This information is intended for the administrator role within Portbase.
As an administrator in IAMconnected, you can create, change and delete users. Each organisation has one main administrator. This person can appoint multiple user administrators.
Creating users
As an administrator, you can create new users in IAMconnected. In IAMconnected, go to the User management > Employees tab. There you will find the New employee button.
Enter the required details and click Send invitation. The user will receive an email invitation to create the account. The new user is immediately linked to your organisation.
Handling link requests
A user can create an IAMconnected account themselves and submit a link request with your organisation. As an administrator, you approve (or reject) this in IAMconnected. Read the article Handling a link request in IAMconnected for more information.
If your organisation is also registered in the Port Community System (PCS), the user will also be created in PCS and you can assign services to the user there under Organisation management. Read more about assigning services in the article Granting users access to a service.
Resetting Multi Factor Authentication (MFA)
An MFA reset by the administrator is required if users no longer have access to their old phone or security key. For this, read the article Resetting MFA for an employee
Users can also reset their own MFA if, for example, they have a new phone or security key. For this, read the article Resetting MFA.
Approving change requests
Users can change their own personal information. Some of these changes must be approved by you as an administrator. You will be informed by email that a change request is pending. Handle this as follows:
- In IAMconnected, select an employee in the User management > Change request tab
- Click on the change request
- Review the change request and click Accept or Reject
Suspending employees
Employees who temporarily do not need access can be suspended. You can recover their access at a later time when the employee needs access again. Follow these steps to suspend an employee.
- In IAMconnected, select an employee in the User management > Employees tab
- Click the Suspend button.
If your organisation is also registered in PCS, the user will still be visible in PCS. However, they can no longer use PCS.
Deleting employees (with or without end date)
Employees who no longer need access can be deleted by following these steps:
- In IAMconnected, select an employee in the User management > Employees tab
- Click the Delete button.
If your organisation is also registered in PCS, the employee will also be permanently deleted there. It is also possible to delete an employee in the near future (for example, at the end of this month). Enter the desired end date under End date (optional).
Recovering suspended employees
You can give employees who have been (temporarily) suspended access again:
- In IAMconnected, select the employee in the User management > Employees tab
- Click the Recover button
If your organisation is also registered in PCS, the employee can then log in again and use the previously assigned services.
Making employees user administrators
Only a main administrator can promote employees to user administrator.
You can grant one or more employees rights to also manage users. This is useful if you are temporarily unavailable due to holiday or illness. You can also, for example, appoint a user administrator per department or branch.
- In IAMconnected, select an employee in the User management > Employees tab
- Select User administrator under the Access level heading (see screenshot below).
Removing user management rights from employees
- In IAMconnected, select an employee in the User management > Employees tab
- Select Employee under the Access level heading (see screenshot below).
Appointing a new main administrator
As a main administrator, you can transfer your role as main administrator to one other employee.
- In IAMconnected, select an employee in the User management > Employees tab
- Select Main administrator under the Access level heading.
- Press the Transfer main administrator button (see screenshot below) and follow the steps on the screen.
You will be asked to review your authorised representative. The authorised representative will then be asked by email to approve the new main administrator. The correct authorised representative with the correct email address is required for this.
If your authorised representative or the contact details of your authorised representative are incorrect, you can adjust them directly. Click Authorised representative is incorrect for this. You can then select the correct authorised representative and contact details, as long as these are known in the trade register.
Because there can never be more than one main administrator, this action ensures that you are no longer the main administrator yourself.
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