Updating user information

System Admins can view information about users, update their email addresses, send or resend the invitation email to allow users to activate their Diligent One account, and update the subscriptions and roles assigned to each user.

View user details

1. Open Launchpad.
Note If your company uses more than one instance in Launchpad, make sure the appropriate instance is active.
2. Select Organization Settings > Users (#). If you do not see Users as an option, the account you used to sign in does not have System Admin privileges.
3. Find a user:
   • Enter a name or email in the search box.
   • Make a selection in the All statuses list to restrict the user list by status:
     • Active the user has received an invitation email and activated their Diligent One account
     • Inactive the user has not been sent an invitation email to activate their Diligent One account
       Note

       A user may be assigned the Inactive status if:

       • Diligent Support has added the user to Launchpad and has not sent the invitation email
       • your company has set up SSO and users access Launchpad through their identity provider
     • Pending the user has been sent an invitation email but has not activated their Diligent One account
     • Disabled a Diligent administrator has disabled the user's Diligent One account
   • Make selections in the All user types or All subscriptions lists to restrict the user list by user type or subscription.
4. Click the name of the user. The User Details side panel opens and displays the user's:
   • profile information
   • assigned subscription and roles
   • UID (a unique identifier for this user, which is required in some HighBond API requests)
   • groups and group roles
   • activations
   • last two times signing into Launchpad
5. Click the Close icon to return to the Users page.
6. Optional. To export user information from Launchpad to MS Excel, click Download, and click Download in the popup modal.

   Result The file saves as InstanceName Users.xlsx. Any applied filters are retained in the Excel file.

Resend an invitation email

1. Open Launchpad.
Note If your company uses more than one instance in Launchpad, make sure the appropriate instance is active.
2. Select Organization Settings > Users (#). If you do not see Users as an option, the account you used to sign in does not have System Admin privileges.
3. From the Users page, click Send invitation or Resend invitation under the Status column next to the appropriate user.

Result The invitation email is sent to the user. Users who report not receiving the email notification may need to check their spam filter. Email notifications are sent from notifications@highbond.com unless your company has set up a custom sender. For more information, see Set up a custom email sender.

Users that belong to an SSO enabled instance do not receive an invitation email. When SSO is enabled, users can simply sign in to Launchpad by going to www.highbond.com, clicking Sign in to a custom domain, and providing the custom domain they have been assigned.

Update a user's subscription or role

1. Open Launchpad.
Note If your company uses more than one instance in Launchpad, make sure the appropriate instance is active.
2. Select Organization Settings > Users. This opens the Manage users page. If you do not see Users as an option, the account you used to sign in does not have System Admin privileges.
3. Find a user:
   • Enter a name or email in the search box.
   • Use the filters to restrict the list of users to a subset.
4. Hover your mouse over the appropriate value, click Edit , and use the dropdown lists to update the user's:
   • Diligent One system-wide user type (Launchpad role)
   • subscription
   • Reports access
     Note

     The default Reports access is No Access. You need a Professional or Oversight subscription to be assigned a role in Reports.

   Result Diligent One automatically saves your changes.

Update subscriptions or roles for multiple users

1. Open Launchpad.
Note If your company uses more than one instance in Launchpad, make sure the appropriate instance is active.
2. Select Organization Settings > Users. This opens the Manage users page. If you do not see Users as an option, the account you used to sign in does not have System Admin privileges.
3. Find users:
   • Enter a name or email in the search box.
   • Use the filters to restrict the list of users to a subset.
4. Do one of the following:
   • Select the checkbox next to the name of each user you want to update.
   • Select the checkbox next to the User column to select all users on the current page.
5. Optional. If additional users that meet your search or filter criteria are found on other pages, click Select all # users to include them in the bulk update.
6. Click Update users, and select Change user types and subscriptions.
7. Select the appropriate options from the dropdown lists.
   Note

   The default Reports access is No Access. You need a Professional or Oversight subscription to be assigned a role in Reports.

8. Click Apply changes.

   Result Each user's subscription and/or role is updated.

Updating user names

Diligent One users must update their own names from their user profiles.

Updating user emails

Email addresses change, occasionally. This is typically due to a change in someone's name (for example, after a change in marital status), or a company merger or rebrand. Do not change the email address on an account for the purposes of transferring that account to another person.

If you are a System Admin, in most cases, you can update the email address for any user in your instance of Diligent One.

Users who belong to multiple instances of Diligent One

If a user belongs to multiple instances of Diligent One, all of those instances must belong to your company in order to update their email. If a user belongs to an instance for another company as well, contact Support to update their email.

Users who sign in with single sign-on

If your users log into Diligent One through a single sign-on identity provider, update their email in your identity provider while or before updating it in Diligent One. If you update someone's email in Diligent One but not your identity provider, that person will lose access to Diligent One until the identity provider is updated.

How to update an email without SSO enabled

1. Open Launchpad.
Note If your company uses more than one instance in Launchpad, make sure the appropriate instance is active.
2. Select Organization Settings > Users. This opens the Manage users page. If you do not see Users as an option, the account you used to sign in does not have System Admin privileges.
3. Find users:
   • Enter a name or email in the search box.
   • Use the filters to restrict the list of users to a subset.
4. Click the name of the user you want to update. This opens the User Details side panel.
5. In the User Details panel, click Edit email. If this button is not visible, this user belongs to a Diligent One instance from another company and you can't update their email.
6. Type the user's new email.

Note

Diligent One Platform does not support email addresses with accents or non-Latin characters.

7. Click the Save button .
8. In the confirmation message, click Change.

Result This user's email is updated, and Diligent One sends a notification to the user's old email address to notify them of the change.

How to update an email with SSO enabled

In order to change email addresses, SSO must be disabled in Diligent One and re-enabled once changes have been made.

1. Open Launchpad.
Note If your company uses more than one instance in Launchpad, make sure the appropriate instance is active.
2. To disable SSO, select Organization Settings > Organization.
3. Click Manage SSO settings. This opens the Single sign-on (SSO) provider page.
4. Deselect Enable Single Sign-On (SSO).
5. Click Save changes. SSO is disabled for your organization.
NoteIf your company enables SSO and later decides to disable it:
• Users who did not set up a password before SSO was enabled must click Reset password on the login page to obtain a password.
• Users who set up a password before SSO was enabled can login with their user name and password.
6. To change emails, select Organization Settings > Users. If you do not see Users as an option, the account you used to sign in does not have System Admin privileges.
7. Find users:
   • Enter a name or email in the search box.
   • Use the filters to restrict the list of users to a subset.
8. Click the name of the user you want to update.
9. In the User Details panel, click Edit email. If this button is not visible, this user belongs to a Diligent One instance from another company and you can't update their email.
10. Type the user's new email.

Note

Diligent One Platform does not support email addresses with accents or non-Latin characters.

11. Click the Save button .
12. In the confirmation message, click Change.
13. To re-enable SSO, see How to enable SSO.

Result This user's email is updated, and Diligent One sends a notification to the user's old email address to notify them of the change.