords

There is no functionality in Nucleus for an admin user to automatically reset their own password. This is for security reasons and prevents accounts from being compromised. If a user is unable to gain access, they can ask another admin user to reset their password. To do this:

1. Log into the Admin Interface.
2. Go to Actions > Admin Users.
3. Click the … icon and select Edit next to the desired user.
4. Update the Password fields:
   • Password (must be longer than 10 characters)
   • Confirm password
5. Click Save.

Note – Nucleus does not send any notification to users. Admins must pass on login details outside of the system using a secure method, such as a Privnote.

Security Mechanisms

There are several security mechanisms within Nucleus that help keep both the site and the accounts secure. Nucleus has the facility to set up MFA (Multi-Factor Authentication) for all user types. It is highly recommended to set up MFA for admin users, and you can find out how to enable MFA in the Multi-Factor Authentication Guide.

This guide explains where tags appear in the system and what each tag means.

Where Do Tags Appear?

Tags are used across different areas of Nucleus to indicate statuses and help Users quickly understand key information. They appear in the following sections:

• Invoice List – Displays payment statuses and Credit Notes.
• Entry List Table – Shows the progress of Entries and highlights issues that need attention.
• Awards & Projects Page – Provides information on Award Statuses.
• Media Items Page – Displays the status of uploaded Media Files.

Each tag is colour-coded for quick identification. Below is a breakdown of where tags appear and what they mean.

Invoice List Tags

Please follow these instructions to locate these tags:

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.
4. Go to Overview > Invoices.

Tag Colours & Meaning

• Credit Note – Yellow (A financial adjustment has been applied).
• Unpaid – Orange (Payment is still outstanding).
• Paid Offline – Green (Payment has been manually confirmed).
• Paid Online – Green (Payment has been processed online).

Admin Status Column Tags in the Entry List Table

The Entry List Table now includes an ‘Admin Status’ column, where tags automatically update based on Admin actions. These tags help track each entry’s progress, issues, and final outcome. To find them:

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.
4. Click on View Entries.
5. In the Admin Status column, status changes update automatically based on the actions taken.

Tag Options & Meaning

• Problem – Red (If the entry has one, or more, questions marked as a Problem and no Flag Issue/Pending)
• Query – Orange (If the entry has one, or more, questions marked as a Query and no Problem/Flag Issue/Pending)
• In progress – Blue (If the entry has answers marked as Checked Ok or Corrected and is submitted)
• Complete – Green (If the entry has answers marked as Checked Ok or Corrected and is approved)
• Flag Issue – Yellow (If the entry has one or more answers marked as Flag Issue and no Pending)
• Pending – Turquoise (If the entry has one or more answers marked as Pending, overrules any other colour)
• New – Teal (Apply if the entry has no flags applied, and Admins haven’t checked it yet.)
• Unsuccessful – Grey (If the entry is Unsuccessful)
• Deleted – Pink (If the entry is deleted)

Tip for Admins: You can search by tag directly in the CMS (for example, typing “entry list tag: pending” or “entry list tag: problem”). This allows you to quickly filter and review entries by status, making it easier to identify which need attention. From there, you can update and personalise the status as appropriate.

Entry Status Column Tags in the Entry List Table

Entry Status tags provide a visual summary of a submission’s status, allowing Admins to quickly assess each item. To change a status, click on the coloured tag – this will open a drop-down menu with available options. Follow these steps to locate and edit the tags:

1. Log into the Admin Interface.
2. Navigate to Awards.
3. Select the relevant Award.
4. Go to Overview > Entries.
5. To edit the Entry Status, locate the relevant Entry.
6. Click on the coloured Status tag to open the drop-down menu.
7. Select the appropriate Status from the list.
8. The tag will update immediately to reflect your selection.

Tag Colours & Meaning

• Submitted – Blue (The item has been submitted for consideration.)
• Unsubmitted – Grey (The item has not yet been submitted.)
• Approved – Green (The item has been reviewed and approved.)
• Unsuccessful – Red (The item did not meet the criteria or was rejected.)

Entry ID Column Tags in the Entry List Table

This column shows entries ID, alongside their payment status, provided that the Award accepts payments. In this column, the tags are applied to the payment status. To view this column simply follow the step by step of the previous paragraph.

Tag Colours & Meaning

• Uninvoiced – Grey (The entry is either submitted or unsubmitted, and an invoice was not yet generated)
• Unpaid – Orange (The entry has been submitted, an invoice has been generated, but it was not yet paid)
• Paid – Green (The entry has been submitted, the invoice was generated and paid)

Tags in the Question List

In addition to appearing within individual entry questions, tags now also appear on the Form Setup page, under the Question List. This allows Admins to quickly identify certain characteristics of each question at a glance.

Where to View Tags

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.
4. Go to Overview.
5. Select Form Setup tab.

Tag colours & Meaning

• Personal Data – Orange
• Multi-Part – Light Green
• Read Only – Pale Teal
• Question Deleted – Pink
• Admin Only – Grey
• BAFTA View Mapping – Bright Aqua
• API Field – Lavender Blue

Question Tags in the Entry Edit Page

The rules for the Admin Status column come from the Entry Edit Page. Based on the action taken, a colour will be applied next to each question. To find them:

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.
4. Go to Overview > Entries.
5. Choose the desired Entry and click on Edit. The Entry Edit Page will open.
6. Alongside each question, change the status you would like to apply on each question.

Tag Options & Meaning

• Unchecked – No colour
• Checked OK – Green
• Corrected – Teal
• Problem – Red
• Query – Orange
• Flag Issue – Yellow
• Pending – Turquoise

In addition to this, question tags may appear on top of each Question to highlight specific information, such as:

• Admin-Only – if that question is visible for Admins Only.
• Read-Only – if that question is Read-Only.

Award Page Tags

Tags on the Awards & Projects Page indicate the Status of the Awards itself.

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.

Tag Colours & Meaning

• Award Open – Green (Accepting entries).
• Award Closed – Blue (Not accepting entries).
• Award Active – Yellow (Currently running).
• Award Inactive – Red (Not currently in use).

Media Items Tags

Tags in the Media Items section indicate the status of uploaded media files, whether they are still processing or if an error has occurred. To find them:

1. Log into the Admin Interface.
2. Navigate to the Media Items Section on the left hand menu

Tag Colours & Meaning

• Complete – Green (Successfully uploaded).
• Error – Red (Issue with the file).
• Uploading – Yellow (The file is still uploading).
• Transcoding – Yellow (The file is processing).
• Not Started – Teal (No media uploaded yet).

How to Set Up Pricing for your Award

In order to set up pricing structures, it is necessary to prepare the award to accept Payments. In this section, you can see how to activate Payments for your Awards.

1. Log in to the Admin Interface
2. Click on Settings on the desired award
3. Scroll down and set up a Last Pay Date for your award
4. Next, scroll down further and expand the Pricing section
5. On the Requires payment field, select the desired type of payment among Online or Offline, Force Online or force Offline. This guide explains how to set this up.
6. On the Maximum online payment field, set 20000 (formatted in this way, without symbols, commas or decimals. This amount is in accordance with the current maximum payment limit threshold that can be processed with Worldpay)
7. Fill the remaining fields as needed.

Pricing Structure

Once the award is set up to receive payments, you can scroll down and click on the Pricing Structure link. The first step is to choose the desired type of pricing structure, you can choose from the following:

• Batch
• Entry
• Category
• Nominee
• Number Question Pricing

How to Set Up Price Per Batch

A flat fee is paid regardless of the amount of entries submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Batch
3. Add a Price Structure > Default. If you want to apply a different Price Structure to your organisation can follow these instructions.
4. Add Start Date if applicable. The date will start at 00:00:00
5. Add End Date if applicable. The date will start at 23:59:59
6. Add a Invoice Description – This will be displayed on the Invoice as a line item
7. Add a Price – This can be positive (e.g. 10.00) or negative (e.g. -10.00)
8. Select VAT Exempt
   1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
   2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
9. Select Stop processing more rules –
   1. If No – all pricing rules created after will be taken into consideration when this price is applied
   2. If Yes – all pricing rules created after will not be applied.

Note – When you set prices using the same method (like per batch, per payment, or per category etc) this is called a rule.

How to Set Up Price Per Entry

A fee is calculated based upon the number of entries submitted at closedown. The entry fee can be set to either be flat fee per entry or to increase or decrease depending on the number of entries submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Entry
3. Add a Price Structure > Default
4. Add Start Date
5. Add End Date
6. Choose Depends On Award Pricing Structure – here you can select one of the pricing rules you’ve already created. By doing this, you’re linking the new price to that existing rule. This creates a dependency, meaning the new price will only be applied if the selected rule is already in use. In simple terms, you’re telling the system: apply this new price, but only when that specific pricing rule is active.
7. Define Allowance Link To – Here you can link a pricing rule to another so that both share the same threshold. The threshold is set on the main rule, and any linked rule draws from that same allowance, rather than using its own. This creates a shared limit across multiple rules.
8. Add an Invoice description
9. Add a Threshold – this allows you to define a range or limit where a specific price applies per Entries. For example: If the threshold is 10, it means this price will only apply when the quantity is between 1 and 10.
10. Add a Price
11. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
12. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied
13. Add any Criteria – this allows Admins to set specific conditions based on answers or selections from the form. For example, if you want to apply a certain price only when a user selects a specific option or gives a particular answer, you can do that by setting the appropriate rule here.

How to Set Up Price Per Category

A fee is calculated based upon the number of categories submitted at closedown. The entry fee can be set to either be flat fee per entry or to increase or decrease depending on the number of categories submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Category
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Category (or categories) to set up the price for
9. Add an Invoice description
10. Add a Threshold
11. Add a Price
12. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
13. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

How to Set Up Price Per Nominee

This option lets you charge a fee based on the number of Nominees. In other words, the total price will increase depending on how many nominees are entered.
Nominees can be set up on the Category page, under Eligibility > Nomination Data section.
Whatever you define there can be treated as a nominee.

1. Go to Pricing Structure > Add
2. Select Price Entity > Nominee
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Category (or categories) to set up the price for
9. Add an Invoice description
10. Add a Threshold
11. Add a Price
12. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
13. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

How to Set Up Number Question Pricing

This option allows you to set prices based on individual Questions, as long as the Question includes a number. The price you set will be multiplied by the number the user enters in their response. This is especially useful in cases like selling tickets or any situation where the total cost depends on a quantity provided by the Entrant.

1. Go to Pricing Structure > Add
2. Select Price Entity > Number question Pricing
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Question – here you can choose a select question you’ve previously created in the form where users pick from numbered options. The system will display all select questions – including both number-based and text-based ones – so it’s important that Admins choose the correct numerical select question to ensure pricing works properly.
9. Add Threshold Start – this is the minimum number where the price rule begins.
10. Add Threshold End – this is the maximum number where the price rule ends. For example, if you set a threshold start of 0 and a threshold end of 5, the price you define will only apply when the quantity is between 0 and 5.
11. Add an Invoice description
12. Add a Price
13. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
14. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

Once Pricing Structures for your award are set up as needed, you can also run invoice simulation tests using the Test Scenarios functionality. Follow this guide to learn how to use it.

How to give an Admin User Permissions to an Award

1. Go to Control Centre>Admins
2. Find the desired User from the list
3. Click the … icon and select Edit next to the desired User.
4. Scroll down to the Awards section and click to expand the dropdown menu.
5. Select the desired Awards you wish to grant the Admin User access to
6. Click on Save

Please review this guide to see how to manage and create Admin Users.

There are 3 MFA options in Nucleus:

• Google Authenticate – a code is generated in an app that needs to be downloaded to a phone (Android/iPhone supported only)
• Email – an email containing a 6-digit code is sent to a specified email address
• SMS – an SMS containing a 6-digit code is sent to a specified phone number (Restrictions Apply – see below)

Admin Users can decide which of these mechanisms each User Type can utilise and decide if MFA is mandatory or optional for each User Type. Although the use of MFA is highly advised, the choice to activate the function is at the discretion of Admins.

Once set up, Users log in as normal and are presented with a page to enter or set up their MFA after initial login. Please note that:

• If Users use SMS or Email mechanism (using the same browser, device, and not clearing their cache) the code should last 30 days.
• If they use Google authenticator, then the latest validation will last until they close the browser.
• The criteria does not vary regarding the type of user, so it’s valid for Entrants, Viewers and Admins.

How to Set Up MFA

Although it is possible to switch on MFA using the instructions, in this section we recommend submitting a Support Ticket and discussing with BMT before this is actioned. BMT will be able to provide advice about which mechanisms to switch on and for which User Type.

1. Log into the Admin Interface
2. Go to Control Centre
3. Select General Settings in the System Administration section
4. There are 3 values which can be edited, use the Name Search Bar to locate them:
   1. Allowed MFA options for ‘Admin’ – Admins
   2. Allowed MFA options for ‘User’ – Entrants
   3. Allowed MFA options for ‘Viewer’ – Judges
5. Select Edit next to the user type you wish to enable MFA for
6. Enter any combination of GOOGLEAUTH, SMS, EMAIL in the Value field separated by commas to enable the required MFA mechanisms
7. Click Save
8. If setting for Admin Users you will be required to enter a MFA code for your account
9. Repeat steps 5 – 7 to enable MFA for multiple User Types

Setting Up SMS MFA

SMS messages are sent via AWS. This service is not immediately available as an application is required which AWS needs to approve. The application is based on regions and currently, only Europe has been tested. Sending SMS messages to United States phone numbers is extremely difficult due to US Government legislation so we advise that SMS is not the only option provided for these Users. If you wish to enable SMS for Users please submit a Support Ticket and confirm the regions to which you wish to send SMS messages. BMT will make the application on your behalf.

Also, note that the sending of SMS messages will incur additional AWS costs.

Setting Up Email MFA

Nucleus provides Email sending as standard, so there are no additional costs for this method. In order for the Emails to send you will need to ensure that the Email Templates are set up correctly.

There are 3 Email Templates you will want to consider editing depending on your MFA choices. These templates allow Admins to customise content specifically for the intended audience:

• admin/mfa – sent to Admin Users
• entrant/mfa – sent to Entrants
• viewer/mfa – sent to Viewers

Each template can be customised as Admins require but needs to contain the special value: @@loginCode@@ which will include the 6-digit MFA code.

For more information about managing Email Templates read this guide.

How to Force Users to Set Up MFA

In addition to the above controls, it is possible to force all User Types to set up MFA. Otherwise, the MFA is optional and Users will only see the controls in their account settings. Forcing all Users to set up MFA will:

• Force new Users to set up MFA on the first login or account creation
• Force existing Users to set up MFA on their next login

Take these steps to force MFA setup:

1. Log into the Admin Interface
2. Go to Control Centre
3. Select General Settings in the System Administration section
4. There are 3 values which can be edited, use the Name Search Bar to locate them:
   1. Force ‘Admin’ to set up MFA – Admins
   2. Force ‘User’ to set up MFA – Entrants
   3. Force ‘Viewer’ to set up MFA – Judges
5. Select Edit next to the user type you wish to enable MFA for
6. Enter Yes in the Value field
7. Click Save
8. Repeat steps 5 – 7 to enable MFA for multiple User Types

How to Reset MFA

For any reasons, Admin Users have the ability to reset MFA for all other Users Types at any stage. This will allow the user to choose an new MFA type, if available. No emails containing MFA codes will be triggered to the user.

FOR ADMINS:

Please note that you will have to be a Super Admin in order to do this. This guide explains how to manage this process.

1. Log into the Admin Interface
2. Go to Control Centre > Admins
3. Look for the desired Admin, click on the … icon on the right hand side, and click on Reset MFA

FOR ENTRANTS:

1. Log into the Admin Interface
2. Go to Entrants
3. Look for the desired User
4. Click on the … icon on the right hand side, and click on Reset MFA

FOR VIEWERS:

1. Log into the Admin Interface
2. Go to Viewers
3. Look for the desired User
4. Click on the … icon on the right hand side, and click on Reset MFA

Where Notifications appear

The Notifications section has been added on the left hand side menu in the Admin Interface. If you have a new or unread notifications, a visual indicator will show if you have unread ones.

Managing Notifications

Once you click on Notifications on the left hand side menu, if you have any notifications visible, you can toggle them as Read or Unread at will, and if you wish to delete them, click on the … Action menu, and select Delete.

This is a deliberate security feature, to prevent former users or ex-colleagues from regaining access to the site without your consent.

If you have forgotten or need to reset your password to the Admin site, please email your contact at BAFTA Tech or raise a Support Ticket at support.bafta.org to request it.