FirstAgenda Prepare - New login and user administration

Submitted by Emilie on Sat, 04/22/2023 - 10:35

The update ensures future stability, and at the same time provides the opportunity to support several different login options such as SAML 2, MitID and others.

Below we will review some of the most significant changes the update entails, as well as what it means for you as a user of Prepare. First we will delve into which changes are relevant for the meeting participants and then for the administrators.

ATTENTION:

  • If you have saved the old login page as a bookmark, you must update the bookmark to the new login page. Type web.firstagenda.com or web.firstagenda.eu in the browser and press enter. Then save the new login page. 
  • Update the app to version 8.0.0


Changes for Meeting Participants


New Login Site:

  • As part of the update, you now log in from a new, common login platform.
  • You need to use your username, which in many cases is the same as your email address.
  • If you can't remember your username, you can click "Forgot Username" at login and follow the instructions.


Link to the New User Administration:

  • By clicking on your profile picture in the top right corner and then pressing "Edit Profile," you will be directed straight to the new user administration. Here you can edit your master data.


Username and 2-Factor Login:

  • In the new user administration, it is now possible to change your username and at the same time enable 2-factor login for your user, which will apply to all the organizations you are a member of.
     

Are you exempt from AD?

  • Users exempt from AD can now use their AD email as their username


New Invitation Flow:

We have optimized the invitation flow so that the creation of a user is both faster and easier.
 

  • You will now be asked to enter an SMS one-time code immediately after clicking "Accept Invitation" in the invitation email.

     
  • If the new user already has a login, Prepare will search for the user based on email or username, making it more difficult to create two different users.

     
  • If you are already logged in to an organization, you only need to add the new organization and do not need the hassle of logging in again.

     
  • It is no longer necessary to log in after completing the creation of your user.

 

Changes for Administration
 

Two-Part Administrator Role:
 

  • After the update, the previous administrator role will be split into two, so that as a user, you can be assigned either a user administrator role and/or an organization administrator role.
     
    • User Administrator: Can administer and create users (replaces the previous function "Can the agenda collector administer users?")
    • Organization Administrator: Can administer the organization and see all committees (without being the agenda collector)


NB: You must have the permission to assign it to others. When you have both roles, it corresponds to the previous administrator role.


Editing Users:

If you wish to edit a user's master data, you can still find the list of users and user information in Prepare, with a link to the editing itself, which takes place in the new user administration.


New Creation/Invitation Flow:
 

  • In the future, when you want to create a user, you will find a "Create User" button under "Users." You will then be directed to the new user administration to complete the invitation, and finally, be taken back to Prepare.
     
  • If you want to edit an invitation, you can still search for the user in Prepare, but the editing itself will take place in the new user administration
     
  • The invitation expires after 30 days, which is also stated in the email invitation.
     
  • In the new user administration, you will be able to find the list of all invited users in the organization, and you can filter based on invited and expired invitations.

User Status Moved to New User Administration:
 

  • The user status has also been moved to the new user administration, where you can filter based on active users, disabled users, blocked users, and users with expired passwords.
  • Deactivating and deleting users has also been moved to the new user administration.
     

Organizational settings moved to new user administration


Some of the organizational settings that you could previously change in Prepare have been moved to the new user administration. These include:
 

  • Organization name
  • Organization language
  • Number of days between password changes 
  • Number of allowed login failures
  • Support information: email, phone, website, and name
     

In addition, the organization administrator can now activate 2-factor SMS code for an organization, which, like the above, is activated in the new user administration.