All administrators have default permissions to access the user management system, and this access cannot be disabled. To restrict a user's access to this feature, change their permission type to Authorised User.

Both the individual user permission management accordions and the left navigation dynamically reflect your organisation's current contractual access. Features not purchased will display a lock icon, while expired features will show a clock icon. Hovering over these icons provides messages directing administrators to contact support for further assistance.

Administrators have the option to sort the data shown within the tabs in User Management based on a user's permission levels such as administrator, authorised, awaiting allocation, disabled, and 9ine.

The header will display the organisation's total user count. The Status filter will show, Validated Users, Pending Approval, and Invited Users. The Permission filter will show, Awaiting Allocation, Administrator, Authorised, Disabled, and 9ine. At least one option must be selected in both filters.

To invite a single user, begin by clicking on the New User(s) button. You will then be presented with a popup which displays six fields:

• First name
• Last name
• Initials
• Job title
• Type
• Email address

The email address field is mandatory when inviting a new user. On entering the required fields, you have two options:

• Next: Saves the information, navigate to individual user management page to assign permission
• Cancel: Discard the information and returns to user management log.

All invited user information is stored in the User Management log with orange icon, while validated user will show in green icon. The administrators have multiple options:

• Manage user profile (eliminating the need for users to populate their profile details in the multiple-user workflow)
• Permission Management
• Configuring notification settings for a user
• Revoking an invite (if within the five-day period)
• Resending an invite (if the five-day period has lapsed)
• Deleting the invitation request entirely
• Reset Password
• Force Logout

On allocating an individual user permissions, the user details are moved to the Validated Users tab.

To streamline the process of adding multiple users, the Bulk Invite feature has been introduced. In this first phase, administrators can directly upload user data, with Wonde integration planned for the next phase.

To begin, click the Bulk Invite button and select the Upload option. You will then be prompted to upload your organisation's user data or download a template to populate with required information. For convenience, the downloaded template includes all the required predefined column headings (with mandatory fields marked with an asterisk*), and you need to simply populate the template with the necessary information and proceed to upload. When uploading users, they must have the same email address from your primary domain or any approved secondary domain, if your organisation's account is configured for multi-domain use.

When uploading your own file, please ensure that it is in .xlsx format and that the column headings match those specified in User Management. Upon uploading data and clicking Upload & Assign Permissions, you will be navigated to the first step of the bulk upload process.

The bulk user management process is broken into five steps:

• Select users
• Permission type
• Allocate permissions
• Notifications
• Review & Approval

User data from the upload is sorted across three tabs: All, Action Required, and Warning. If no users require action or have warnings, only the All tab will be visible.

The Action Required tab highlights missing mandatory information (fields marked with an asterisk) for any users included in the bulk upload. After filling in the necessary details, a tick button will appear; clicking it will complete the entry, remove it from the tab, and adjust the count. For faster processing, you can use the Copy to All or Resolve functions, which apply information efficiently across multiple users. Note, both the job title and type fields (teaching and non-teaching) are optional and not essential to the upload process.

The Warning tab highlights users that cannot be uploaded to the 9ine Platform, either because they are already active users or because their email address does not match that of your primary (or approved secondary domains).

After completing the first step, you can proceed to the next step, Permission Type, by clicking Save. If you choose to Exit during the first step, the uploaded data will not be saved in the 9ine Platform, and you will need to restart the upload process from the beginning.

The Permission Type step allows you to select either administrator or authorised permission from a dropdown.

By clicking Next, you will proceed to the Allocate Permission step, where you can grant users access to specific options in the left-navigation menu. If certain permissions are left unassigned, the corresponding menu options will not be visible to those users when they access the 9ine Platform.

By clicking Next, you will proceed to the Notification step, allowing you to configure each user's notification settings as needed. For further information on managing notification settings, refer to the notifications Help Centre article.

Once you complete the Notification step and click Next, you'll advance to the final step, Review & Approval. Here, after confirming your entries, click Assign Permissions to initiate a background process that will verify the file and invite all users (via email). You will receive both an in-Platform notification and an email confirmation upon successful upload completion. Invited users have five calendar days to log into the 9ine Platform. If a user does not log in within this timeframe, they can reset their password directly from the login page. Administrators also have the option to reset a users password via the User Management log.

On inviting a new user via the New User workflow, or editing an existing user's permissions, you will be navigated to the Individual User Management screen when selecting Manage Permissions in the User Management menu. The user's name will be prefixed in the heading for ease of understanding.

Permissions are organised into four main areas:

• Permission Type Dropdown: Located in the top-right of the page, this dropdown allows administrators to set user access as Authorised User or Administrator. New users appear as Awaiting Allocation until permissions are assigned.

• Permission Accordion Checkboxes: Positioned to the left of each permission accordion, these checkboxes enable administrators to allocate or revoke permissions at an individual feature level quickly.

• Expandable Accordions for Granular Permission Management: Expanding an accordion provides detailed, item-level permissions, allowing administrators to view specific assignments and the associated permission type for each item. This granular view offers clear insight into user access across the platform.

• Reassignment: Positioned above the permission accordions, this functionality allows an administrator to bulk reassign user responsibilities across any or all features quickly. By selecting a user from the list, an administrator can transfer specific items or apply the Select All function to streamline large-scale reassignments.

Administrators, also have the option to:

• Reassign permission where a user is allocated as an owner.
• Remove access where a user holds the following permissions: member, notified user, reviewer, approver, attachment reviewer, orIT or data protection lead (for incidents).
• Utilise the Remove All Access button to revoke all assigned roles except Owner under an accordion.
• Utilise the copy to all functionality within individual accordions while preserving flexibility to manually adjust a subset if needed.

To disable a user's account, select Disable from the menu options on the User Management log, or click Disable at the bottom of the individual user's management page. When you click Disable, a confirmation message will appear. If the user is currently logged in, an additional prompt will inform you of any potential risk of unsaved changes before proceeding.

To delete a user's account, select Delete from the menu options on the User Management log, or click Delete at the bottom of the individual user's management page. When you click Delete, you'll be prompted to reassign any items where the user is assigned as the owner. For roles other than owner, the user's details will automatically be removed throughout the Platform. If the user is currently logged in, an additional prompt will appear to inform you of any potential risk of unsaved changes before proceeding.

If a user's account has not been integrated with Single Sign-On (Google or Microsoft), there are three password reset options available within the 9ine Platform:

• Forgotten Password: Accessible from the login page for users who need to reset their password independently.
• Reset Password via User Management: Administrators can reset a user's password directly through the user management feature.
• Change Password via My Profile: Users can reset their password themselves by navigating to the my profile section.

When using the reset password option in user management, administrators can choose to forcibly log the user out as part of the reset process, ensuring added security.

Administrators have access to the Force Logout option, allowing them to log users out of all active sessions instantly for enhanced control over Platform access. Additionally, administrators can view a list of all active sessions directly from the User Management log, providing greater oversight and security in real time.

To edit notification preferences, administrators can choose Notification Settings from the menu or expand the Notification Settings accordion directly on the individual's user management page. This setup aligns with the notification management process for individual users, ensuring a consistent experience across the platform. For further details, refer to the Notifications article available in the Help Centre.

Administrators can edit a user's profile by selecting Manage User Profile from the menu or by expanding the User Profile accordion on the User Management page. All updates are saved by clicking Save at the bottom of the accordion.

User Management operations are scoped to your organisation. This means you can only manage users who belong to your own organisation's account. Attempting to perform certain actions on a user from a different organisation will be blocked, and you will see one of the following messages:

• Deleting an invited user: "You are not authorised to delete invited user."
• Approving a user pending approval: "You are not authorised to validate the selected user."
• Revoking an invite: "You are not authorised to revoke access of selected user."

If you see one of these messages, check that the user you are managing belongs to the correct organisation. If you believe this is an error, contact [email protected].