Manage who accesses your Hub

We all know in Energy that we spend countless hours sending information back and forth between our team members, as well as our service providers and customers. Whether that is between two wholesale trading counterparties, or between an energy retailer and energy customer.

At Utilidex we wanted to make this part of your life a lot easier. That’s why we called the product the Hub, and set upon a journey to make sure important information could be accessed by those that needed it.

But we also know that security, and user management is critical. And it’s important to make sure only those that have the right security and permissions can access the data. And most importantly you have control.

Role based management

Firstly, the Hub uses Role Based security, in that every user must be assigned to a role.  The roles available depend on what you are using the Hub for. For instance, if you are an energy trader, you may have roles for trading, and if you are operating as a consumer, you may have roles for your internal teams, as well as your service providers.

You can see what roles are available with your subscription in the following screen.  You’ll note that some roles have access to certain screens and others do not:-


User Roles
 

Important: - you’ll note at the bottom of the page, is the Excel access. You can elect whether certain roles have access to the Excel Addin, or whether you wish to switch this off.  What data a user can access in the addin is determined by what modules, you grant access to. For instance, if a user has access to meter data only, they will only see the meter data tabs, and not site data and trades etc.

Setting up new users

Once you are happy with the roles that you have, and also what access privileges they have, you can commence setting up users. We’d recommend that you have 1-2 admin roles within your organisations, as these will be the people, who can set-up new users in the future, reset passwords and control your company’s subscriptions.

The Energy.Hub uses Microsoft's Active directory for password and user access, this provides a secure methodology in which your Username will be your email address, and passwords set by each user upon logging into the system for the first time. 

In order to set-up a new user, simply go to the screen below and enter the user’s details, and assign them to a role.  You also have the ability to upload multiple users at once.  To do this, you simply download the excel template, populate the date and then upload into the system.


Adding USers
 

Managing User Settings

Once your users are set-up. They will then appear in the “Manage Users” section


Managing Users
 

There are several key settings here, which are important for the Admin users of the system:-

Multi-factor authentication

Most secure systems these days, include the option for multi-factor authentication.  In some cases, such as in banking services, the standard is enforced. In short, this is another way to identify you as a user of the system, over and above the standard username and password check.  At initial configuration, users can define their preference which will be applied system wide.  If you would like to turn on multi-factor authentication, please contact the support desk

Special access - Groups

When you have Groups activated in your product. You can effectively group sites together. For instance, if we assumed you had a portfolio of 50 sites. And within those 50, 20 were “Corporate”, 20 were “Small Offices” and 10 were "Stores".  This can also work if you serve multiple customers, as the group will then be the customer name.  It might be also that you have a different set of people that manage these areas. Maybe they have different energy managers, or different line managers.

Once groups have been set-up (see more information here on setting groups up) – you are able to assign a user to the “Groups” role and then you can click on the pencil icon and select which groups of sites that user can have access to. By then checking on the Manage Roles tab, you can double check what screens they can have access to.

Groups is a very useful set-up for the following key items:

  1. Where you wish to split the management of your portfolio into different sections, and grant access to the appropriate personnel in your team.

  2. ​If you are a supplier/service provider and you wish to group sites by Customer and then grant access to certain screens/data items to your end customers*

Important:-Please note that where you are granting access to an external party, they will need to agree to a EULA (End User License Agreement) – for more details on Licensing and EULA – please check our website here.

Special access - Suppliers and metering

If you are a corporate/service provider you can also grant access to your supplier and metering company. You do this by creating a new user and assigning them to the role of either Supplier or Metering.

You will then need to click on the pencil icon, and select which metering or supply company they belong to.

Again, by clicking on the Manage Roles tab, you can see what screens the Metering Company & Supplier can see. The Hub will only show the data that is relevant to those parties and it uses the Site Services Standing data, to determine which sites are with which Provider.

Important: - it’s really important to maintain accurate standing data. So that the supplier and metering company is correctly selected. If you have incorrect allocations, this could result in your metering company, or supply company accessing incorrect records.

Taking a look at what your users are doing 

A number of Hub users, let their team members, and service providers (suppliers, metering companies, TPIs) log in and manage parts of the estate with them. The activity feed/Audit Trail, helps everybody stay connected, and see what each party is up to. Whether that’s logging in, checking meter data or entering trades. It’s your way to stay connected with your team. We have quite a comprehensive check list of what activity we capture and these are shown in the table below:

 

Audit trail capture

System Admin, can also delve deeper to see what data has been changed, as well as what activity took place. These items are logged permanently in the Audit Trail, which can be found in the first tab of the company menu as shown below. Here you can view detailed user audit trails, and also produce reports from specific functions such as logins, site management, trades, permissions and forecasts.

Audit Trail
 

Contacting support directly

Site users and customers can directly contact the relevant support stream which can be altered to suit your company requirements. Once logged into the Energy.hub, you can select the Email icon in the top right of the screen to directly contact the appropriate support.