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Creating and Managing an Admin User for the Admin Interface

Creating Admin Users in Nucleus is quick and can be actioned by any other Admin Users. There are no restrictions on the number of Admin Users that can be created and given access to the system. As soon as the account is generated then it is active and once you pass on the credentials to the new User they can use them to login.

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.