Delegated User Management

 

 

Table of Contents 

1. What is Delegated User Management?
2. Roles & Permissions
3. License Allocation Overview
4. Editing Organizational Unit License Allocation 
5. Add an Organizational Unit 
6. Move an Organizational Unit 
7. Delete an Organizational Unit 
8. Assigning Organizational Unit User Managers to each Unit 
9. Customizing your View on the Organization Hierarchy Page 

What Is Delegated User Management? 

Delegated User Management allows an organization with users across many departments or business units to delegate responsibility for managing those users to individual organizational units. User Management can be delegated by creating a series of organizational units (known as the 'organization hierarchy'), identifying organizational unit user managers, and allocating set numbers of licenses to each unit. This allows organization-level administrators to retain centralized licensing control for the entire organization, while also giving leaders of individual organizational units the ability to manage their own users directly.

When the feature is enabled in your AchieveIt account, you will see the following:

• A new Organization Hierarchy page in the Admin area.
• Additional fields related to organizational units on the Users page and the User Profile modal.
• Organizational Unit User Managers will now see the Admin menu with only the option to access the Users page.

To delegate user management to others in your organization, an Organization-level administrator must take a few steps to set up the feature: 

1. Create the organization hierarchy in your AchieveIt account.

2. Allocate user licenses to each organizational unit that has been created.

3. Assign at least one user manager to each organizational unit.

Once those steps are complete, the user manager for each organizational unit can create and import users into their unit and assign a user license and user type to each new user.

Note that Delegated User Management does not change how assignments to plans, custom dashboards, and teams function. A user must still be directly assigned a role for each of those features.

 

Roles and Permissions 

Users can play two key roles when delegated user management is set up for your AchieveIt organization: an Organization-level Administrator and an Organizational Unit User Manager. 

 

Organization-level Administrators can access all Admin Settings for your AchieveIt account (setting account-wide Password Policies, managing and creating Teams, setting default Notification Schedules, and more). Organization-level Administrators can administer users for their entire organization, create and edit the organization hierarchy, and allocate licenses as needed to individual organizational units. When logged into AchieveIt, Organizational-level Administrators will see the full range of menu options in their Admin settings. 

 

Organizational Unit User Managers can access the Users section of the Admin settings when logged into AchieveIt. They will be able to view and administer only the users within the Organizational Units they have access to. See this article for details on Organizational Unit User Managers and User Administration. 

 

License Allocation Overview

When utilizing the Organization Hierarchy feature, you'll find it useful to have the ability to allocate licenses from your total number of AchieveIt licenses out to your organizational units. You can always review the total license counts for your AchieveIt account on the Subscription page. 

 

On the Organization Hierarchy page, you can review your Total Licenses, the total current count of Allocated Licenses, and any Available Licenses remaining that can be allocated for your organizational units to use.

 

 

Licenses can be allocated to any existing organizational unit up to your total license count, and upon deleting any organizational unit all unassigned licenses will be released to the primary organization’s available pool of licenses for reallocation. 

 

Editing Organization Unit License Allocation

To edit the license allocation for an organizational unit, click the unit's name while on the Organization Hierarchy page.

Once the Organizational Unit Modal opens, click into the License Allocation section or click the 'Edit' button to activate Edit mode. 

 

From here, you can increase or decrease the total amount of licenses available to this organizational unit by clicking the arrows at the end of the field or typing in the new count. Click the 'Save Changes' button to complete your adjustment. 

 

 

Add an Organizational Unit

An Organizational Unit in AchieveIt allows you to group users from a specific team or department and show their alignment within your organization's unique internal structure, allocate specified amounts of licenses out of your total current pool of licenses for AchieveIt, and delegate user manager access for the Organizational Unit. Organization-level Administrators will be able to administer organizational units and see relevant details from the Organization Unit modal.  

 

On the Organization Hierarchy page, locate the unit you wish to add a child unit beneath in your organization hierarchy's list. At the end of the unit's row, click on the ellipsis icon and then select the 'Add Child Unit' option.  If you do not yet have any organizational units created, you can add your first organizational unit directly under the name of your organization shown at the top of the list.

 

 

Enter a name for the new child unit. The parent unit value will default to the name of the org unit you chose in the first step, but you can select a different parent unit if needed by using the Alignment dropdown menu. Select the user(s) that you would like to have delegated user management rights for the unit. Once all fields are complete, click the blue 'Add Org Unit' button in the bottom left-hand corner to create the new organizational unit.

 

 

If you want to immediately create another organizational unit, click the 'Create & Add Another' button to keep the Add Organizational Unit modal open. 

 

Move an Organizational Unit

If you wish to move an existing organizational unit to a new parent organization, you can do so by locating the unit you wish to move in the organization hierarchy. At the end of the unit's row, click on the ellipsis icon and then select the 'Move' option.

 

 

Select the new parent unit from the dropdown menu. 

 

 

Then click the 'Move Org Unit' button.

 

 

The organizational unit will now appear as a child unit of the newly selected parent.

 

 

Delete an Organizational Unit 

If you wish to delete an existing organizational unit from your hierarchy, you can do so by locating the unit you wish to remove from your organization hierarchy's list. At the end of the unit's row, click on the ellipsis icon, and then select the 'Delete' option. 

 

If the organizational unit currently has no assigned users, you may immediately delete the organizational unit by clicking the 'Delete Org Unit' button. Any licenses that were allocated to the empty organizational unit will be released back to the organization's pool of licenses. Any existing child units will also be deleted. 

 

If the organizational unit currently has assigned users, you will be required to select a new organizational unit (or units) to move existing users to before you may proceed with deleting the organizational unit.  You will have the ability to allocate existing users to multiple new organizational units if needed. Once the new organizational unit(s) have been selected, click 'Next'.

 

 

Allocate users into their appropriate new organizational unit(s), then click 'Next'. 

 

Click 'Delete Org Unit' to complete your deletion of the organizational unit.

 

 

 

Assign and Remove Organizational Unit User Managers

On the Organization Hierarchy page, click the name of the organizational unit that you want to assign or remove a user manager for and open the Organization Unit modal. 

 

 

Next, click into the User Manager section or click the 'Edit' button to activate Edit mode. 

 

 

Select one or more users from the dropdown menu.

 

 

Then click Save Changes. 

 

 

To remove an org unit user manager, follow the same steps described above, and once in edit mode in the User Manager(s) section, click the X icon next to the name of the user you want to remove as a user manager, then click Save Changes.

 

 

Customizing your View on the Organization Hierarchy Page

 

You can customize how information displays on your Organization Hierarchy page. You can freeze columns, sort ascending or descending on most columns, and change their order as well. To change the ordering of your columns, click the Column Layout button on the top right-hand corner of the organizational unit list to open the Column Layout modal.

 

 

On the modal, you can add new columns to the table by clicking the 'Add Column(s)' button

 

 

You can also reorder columns by selecting a column and dragging and dropping to the newly desired location. To remove a column, click the X icon on that column. Once you have the columns organized the way you want, click the 'Save' button to apply the changes.