Online services user administration guide

Online services user administration guide introduction

Our online services are our electronic transaction portal. You can perform a range of transactions within the portal and can access your online services history. The history allows you to see a variety of information related to transactions including when the transaction was submitted, who submitted it and the payment amount. We are also able to offer user administration functionality so that organisations can structure and monitor how their staff access the portal.

Business models

Centralised business model

Figure 1: Example of a centralised business model

The centralised business model caters for businesses that might have a number of offices in different locations, but conduct their business through a centralised location and would prefer to be represented as a single entity. With our online services the organisation would be established as one customer with a group of users who submit transactions on behalf of all the offices within the organisation.

Advantages

The advantages of a centralised business model are that:

  • each user has a single login that allows them to transact on behalf of all offices
  • there is only one customer identity for the organisation
  • users have complete visibility across all intellectual property (IP) rights for all offices
  • if case files are transferred between offices, there would be no requirement to formally request an amendment to the Address for Service.

Disadvantages

The disadvantages of a centralised business model are that:

  • all correspondence will be sent to the one address that is associated with the central location
  • your organisation will be responsible for distributing all correspondence from that location to the offices (if required)
  • it does not support individual offices.

Decentralised business model

Figure 2: Example of a decentralised business model

The decentralised business model caters for businesses that might have a number of offices in different locations and which may or may not use administration systems that are managed at an isolated office level. Businesses that adopt this model would be prefer to be represented by multiple entities. With our online services the organisation would be established as multiple customers with groups of users who submit transactions on behalf of their office only.

Advantages

The advantages of a decentralised business model are that:

  • each office (customer) manages a separate user base to transact through our online services
  • correspondence is directed to the office (customer) who transacts through our online services and not another office.

Disadvantages

The disadvantages of a decentralised business model are that:

  • all users, regardless of their user role, will require a unique login for each office (customer) that they represent
  • if a user needs to work for more than one office, then under the decentralised business model they will have to have multiple logins and passwords
  • case files that need to be transferred between offices (customers) would require a formal request to amend the Address for Service.

User roles

There are three levels of access to our online services and each level is represented by a user role. There is no limit to the number of users your organisation can have.

Administrator

The administrator is the super-user and manages other users who are related to the organisation. 

The administrator can:

  • create, edit and deactivate any privileged or general users
  • reset passwords for users
  • lodge requests on behalf of the organisation
  • update specific organisation details including ACN/ARBN/ABN and any contact details
  • access online services history.

To change your name or address you will need to notify us in writing so that we can amend your existing or pending IP rights. If you complete a transaction prior to notifying us of your new address, some or all of the correspondence for that transaction will be sent to the current address that we have recorded for you.

Standard user

The standard user can:

  • lodge requests on behalf of the organisation
  • update specific organisation details including ACN/ARBN/ABN, any contact details
  • access online services history.

Restricted user

The restricted user can:

  • lodge requests on behalf of the organisation
  • access online services history.

Establishing an online services account

To establish an online services account for your organisation you will need to send us an email request. You will need to provide us with the following details so that we can establish an account on your behalf:

  • organisation name
  • organisation address
  • the full name of your online services account administrator, their email address and contact number
  • username for administrator.

The username must be at least five characters long, have no spaces, use uppercase letters, lowercase letters and numbers. Do not use an email address for the username.

User administration

Adding a new user

Only a user with an administrator status can add a new user.

To add a new user to go My Details > User Administration and click the ADD A NEW USER button.

All fields are mandatory. Enter the details for the user you want to add to online services and click the ADD button.

The new user will be sent an email that asks them to complete the registration process. The new user will need to use the link in the email to access our online services and enter a password of their choice. After the user has selected their password they will be required to login to online services, agree to the terms and conditions and select a set of three secret question and answer sets.

Editing an existing user

Only a user with an administrator status can add a new user.

To edit an existing user to go My Details > User Administration. Find the user you want to edit then click the Edit link under the ACTION column in the user table.

You can edit any field marked with an asterisk (*). The administrator can also deactivate users or reset the user’s password through the edit link. 

When you have completed editing user details click SAVE button.

Deactivating an existing user

Only a user with an administrator status can deactivate an existing user.

To deactivate an existing user go to My Details > User Administration. Find the user you want to edit then click the Edit link under the ACTION column in the user table.

Click the DEACTIVATE USER button. A warning message will appear at the top of the screen to confirm that you want to deactivate the user. Select YES to deactivate or NO to cancel.

Reactivating a user

Only a user with an administrator status can reactivate a user.

To reactivate a user go to My Details > User Administration. Find the user you want to edit then click the Edit Link under the ACTION column in the user table. 

Click the REACTIVATE USER button. 

Once the user has been reactivated, the user status will revert to the status prior to deactivation. Click the REFRESH button. If the user status displayed is locked or suspended, you can click on the EDIT button under the ACTION tab. You can now click on the RESET PASSWORD button. The user will then receive an email link to reset their password. 

Status Meaning
New This will only be displayed while the details of the new user are being added by the administrator.
Active This means that the user has completed the registration process within online services and can log in and perform transactions.
Locked This means that the user has incorrectly entered their password five times.
Pending This means that the user has been added by the administrator and has been sent an activation email but has not completed the registration process within our online services.
Suspended This means that the user has suspended their account by incorrectly answering their secret question twice.
Inactive This means that the user has been deactivated by the administrator.
Last updated: 
16 March 2016