Create and maintain users for an organisation

Create and maintain users for an organisation

You can set up multiple user accounts under the same organisation in the IPONZ online case management facility. This will allow these accounts to file applications and requests under the name of that legal entity. For example:

  • If different people in your company are managing different applications with IPONZ, you can create separate accounts for these people so that each of them has their own access details.
  • You can create an account for someone else in your organisation so that both of you can view and maintain your organisation’s cases.

In order to set up multiple user accounts in this way, you will need a single account to act as the primary contact for your organisation. This account should be directly linked to the legal entity for your organisation in the online case management facility. Your primary contact will then be able to create any number of secondary accounts that are also linked to this legal entity.

Superusers, administrators and members

The primary account that is linked to a client entity is known as its superuser.

The superuser for an organisation can create secondary users under their account. These secondary users can then log into the IPONZ online case management facility and perform actions under the name of the same organisation.

Superusers can create and maintain two types of secondary users in this way: administrators and members.

Members represent users who work for the superuser’s organisation and can perform actions under the organisation’s name.

  • Only a superuser or an administrator can create a new member account.
  • Whenever a Member account is created, a one-time activation code is generated and sent to the given user via email. The user can then use the activation code to activate the new Member account.
  • Members are only able to interact with tasks and discussions for cases that are specifically delegated to them.
  • Members can delegate any of their organisation’s cases to any other member, including themselves.
  • Members are able to view the details of cases under their organisation. Members, however, will not be able to view any tasks for these cases unless these cases have been specifically delegated to them.

Administrators are users who have access to broader actions that are similar to their superuser.

  • Administrators are able to perform all actions that members can normally perform.
  • Administrators can access and interact with any of the cases under their organisations, as well as the tasks and discussions for these cases. This is regardless of whether or not the case is delegated to a specific user.
  • Administrators can create and modify secondary user accounts (i.e. members and administrators). They can change members to administrators, and vice-versa.
  • Administrators are able to modify the details for their organisation. If a superuser is linked to multiple client entities, an administrator can choose the entity that acts as the default client for their organisation.

Superusers act as the primary contact for their organisation in the IPONZ online system.

  • Superusers are able to perform all actions that administrators and members can normally perform.
  • The email address of a superuser serves as the primary email contact for their organisation.
  • An organisation may have only one superuser at any time. Displacing the superuser for an organisation will displace all secondary users under that superuser.

Organisations with large numbers of members may further organise these members into Teams. For more information about teams, please see Set up teams of users for an organisation.

Create a secondary user for your organisation

Only superusers and administrators can create a new secondary user account.

1.   In your Inbox, open the My Account section of your left hand menu, then select My Profile.

2.   In the Members tab:

  • Click the Add button. This will cause a User Edition section to appear.
  • Complete the information under the User Edition section. Note that you must indicate if the new user will be an administrator or a member.
  • Click the Save button to save the new user.

The new user will be added to the list in your Members tab, and an Info box will display advising that an email will be sent to the user with an activation code. Select OK to close the box.

When the new user logs into the case management facility for the first time they will be prompted to enter this activation code to complete the process.

View, change or delete a secondary user

Superusers and administrators can view, change or delete secondary user accounts.

1.   In your Inbox, open the My Account section of your left hand menu, then select My Profile.

2.   In the Members tab:

  • To change a user’s details, click the Edit link next to that user. This will cause a User Edition section to appear with that user’s details. After making your changes, click the Save button, then click the Submit button on the lower right corner of the screen.
  • To resend an activation code for an account that is pending activation, click the Resend activation code link next to that user.
  • To delete a user, click the Delete link next to that user. This will immediately remove that user account.

If a deleted user currently has any delegated cases, these cases will automatically be re-delegated to the superuser. Deleted users will need to create new accounts if they wish to access the IPONZ online case management facility again.

Delegate a case to a user

Users under an organisation (whether superuser, administrator, or member) can delegate their organisation’s cases to each other.

Whenever a case is delegated to a user, that user is considered to be the user in charge for that case: Any current tasks for that case will appear in that user’s inbox.

1.   In your Inbox, open the My Account section of your left hand menu, then select My Profile.

2.   In the Delegate Cases tab:

  • Search for the cases that you wish to delegate. This will cause those cases to appear in your search results.
  • Select the cases that you would like to delegate, then click the Delegate case(s) button. This will cause a Select user window to appear.
  • In the Select user window, select a user from the list to whom you would like to delegate the cases you have chosen. Click the Select button to close this window and delegate these cases.

Once a case has been delegated, the contact details for that case will be updated with the delegated user’s name.

Activation code issues

In some cases, a secondary user may encounter problems when activating their account. If a secondary user is not prompted to enter their activation code upon login, please contact us for assistance. 

Change the superuser for your organisation

In some cases, you may need to change the primary contact or superuser for your organisation. For example:

  • Your current superuser may be leaving their role.
  • Your current superuser may be transferring their duties to a new superuser.

You may request for IPONZ to ‘switch’ the superuser role between the current superuser and a secondary user of your organisation. This will change the secondary user into the new superuser, and will change the old superuser into a secondary user. Your new superuser can then manage the secondary account as normal.

To enter this request with IPONZ, please send an email to outlining your current circumstances and account setup. We will then contact you to schedule this change.