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User Manager Roles And Workflows
User Manager Roles And Workflows

A guide to the new User Manager aspect of Vudoo's platform.

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Written by Vudoo
Updated over a week ago

Roles

  1. Super admin

  2. Site admin

  3. Standard

  4. Guest

Statuses - each section outlines what this type of user can do in the Vudoo platform

SUPER ADMIN

Has full control

  1. Can see all Vudoo client accounts

  2. Can manage any user

  3. Can edit any content or asset

  4. Can view analytics

SITE ADMIN

Has account level control

  1. Can see all Vudoo client accounts

  2. Can manage any user

  3. Can edit any content or asset

  4. Can view analytics

STANDARD

Has standard level control

  1. Can edit any content or asset

  2. Can view analytics

GUEST

Has partner level control

  1. Can view and edit any content or asset

  2. Cannot delete any interactive video projects

  3. Cannot view account analytics


​DISABLED

Has no access to the Vudoo platform

Is blocked until re-enabled by a site admin


​PENDING

Has no access to the Vudoo platform

Is waiting for approval from a site admin

How to log into the Vudoo platform

When a Vudoo organisation’s account is created the account is assigned a platform subdomain.

This subdomain is specific to the organisation only and is the only way users that are part of the organisation can access the Vudoo platform.

Example: An example company called Woodwork Design may want to opt for wwd.vudoo.io.

With users assigned to this organisation they will need to login through wwd.vudoo.io/user/login

With your organisation it will be your-subdomain.vudoo.io/user/login

This information will be passed on to you or a work colleague by your Vudoo representative.

There are 2 options a user can login to the Vudoo platform

  1. Standard login via user credentials. Username and password

  2. Single Sign On provider (SSO) - setup is needed for this to be activated

Standard login

When you login in with user credentials Vudoo is protected by Multi-factor Authentication (MFA).

To log in on your-subdomain.vudoo.io/user/login:

  1. Enter in your username and password

  2. Click “Login”

  3. The page will be redirected to enter in a secret code sent to your email

  4. Type the code you received into the dashed field

  5. Click “Verify”

  6. If successful you will be granted access to the Vudoo platform
    ​

Troubleshooting Standard login

There are a few reasons you may not be able to successfully log in.

  1. Wrong code

    • You may have typed the wrong code

    • You may have typed an old or expired code

  2. Different browsers, computers or devices. When entering your credentials, a token is generated and signed by the browser you're on, alongside some needed Vudoo properties identifying your user account.

    • If you enter your login credentials through a browser, e.g. Chrome, then try to identify yourself through a different browser, e.g. Safari, then your token will not be valid, prompting an error message. This also applies to trying to sign your MFA code through a different device.

  3. Expiry

    • Minted MFA codes must be used within 24 hours. If you use your issued code outside that 24 hour window then your verification will fail and you will need to resend another MFA code to validate your verification.

    • User logins have a 30 day life span. This means you will be prompted to re-issue your MFA code if you try to login to the Vudoo platform after your last MFA verification has exceeded 30 days.

Single Sign On (SSO) login

The Vudoo platform currently supports Okta as a single sign on provider

You can read more about connecting your Okta instance with Vudoo here.

How to navigate to your User Manager

  1. Login to your account via your-subdomain.vudoo.io/user/login (as long as you’re a site admin)

  2. Navigate to the User manager

    1. In your profile menu in the top right click “Manage users”

  3. This page will display all users that are part of your Vudoo account

Creating a new user

  1. Navigate to your User Manager

  2. In the top right of the page body, click “New user”

  3. A pop up will appear with the necessary fields to fill in

    1. Note: A user cannot be added if they already exist in any account in the Vudoo platform

    2. Type in the new user’s first name, surname and email address

    3. Select the roles you would like this user to be assigned to

      • Standard

      • Site admin

    4. Check or uncheck “Send an email notification to the new user”

      • Checked :

        1. This will send a welcome email to the new user prompting to set up their own password

      • Unchecked:

        1. This will allow the Site admin to choose the new users password

        2. No email is sent to the new user, so the Site admin will need to pass on the new user’s credentials.

        3. Always take care when sending sensitive data to people. We recommend using your internal security tools or external services like https://pwpush.com
          ​

    5. Select the dashboards you would like the new user to have access to (this can be one or many but cannot be none)

    6. Click “Add user”
      ​

  4. You’re done! If you have any questions regarding these steps please contact your Vudoo representative

Invite a guest user

Vudoo allows guest user collaboration for users outside of your organisation to be granted access to your Vudoo account’s dashboard(s) and interactive projects.

  1. Navigate to your User Manager

  2. In the top right of the page body, click “Invite user”

  3. A pop up will appear with the necessary fields to fill in

    1. Note: Users can only be invited if they already have a Vudoo user account and part of a different organisation.

    2. Enter in the email address of the user you would like to invite as your guest

    3. Add an optional message

    4. Select the dashboards you would like the invited user to have access to (this can be one or many but cannot be none)

    5. Click “Send”

  4. An email invite will be sent to the invited user

  5. In the email there is a button link “Accept invitation” for the invited user to accept the invitation

  6. Click or copy and paste the link in a browser window

  7. This will automatically accept the invitation

  8. When the invited user logs into the Vudoo platform they will see a new menu allowing then to switch between accounts shared with them

User Manager - User edit

  1. Navigate to your User Manager

  2. Here you will see a list of all users in your Vudoo account

  3. Click edit on a user you would like to edit

  4. The user edit page will be specific to the user’s role and status

Site admin (you)

When editing yourself details and settings are limited to the below:

  1. First name

  2. Surname

  3. Email

  4. User role - Display only, can’t change

  5. Timezone

  6. Password change

  7. Save / update profile

You may notice that editing yourself you cannot downgrade your user role. This is by design.

Other site admins

When editing any site admin’s profile the following details and settings are present:

  • First name

  • Surname

  • Email

  • User role

  • Timezone

  • Account’s dashboards

  • Password change

  • Disable or enable user account

  • Delete user account

  • Save / update profile

Standard users

When editing any standard user’s profile the following details and settings are present:

  • First name

  • Surname

  • Email

  • User role

  • Timezone

  • Account’s dashboards

  • Password change

  • Disable or enable user account

  • Delete user account

  • Save / update profile

Blocked or disabled users

When editing any blocked/disabled user’s profile the following details and settings are present:

  • First name - Display only, can’t change

  • Surname - Display only, can’t change

  • Email - Display only, can’t change

  • User role - Display only, can’t change

  • Timezone - Display only, can’t change

  • Account’s dashboards - Display only, can’t change

  • Password change - Display only, can’t change

  • Disable or enable user account - enabled

  • Delete user account - Display only, can’t change

  • Save / update profile - Display only, can’t change

You will notice all fields are disabled apart from the “Disable toggle”. This allows site admins to re-enable a blocked user at anytime, granting the user instant access to the organisation’s account again

Pending users

This user status will show up when a Vudoo organisations account has an SSO integration and a user part of the SSO provider has been granted access through the provider (not Vudoo).

How this is actioned:

  1. Visit your Vudoo login page.

  2. Click Login with SSO provider. If the SSO user has been associated with the Vudoo app integration and they don’t have an account in Vudoo then when the user’s identity is returned successfully via the SSO provider Vudoo will automatically create a new user account.

  3. This account is then set to a pending status.

  4. An email is sent to the new user letting them know their account is pending approval

  5. An email is sent to all site admins requesting user approval.

  6. To approve or deny pending user status’, navigate to your user manager

  7. Click the Approve button next to the pending user status to edit the approval

  8. Here there are 2 options

    1. Deny

      1. Actioning this will delete the user and no further action is taken

    2. Approve

      1. Actioning this will activate the user and send a welcome email stating their account is now active.

      2. At this point the user will not be able to login using standard credentials but will be able to via the SSO provider login option. To enable standard login please contact you Vudoo representative

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