Managing users in the teams dashboard

This step-by-step guide explains how to create and manage users in the Teams Dashboard.

Who is this guide for?

• Organizations on our "Professional" or "Enterprise" plan.

Users, coaches and account limits

Columinity has two types of accounts:

• Dashboard accounts: These accounts are tied to one Teams Dashboard. They can be administrators with access to all teams in the dashboard or restricted to only selected teams. These accounts are created in the Teams Dashboard.
• Coach accounts: These accounts are tied to a Coaching Center and are only available under the "Enterprise"-plan. Coaches can be administrators and have access to all Teams Dashboards under the Coaching Center or be restricted to only selected Teams Dashboards. These accounts are created in the Coaching Center.

The number of teams on your plan limits the number of accounts you can create:

• 2 dashboard users for each licensed team
• 1 coach for each team licensed (requires "Enterprise")

For the remainder of this guide, we will consider how to manage dashboard users. Consult our guide on coaches to manage such accounts.

ℹ️ Tip: If you are on the "Enterprise" plan, we recommend using dashboard accounts as the default and only creating coach accounts for users needing multiple Teams Dashboards. This conservative strategy maximizes the limits (below) and prevents users from accidentally gaining access to environments that they aren't part of.

1. Viewing dashboard users

1. Go to https://teamsdashboard.columinity.com to open the relevant Teams Dashboard.
2. Click "Users" in the sidebar.
3. You now see a list of users.

This page shows the following:

• Under "Your users", you can see the dashboard users for this Teams Dashboard.
• Under "Your coaches", you can see any coach accounts with access to this Teams Dashboard. If no coaches have access, this list isn't visible.
• For each dashboard account, we show the following:
  • A user avatar (can be set by each user in their user profile)
  • The name of the account
  • A crown icon is shown when the user is an administrator.
  • A shield icon is shown when the user has Multi-Factor Authentication (MFA) enabled.
  • A key icon to indicate that a user must log in through Single Sign On (SSO). A filled key icon indicates that the user was successfully enrolled for SSO. An un-filled key icon means that the user has yet to enroll with SSO before they can access Columinity.
  • On the right of each account, we show the teams the user has access to and management options (the three dots).

2. Adding a user

1. Click "New" to add a new user.
2. In the form, provide the email address for the account.
3. Provide a user name.
4. Set the permissions. If a user is an administrator, they have full access to this Teams Dashboard. If they are tied to specific teams, they can only manage those teams.
5. Choose an account type. This is only available for Teams Dashboards under an "Enterprise"-plan and for clients with Single Sign-On (SSO) enabled. Otherwise, this field defaults to "Normal account".
6. Select whether an additional login factor is required for extra security. This option is only available for Teams Dashboards under an "Enterprise" plan.
7. Click "Save" if you're ready.

3. Editing and deleting users

Users can be edited or deleted by clicking the three dots to the right of each account. If a user is deleted, their information is purged entirely from Columinity unless a coach account exists for the same email address.

4. Multi-factor authentication (MFA) ("Enterprise"-plan)

Users on our "Enterprise"-plans can use multi-factor authentication (MFA) to add an extra layer of security to the login flow. At the moment, we support Google Authenticator and similar code apps. If enabled, a user must provide both their login and password and a one-time code from their authenticator app to be able to log in.

Enabling MFA

1. Click "Users".
2. Locate the user for whom you want to enable MFA.
3. Click the three dots on the right and choose "Edit".
4. For the "Add additional login factor"-field, choose "Yes".

On the next login, the user must configure Google Authenticator (or similar) to continue.

Reseting MFA

You can reset MFA for a dashboard account:

1. Click "Users".
2. Locate the user for whom you want to enable MFA.
3. Click the three dots on the right and choose "Reset MFA".

On the next login, the user must reconfigure Google Authenticator (or similar) to continue.

5. Single Sign-On (SSO) ("Enterprise"-plan)

Single Sign-On (SSO) is a technology that allows users to access Columinity with their company accounts. This is more convenient and secure because companies can enforce their log-in policies and manage accounts centrally. Single Sign-On is available to customers on our Enterprise plan with at least 25 teams. More information is available here.

Create a new user with Single Sign-On

1. Click "Users".
2. Click "New".
3. Enter the user details. In the field "Account Type", choose "Single sign-on". If this option is grayed out, SSO is not available for your subscription.
4. Click "Save". This creates the user and sends an invitation email to the specified e-mail address.
5. If needed, you can re-send the invitation by choosing "(Re)enroll for SSO" in the action menu for the newly created user.
6. You can monitor enrollment status with the key icon next to the username. If it is filled, SSO is enabled and the user is enrolled. It it is not filled, the user has not yet enrolled for SSO.

When the user clicks "Activate account" in the amil, they enter a wizard to connect their company account to the Columinity account with relevant permissions. To do so, the user has to log in with their company credentials in a secure dialog that runs on their company's infrastructure. If the credentials are correct, the company's identity server returns a confirmation and we link the Columinity account to that

When the wizard completes, the user is returned to Columinity and logged in automatically.

How to enable Single Sign-On for existing users

Existing users can be invited to enroll for Single Sign-On. To do this, click "(Re)enroll for SSO":