Platform administration
This chapter is for VirgilTrack’s platform administrators: the Virgil Finance staff who look after every organisation that uses VirgilTrack. If you work inside one organisation, as a CEO, manager or employee, you don’t need this chapter.
What administrators do
Section titled “What administrators do”- Approve new organisations. When a council signs up, you review the request and approve it, which invites everyone it listed.
- Look after each organisation. You change its CEO or department managers, invite people, record people leaving, and mark its access as suspended if needed.
- Support people. When someone calls for help, you can send them a password link, set a temporary password, change their sign-in email, clear a lockout or move them to another organisation.
- Run demos. You create personal demo links for people who want to try VirgilTrack.
- Tell people about downtime. You send maintenance notices to one organisation or to everyone.
Where your tools are
Section titled “Where your tools are”Administrators see three extra items in the menu on the left.
| Menu item | What it opens |
|---|---|
| Organizations | Every organisation on VirgilTrack, as cards. Select one to manage it. See Organisations. |
| Users | Everyone on VirgilTrack, across all organisations. See Users. |
| Sign Ups | Organisations’ sign-up requests, waiting for review. See Review sign-ups. |
Dashboard, at the top of the menu, opens the Admin Dashboard. It is a simple page; its Manage Demos link opens the Demo links page. After you sign in, VirgilTrack usually opens this page first.
The Admin Dashboard also shows a heading, Admin Index, and a get db path button that only shows technical file locations: you can ignore both. In the bar under the header, the Search Risk box and the Add a team member and Enable grid view buttons (their names show when you point at them) don’t do anything yet. See Known limitations.
Your work happens mostly in Organizations. An organisation’s own page has everything for its leadership and people in one place.
Who can use these tools
Section titled “Who can use these tools”The menu items above appear for accounts with the Administrator role. Two tools also need a system administrator account: Demo links and the maintenance notice page. If your account isn’t one, those pages say “Only system administrators can …”. Ask a system administrator to do it for you.
The main ideas
Section titled “The main ideas”An organisation’s status
Section titled “An organisation’s status”Every organisation has a status. It shows where the organisation stands with VirgilTrack.
| Status | What it means |
|---|---|
| Pending | The organisation has signed up and is waiting for you to review it. |
| Approved | You approved the sign-up. Everyone it listed was invited, and its people can sign in. |
| Denied | You turned the sign-up down. Nobody is invited. |
| Suspended | You marked the organisation’s access as paused, for example because a subscription is unpaid. Nothing is deleted, and you can restore access at any time. In this version, its people can still sign in. See Suspend or restore an organisation’s access. |
You approve or deny a sign-up on the Sign Ups pages. You suspend or restore access on the organisation’s own page.
Leaving, locking and deleting
Section titled “Leaving, locking and deleting”There are three ways to stop someone using VirgilTrack. Choose the right one.
| Question | Leaving… (deactivate) | Lock | Delete |
|---|---|---|---|
| Use it when | Someone leaves the organisation. | You have a security concern and need to stop someone signing in now. | An account was created by mistake and has never been used. |
| Where | The organisation’s People tab | Users | Users |
| Their work | Handed over to a colleague you choose, in one step. | Stays with them. | Only allowed if there is no work history. |
| Their record | Kept: work record, reports and history stay. | Kept. They stay a member. | Gone for good. |
| Undo | Rejoin | Unlock | Can’t be undone. |
Handing over work
Section titled “Handing over work”When a CEO or manager changes, or someone leaves, VirgilTrack moves everything the outgoing person holds to someone else in one step. That includes their open tasks, the initiatives they lead, open risks assigned to them, controls not yet in place, upcoming calendar tasks, the people who report to them and the departments they manage. Before you confirm, the panel shows exactly what will move.
The organisation’s history
Section titled “The organisation’s history”Leadership changes, invitations, people leaving or rejoining, changes of access, moves between organisations and most support actions are recorded on the organisation’s History tab, with the date, time and the administrator who did it.
Some things aren’t recorded there: locking, unlocking and deleting accounts on the Users page, emailing password links, saving the organisation’s details, and approving or denying a sign-up.
Pages in this chapter
Section titled “Pages in this chapter”- Review sign-ups: approve or deny a new organisation, and resend invitations that didn’t go out.
- Organisations: the list of organisations, and an organisation’s own page with its tabs.
- Change the CEO or a department manager: hand over leadership without losing work.
- When people join or leave: invite someone, record someone leaving, and let them rejoin.
- Users: find anyone, lock or unlock an account, delete an unused one, and repair roles.
- Help someone with their account: password links, temporary passwords, email changes, lockouts and moving someone to another organisation.
- Demo links: create a personal demo and see what the visitor did.
- Send a maintenance notice: tell people about planned downtime.
- Add suggested risks to the repository: the form for adding a risk to the risk repository by hand, and why such suggestions don’t reach anyone yet.
- Check scheduled emails and reminders: for system administrators, see the jobs that send reminders and digests, which ones failed, and run one again.