What is the difference between these two options, and when should you use each?

Delete

This will permanently delete the user and remove them from this user list. A notification is displayed to check the correct user has been selected. It will still be possible, however, to display their details on request – by checking the Show Deleted Users box, which then displays a separate list just of those users who have been deleted. You may find this Deleted Users functionality useful for checking and verifying purposes in case of any future dispute.

Shred

Shredding a User will not only delete the user from the User List, but also delete all data associated with the User, such as entries. If you click shred a warning is presented. As such, this should be considered a more ‘Hard Delete’ option.

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.

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

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

Entrant site – the front end of the platform, where your entrants make their submissions

Admin site – the back end of the site, exclusively accessed by yourselves for administering the platform

Viewing site – the exclusive Viewers’ area where they can securely view the entries for purposes of judging

The exact URLs for each of these will be determined by your preferred naming convention, agreed during the development phase. There are costs associated if you require us to change these URLs once your Nucleus instance has been rolled out.

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

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

Validating Email Addresses

Admins can turn on an option which forces Entrants to validate their email addresses before they can access their accounts. This feature is now standard in most systems and forces Entrants to confirm that they own an email address before they have access to an account. This prevents Users from spoofing email addresses and also ensures that Entrants register the correct address so that they receive all of the email correspondence. Once the Entrant has completed the Registration Form, they will be sent an email with a 6 digit code that must be entered on a page in Nucleus. Once the code has been entered, the email address will be considered validated and the Entrant will not be asked again, unless they change their email address in the account settings.

This feature must first be turned on. Once activated, the email template for verification must be generated and updated along with the CMS for the code page.

1. Log into the Admin Interface
2. Go to Control centre
3. Click on Configuration Values
4. Search for Confirm Entrant Email on Registration
5. Click Edit
6. Set the Value to Yes
7. Click Save and Close

The email validation has now been set up and the next step is to register for a test account so that the email template will be generated. Once you have registered a test account follow these instructions:

1. Log into the Admin Interface
2. Go to Email Management
3. Click on Email Templates
4. Search for entrant/emailverification
5. Click edit on the template
6. Update the email template as required making sure you include the value @@verificationCode@@ as this will include the 6 digit code in the email. For more information see the How to Manage Email Templates guide.
7. The code is valid for 60 minutes. It is advisable that this time limit is included in the email copy
8. Once updated click Save and Close

The final step is to update the copy on the Code Confirmation page. This can be updated via the CMS. For more information on updating the CMS see this guide. These are the CMS variables that require updating:

• Header email validation header (add to CMS)
• Text email validation intro
• Input field with text to the left email validation code text
• Resend Code, button
• Enter Code button

Limiting the number of Entrant Registrations

One approach taken by a malicious party is to register a high number of fake accounts which can then be used to cause issues. There is little interest in anyone doing this as the net result is that they will need to provide data and pay an entry fee. As fake Entries are easy to spot and there is no financial benefit, there is a very small security risk. If fake accounts are registered it can be an annoyance for Admins who then have to sift through accounts until they are deleted 18 months after the last login. Nucleus therefore automatically restricts the number of accounts that can be generated from one IP address to 10 a day. Once this threshold is hit no more accounts can be registered, preventing bots from registering hundreds of fake accounts.

If required the threshold can be increased or decreased in the Configuration Vales section.

1. Log into the Admin Interface
2. Go to Control centre
3. Click on Configuration Values
4. Search for Number of registrations per IP address per day
5. Click Edit
6. Change the number of registrations in the Value field
7. Click Save and Close

It is also possible to White List IP addresses if you know they are safe. Any whitelisted IP is not affected by the restriction settings.

1. Log into the Admin Interface
2. Go to Control Centre
3. Click on Configuration Values
4. Search for Registrations whitelisted IP address
5. Click Edit
6. Enter a comma-separated list of IP Addresses that you wish to whitelist in the Value field
7. Click Save and Close

Below are some steps you can share with them to try and solve the issue:

1. Try a different browser
2. Try a different network (eg. 4G)
3. Try a different device
4. Try incognito
5. Clear caches/cookies
6. Reset password
7. If the message “Either the username or the password supplied was not correct. Please try again.” appears, it is most likely a typo error. Please make sure to enter the correct username and password.

If none of these options solve the issue, please ask the User to:

1. Record a video of their screen while they are trying to login. Admin Users can then send it to the BMT Support Team to investigate further.
2. Take a screenshot of their screen while they are trying to login. If there is an error message displaying somewhere, it is most likely a typo issue.