To activate this, please raise a Support Ticket and request it from our Development team.

Once activated, the ‘Admin User’ of each entrant organisation (ie. their user with enhanced permissions over the Normal Users) will have a tab headed MANAGE USERS on their menu bar. From here they will be able to carry out the desired actions.

Clicking the Registration button below the log-in form takes entrants to the registration form. It is worth mentioning that both the text inside of the Registration button, and the title for each field of the Registration Form, are editable from the CMS editor, accessible by Admins.

Registration Form Stages

The Registration Form begins with an About You section, and by default the first field the user is asked to respond to is the Organisation Type they belong to, presented as a drop-down menu where they can choose from a predetermined list. Admins can request the list of Organisation Types visible in the list to be customised as needed. Once the user selects their matching Organisation Type, the rest of the form appears on screen, and they can proceed to filling it as needed. There are a number of required fields where the user inputs their personal data and set their password.

Once the About You section is complete, the user is able to proceed to the next stage of the Registration Form by clicking on Next at the bottom-right of the page. If they wish to stop the process, they can do so by clicking on Cancel at the bottom-left of the screen. The Cancel button is only visible in this first form page, and users will have to click on Previous to return to it, if they intend to cancel the registration process from a more advanced stage. Another simple way to stop the registration process is to simply exit the browser tab.

The next stage is the About your organisation section, where similarly to the previous stage, the user is presented with a series of required and non-mandatory fields to fill, where they can enter their organisation’s name and address details, and once again click on Next once ready to do so.

The third and final stage allows the user to add their Billing details, that the system will use to populate their invoices, should the Award or project they apply for require any payments. Fields in this section might ask some of the same information that the user has already provided in the previous stages.

Form Submission and Validation System

During registration, certain information that requires specific formatting, such as email address and phone number fields, are automatically validated by the system to ensure the details provided are in a valid format.

Once the form is complete the user can click on Submit at the bottom-right of the screen, and by doing so they will be prompted into their account interface. If any of the required fields in the form are found to be blank or with an incorrect formatting, the system will prevent the submission and will return the user to the form, highlighting with visible error tags which specific fields need to be reviewed. At the top of the page, the user will also be able to see a message stating how many issues have been found in the form.

Different Ways to Configure the Registration Form

Depending on the selected Organisation Type, and on how the Registration Form has been configured, the stages presented to the user may vary. When the user selects Individual from the Organisation Type drop-down list, the About your organisation stage is skipped, and address details are collected as part of the About You section instead. In addition, Admins can choose whether they wish to add the Billing Information stage or not when discussing configuration.

Note – If you wish to inform Entrants about their deletion process, you can set up three different types of email warning messages. Please review this guide to see how to manage email templates.

• entrant/delete/warn – If the user doesn’t log in for 18 months, this warning email is sent 30 days before the User account deletion date. To prevent the account deletion, the User simply has to log into the account using their username and password.
• entrant/delete/warnFinal– will be sent to the User 7 days before the removal
• entrant/delete/notify – will be sent to the User when the account has been deleted. If the user wants to enter again, they need to register for a new account.

Admins can adjust the length of inactive time that this deletion depends upon – to either longer or shorter than the default 18 months.

If you would like to adjust this time, please raise a Support ticket to request your preference.

This is particularly useful if you are trying to re-trace a user’s steps leading up to an error or issue OR to verify if they have carried out an action when they say they have eg. in a dispute over whether they have submitted an entry before/after deadline.

To access the Activity Log of a particular user, to the following:

1. Go to Viewers

2. The User List opens. Find the User you require, using the column filters.

3. Alongside the User, go to the Actions drop-down to the far right side of their record and select Activity Log.

4. The Activity Log for that User will open, listing every action they have taken on the site – with a full Date & Time stamp, accurate to the second.

How to Create a User in an Existing Organisation

Please follow these instructions:

1. Log into the Admin Interface
2. Go to Entrants
3. Click on Add
4. Enter all the relevant information
5. On the “Invite message” field include a personal message to the User you are creating in their invite email
6. From the Organisation dropdown menu select the relevant existing Organisation
7. Click Save

Alternatively, a new user can be added in an existing organisation directly from the organisation’s page:

1. Log into the Admin Interface
2. Go to Organisations
3. Click to open the desired Organisation
4. Scroll down to Organisation Users and click on Add
5. Enter all the relevant information
6. On the Invite message field include a personal message to the User you are creating in their invite email
7. In the Organisation dropdown menu, the desired organisation is already preselected
8. Click Save

How to Create a User in a New Organisation

Please follow these instructions:

1. Log into the Admin Interface
2. Go to Organisations
3. Click on Add
4. Enter all the relevant information. Please note that the mandatory fields are flagged in blue
5. Click Save & Close
6. Go to Actions>Users
7. Click on Add
8. Enter all the relevant information
9. On the “Invite message” field include a personal message to the User you are creating in their invite email
10. From the Organisation dropdown menu select the Organisation you’ve just created
11. Click Save

Important Note – Once the User is created, in both scenarios they will be sent the invite/newUser email template. The template includes two important special values:

• @@entrantnewuserinvitemessage@@ – which displays what has been entered into the Invite Message field.
• @@registrationUrl@@ – which is the link to register into Nucleus.

More information on how to manage the Users’ section can be found here.

It is worth noting that existing Entrant users can change Organisation, be moved to another Organisation via the Admin interface, or be deleted entirely. If any of these actions occur, there is a risk that an Organisation could be left without an Admin user. In that situation, other existing users would be unable to perform Admin-only actions, such as paying invoices or managing key settings, until support manually upgrades another user to Admin status. Should this occur, a notification alert will be sent on Nucleus in the Notifications section, which will remain visible for 90 days.

You can set them up by following these steps:

1. Log into your Admin Interface and click on Control Centre and select Award Groupings
2. On the top-right of the page, click on Add
3. A pop-up window will appear, where you will have to set-up the Grouping Name, which Awards you want to add into it, and you can even choose a Grouping Icon that will help to give a better categorisation feel to the Grouping tab
4. You can create multiple Groupings, and you can add the same Award to as many of them as you like
5. Click on Save

At this point, you can head over to the desired Award’s Settings, expand the Options section, and scroll down to visualise to which Groupings the Award has been added. From there, you can decide to remove the Award from any or all groupings by clicking on the little X on the top right of each Grouping tag. You can also click on View all the groupings to be brought back to that section in Control Centre.

When set up, Entrants will now see the Awards you decided to add to groups divided into expandible tabs, for easier navigation and less screen clutter.

• Display the billing details to entrants
• Choose which fields to show on the registration form
• Specify which fields on the registration form are mandatory or optional

How to Enable/Disable the Billing Section on the Registration Form

For instances that take payment there is an option to turn on an additional billing section. This enables companies to supply a different billing address that will be included on teh invoice if their billing address is different to the office address provided. All of the fields in the Billing Section are optional, but if completed, these fields will take precedence of the Company Address fields and will be included on the invoice instead. If this is left blank the Company Address will appear as normal.

1. Log into the Admin Interface
2. Go to Control Centre
3. Click on Configuration Values in the System Administration section
4. Search for Billing address on registration
5. Click on Edit on the right of the table
6. In the value input field type:
   1. No if you do not wish to display this section
   2. Leave the input field blank if you do wish to display this section
7. Click Save & Close to update the settings

How to Set the Fields on the Registration Form

Outside of the Billing Section admin users can define, to an extent, which fields appear to entrant users when they register for an account. The controllable fields are:

• Job title
• Company
• Address 1
• Address 2
• Town City
• Postcode
• County
• Country
• Primary phone number
• Alternative mobile number
• Alternative phone number
• Alternative email
• Main activity – A textbox which states “Main activity or business purpose of the organization entering these awards”

To update the fields:

1. Log into the Admin Interface
2. Go to Control Centre
3. Click on Configuration Values in the System Administration section
4. Search for Hide entrant registration fields
5. To remove fields from the registration form add them to the Value field as comma separated, eg. Company, Address 1, Address 2, etc.
6. To add fields to the registration form that are hidden remove them from the Value field
7. When complete click Save & Close and the fields will be immediately visible

In addition there are two further fields which are hidden unless requested:

• Confirm Email
• Social Media Handle

To request these fields for your instance registration form please submit a support ticket stating which is required and for which instance.

Note – It is not possible to edit the following fields as these are core requirements of the system:

• Organisation type
• First name
• Last name
• Email
• Password
• Confirm password

How to Specify Which Fields are Mandatory or Optional on the Registration Form

In addition to hiding fields on the entry form it is possible to decide if the following fields are mandatory or optional for entrants to complete:

• Job title
• County
• Country
• Main activity

Note – Currently it is not possible to edit any additional fields.

How to Enable Registration Screen Checkboxes

Nucleus provides the facility for admins to turn on up to three checkboxes as part of the entrant registration form. Theses were designed for GDPR purposes (see section 2 in the GDPR Guide), however, due to the flexibility in admins being able to edit the text they can be used for any purpose admin require. The data entered by entrants is fully reportable.

To enable the check boxes please submit a support ticket requesting that the Registration Checkboxes are enabled, including the required instance name.

Once the feature is enabled then the checkboxes are easily managed via the CMS. To turn them on:

1. Log into the Admin Interface
2. Go to CMS
3. In the Label column search for the following values:
   1. registration: dpa1 text
   2. registration: dpa2 text
   3. registration: dpa3 text
4. Click on edit
5. A screen with a text editor will appear
6. Enter the relevant copy
7. Click Save and Close

Note – Not all of the check boxes need to be used. If you wish to display fewer checkboxes then ensure the copy for one of the dpa files is empty. It is recommended that if you wish to use fewer than three check boxes that the dpa fields which larger numbers are left empty.

How to Report the Data from the Registration for Checkboxes

There are three reports that export the data form the check boxes on the registration form:

1. Entry Data Download Extended Data – Go to Control Centre, click on Entry Data Download and select Extended Data in the Export Mode dropdown
2. Entry Data Download Finance and Extended Data – Go to Control centre, click on Entry Data Download and select Finance and Extended Data in the Export Mode dropdown
3. The Download Report on the Users Page – Go to Viewers, Filter the table for the required users and click the Download button

How to Display the Entrant Organisation in the Menu

To enable this feature in your instance it is a simple case of switching on the functionality.

1. Log into the Admin Interface
2. Go to Control centre
3. Select Configuration Values in the System Administration Menu
4. Search for Show organisation name in entrant menu
5. Click Edit on the right of the table
6. Type yes (lower case) in the Value textbox
7. Click Save

When entrants login they will see their organisation listed

There are several areas of CMS that admin users must supply for this to be effective. It is advisable for you to prepare the copy before you begin amending the CMS as if this feature is activated then entrants will begin to see the copy.

• The terms and conditions statement and link
• The full terms and conditions
• The entrant statement for accepting the terms and conditions

How to Enable Entrant Terms and Conditions on Registration

1. Log into the Admin Portal
2. Select CMS
3. Search for the following CMS fields and click Edit to supply the copy:
   • entrant signup ts & cs – this is the terms and conditions copy that appears on the terms and conditions page
   • entrant signup ts & cs link – this is the copy that appears around the link to the terms and conditions page. Do not delete the link.
4. Add the relevant copy and click Save
5. Once the above two CMS fields have copy the terms and conditions should then appear on the registration page
6. Go to the entrant login page of your instance
7. Click on Register to generate the registration page
8. Scroll to the bottom of the page to check the CMS has been applied
9. Return to the CMS page in the Admin Portal and refresh the page
10. Search for I agree click Edit
11. Supply copy for the statement which the user agrees to when registration
12. Click Save.

Note:

1. The copy supplied applies to all awards that are managed via the instance
2. You can update and amend the copy at any time via the CMS

Some instances have the Manage Users section switched off and if this is the case then this guide will not apply to you. If you would like this section turned on then please raise a support ticket.

How does an Entrant Create Additional Users?

In terms of Nucleus, when an entrant creates an account, it is not just for them they are registering the whole organisation. Different clients show the organisation to the entrants to differing extents as not all Awards require an organisation to enter but even if an entrant registers as an individual an Organisation is created and you will see this in the Admin Actions Menu where Users and Organisations are split into two different sections. The reason for this is to enable multiple users within each entrant account. There was a requirement by larger organisations such as the Broadcasters who create many entries to have multiple users creating and submitting entries and videos but to have one admin user who oversaw all the entries and paid for an invoice.

Entrants create users in the Manage by clicking Add and then completing the fields on the page. They must define if the user is an Admin User or a Normal User:

• Admin users have the ability to view entries and media items created by all users in their organisation, are able to create more users, can issue entries to other users in the organisation and make payment
• Normal users are only able to view the entry forms and media items that they have created. Can issue entries to other users in the organisation if given permission by admin entry users (Admins need to edit the user settings and give permission for a normal user to issue entries to other users).

When the entrant clicks Save the new user is created and an email is sent. The entrant creating the new user has the option to include a personal message which will be included in the invitation to the new user.

Note – The email is the unique identifier for all entrants, so if their email exists in one account then it can not exist in another organisation.

How an Entrant Admin Can Opt out of Emails

By default, Entrant Admins are CCed on all emails related to entries, media items, and invoices within their organisation. For larger companies with multiple awards entries, this can lead to a high volume of emails for Entrant Admins. To reduce this, Entrant Admins can opt out of receiving emails for entries they do not own, while still receiving emails for entries where they are the owner. Since emails are still sent directly to entry owners, opting out will not disrupt important communications.

Entrants can manage their communication settings by navigating to the Manage Users section, editing their user profile, and setting Receive CC Emails to No. To ensure entrants are informed of this option, please update your instructions to include these details.

How to Restrict the Users Types in an Organisation

Above it was explained that entrants can create two different entrant user types, Admin and Normal. It might be that as admin users you only want entrants to be able to create certain types of users within their organisation. To define this:

1. Log into the Administration Portal
2. Go to Control Centre
3. Select Configuration Values under the System Administration heading
4. Search for Allowed entrant types in the Name column
5. Click Edit to open the settings screen
6. In the Value field enter one of the following:
   • Both – allows entrants to create admin and normal users
   • Admin – allows entrants to create admin users only
   • Normal – allows entrants to create normal users only
7. Click Save & Close

How to Restrict the Number of Users in an Organisation

To restrict the number of users that can be created in an organisation follow the following instructions:

1. Log into the Administration Portal
2. Go to Control centre
3. Select Configuration Values under the System Administration heading
4. Search for Max users per organisation in the Name column
5. Click Edit to open the settings screen
6. In the Value field enter a number to define the maximum umber of users, note that a 0 allows unlimited users to be created
7. Click Save & Close

Note:

• Organisations who reach the maximum number of users will only be able to create new users if they delete enough users to return below the maximum number
• An organisation that had created a higher number of users than the maximum before the implementation of the feature will not be affected adversly