Hanna Prodigy offers a straightforward and efficient user administration system that ensures secure access control while providing flexibility for organizations to manage their team members effectively. This system is designed to align with your organization's structure and licensing agreements, making it easy to onboard new users and manage existing ones.
The licensing system is the foundation of user administration in Hanna Prodigy. Each organization has a license specifying the maximum number of users accessing the platform. This licensing model allows organizations to scale their usage of Hanna Prodigy according to their needs and budget.
Adding new users to Hanna Prodigy begins in the User Licensing screen under Company Administration. This is where administrators can register different users in the system, reserving a spot for them within the organization's user quota. It's important to note that at this stage, users are simply being allocated a license; they don't yet have access to specific initiatives or receive login credentials.
For example, let's say your organization has purchased a license for 100 users. On the User Licensing screen, you can start by registering key team members from various departments. You could add Jane Doe from Marketing, John Smith from Sales, and Sarah Johnson from Product Development. At this point, these individuals are registered in the system but don't have active initiatives.
The beauty of this approach is that it allows for centralized control over who can potentially access the platform, while still providing flexibility in how those licenses are utilized. It's a proactive way to manage your user base, ensuring you are always aware of the many licenses available and who they are assigned to.
Once a user has been assigned a license, they become eligible to be added to specific initiatives within Hanna Prodigy. This is where the role of Initiative Owners becomes crucial. Any Initiative Owner, from within their initiative, can invite users who have been assigned a license to join their initiative.
When inviting a user to an initiative, the Initiative Owner has the flexibility to assign one of four roles:
- Initiative Owner Administrator: This role has full control over the initiative, including adding or removing other users and changing initiative settings. It can only be assigned if the initiative owner is also an administrator.
- Initiative Owner: This role can manage most aspects of the initiative but may have some restrictions compared to the Administrator role.
- Member: This is a standard user role, typically for team members who need to participate in the initiative but don't need management capabilities.
- Guest: This role is often used when you need someone to access the initiative, but everything must be read-only.
It is worth noting that the user still doesn't receive automatic notification or confirmation at the point of invitation. This two-step process—assigning a license and then inviting to an initiative—provides an additional layer of control and security.
For instance, if Sarah Johnson from Product Development needs to collaborate on a new feature launch, the Initiative Owner of the "New Feature Launch" initiative can invite her, perhaps assigning her the Member role. Sarah would then be able to access and contribute to that specific initiative, but she wouldn't automatically have access to other initiatives in the organization.
This system offers several advantages:
We have a double process for user administration as it provides several advantages:
- Centralized Control: The initial license assignment ensures that only approved individuals can potentially access the platform.
- Flexibility: Initiative Owners can quickly add licensed users to their initiatives as needed, without going through a central administrator each time.
- Security: Users only gain access to the specific initiatives they've been invited to, maintaining data segregation and privacy.
- Scalability: As organizations grow or change, they can easily manage their user base, adding new licenses as needed and reallocating existing ones.
- Role-Based Access Control: The ability to assign different roles within each initiative allows for fine-grained control over user permissions.
Hanna Prodigy's user administration system balances centralized control and decentralized management. It provides a secure, scalable, and flexible way for organizations to manage their user base, ensuring the right people have access at the right time. This approach aligns perfectly with Hanna Prodigy's goal of being a strategic AI partner that adapts to your organization's unique structure and needs.
Administrator Dashboard
The Administrator Dashboard in Hanna Prodigy is a powerful central hub for managing user access and permissions across the entire organization. This feature gives administrators a bird's-eye view of the system's user landscape, offering robust tools to manage licensed users and their initiative assignments efficiently. Let's go deeper into the capabilities and benefits of this essential administrative tool.
At its core, the Administrator Dashboard allows licensed users to be added to the Hanna Prodigy system. This process is the first step in granting individuals access to any platform initiative. For instance, when onboarding a new employee, an administrator can quickly add them to the system, allocating one of the organization's available licenses to this new user. This action doesn't immediately grant access to any specific initiatives but rather establishes the user's presence within the Hanna Prodigy ecosystem.
Beyond simply adding users, the Administrator Dashboard provides a comprehensive view of all licensed users within the organization. This overview allows administrators to quickly assess who has access to the system, their current status, and their initiative assignments. Such visibility is crucial for maintaining security and ensuring optimal resource allocation.
One of the most powerful features of the Administrator Dashboard is the ability to assign users to specific initiatives directly. This capability streamlines the process of team formation and project kickoffs. For example, if a new cross-functional project is launching, an administrator can swiftly assign relevant team members from various departments to the new initiative, all from a single interface. This centralized assignment process ensures that the right people can access the right initiatives from the outset, reducing delays and potential security risks.
Equally important is the ability to remove users from initiatives when necessary. As initiaitve conclude or team members' roles change, administrators can quickly adjust access permissions. This feature is particularly valuable in maintaining data security and ensuring that only current, relevant team members have access to sensitive information within each initiative.
Another key aspect of the Administrator Dashboard is its role in maintaining compliance and security. By providing a centralized location for user management, it becomes easier to conduct regular access reviews, ensuring that user permissions align with current roles and responsibilities. This is particularly crucial in industries with strict regulatory requirements or for organizations handling sensitive data.