IN BRIEF:
Subgroups allow Enterprise Portal customers to limit which accounts specific Enterprise Portal users can access. This helps organizations with multiple facilities or accounts give users access only to the data they need. This article explains how to create Subgroups, add Enterprise Portal users, assign users to Subgroups, and understand how Enterprise Portal access works with login tokens, two-factor authentication, and Power BI access.
The features described in this article are only available to customers subscribed to iClassPro's Enterprise Plan. For more details or to request additional information about our Enterprise Plan, please reach out to our Sales team at sales@iclasspro.com.
Overview
A Subgroup is a child group within the main Enterprise Portal group. Assigning accounts to a Subgroup ensures that users linked to that Subgroup can only view data for those accounts.
Subgroups are useful for owners or administrators who manage multiple facilities but need to limit user visibility by account. For example, a user assigned to a Subgroup can access only the accounts included in that Subgroup, rather than all accounts connected to the parent Enterprise Portal group.
Enterprise Portal supports two permission levels:
- Admin: Allows the user to log in to the Enterprise Portal and manage other Enterprise Portal users.
- User: Allows the user to log in to the Enterprise Portal but does not allow them to manage users.
A user’s Subgroup membership is selected when their Enterprise Portal user account is created. After the user account is created, the assigned Subgroup cannot be edited.
Accessing the Feature
- Log in to the Enterprise Portal.
- Use the left navigation menu to access the area you need:
- Groups: Used to create and manage Subgroups.
- Users: Used to create and manage Enterprise Portal users.
Step-by-Step Instructions
Creating a Subgroup
- From the Enterprise Portal, select Groups from the left navigation menu.
- Select the + button in the bottom-right corner of the screen to open the "Create Group" dialog.
- Enter the necessary information to create the Subgroup:
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Details
- Name: Enter the Subgroup name.
- Active/Inactive: Choose whether the Subgroup is available. New Subgroups are Inactive by default.
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Users
- User Email: Enter the email address for a regular staff user that will exist in all selected accounts.
- Admin Email: Enter the email address for an admin staff user that will exist in all selected accounts.
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Accounts
- Use the + icon beside an account to add it to the Subgroup.
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Details
- After entering all necessary details, select the checkmark in the bottom-right corner of the screen to save the group.
Adding Enterprise Portal users
- From the main Enterprise Portal screen, select Users from the left navigation menu.
- Select the + button in the bottom-right corner of the screen to open the "New User" window.
- Enter the necessary information to create the user:
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Details
- First Name: Enter the user’s first name.
- Last Name: Enter the user’s last name.
- Email/Login: Enter the email address the user will use to log in.
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Status
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Level: Choose User or Admin.
- User: Allows the user to log in to the Enterprise Portal but does not allow them to manage users.
- Admin: Allows the user to log in to the Enterprise Portal and manage other Enterprise Portal users.
- Active/Disabled: Choose whether the user can access the Enterprise Portal. New users are Active by default.
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Level: Choose User or Admin.
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Group
- Select the desired Subgroup to limit the user’s access to accounts assigned to that Subgroup.
- Select No Group to add the user to the Parent Group.
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Details
- After entering all necessary details, select the checkmark in the bottom-right corner of the screen to create the user.
Assigning users to Subgroups
A user’s Subgroup membership is selected when their Enterprise Portal user account is created. This assignment controls which accounts the user can access in the Enterprise Portal.
After a user is created, their assigned Subgroup cannot be edited. To move a user to a different Subgroup, delete the user and recreate them with the correct Subgroup assignment.
Understanding Group users vs. Enterprise Portal users
Enterprise Portal user types determine what users can do inside the Enterprise Portal. Group logins may also have their own user type or level credentials.
- Refer to the "Group User Type/Level Credentials" section in How Do I Set Up My Enterprise Portal Account? for more information about how Enterprise Portal user types map to Group logins.
Login tokens and two-factor authentication
Enterprise Portal logins are authenticated through Google Login or Microsoft Azure (365). Any additional login controls, such as two-factor authentication, must be configured within those platforms.
NOTE: After a successful login, Google or Microsoft issues a token that remains valid for approximately one hour. If a user is disabled during an active session, access may continue until the token expires.
Power BI Details
Use the Power BI Link field to give the user access to an embedded Power BI report and the Enterprise Portal dashboard.
- Enter the Power BI report URL in the Power BI Link field to allow the user to access both:
- the embedded Power BI report
- the Enterprise Portal dashboard
- Leave the Power BI Link field blank to allow the user to access only the Enterprise Portal dashboard.
Troubleshooting & FAQs
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Can I move a user to another Subgroup?
- No. A user’s Subgroup assignment cannot be edited after the user is created. Delete the user and recreate them in the correct Subgroup.
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What happens if a Subgroup is deleted while it still has users?
- Those users appear in the Users list with "No group assigned" in the Group column. Recreate the user in a valid Subgroup to assign them to the correct access group.
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Why can a disabled user still access the Enterprise Portal?
- Google or Microsoft issues a login token after a successful login. This token remains valid for approximately one hour, so access may continue until the token expires.
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Why can a user not see the Power BI report?
- Confirm that the Power BI Link was entered in the user’s profile and that the user’s Power BI permissions allow access to the report.
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What is the difference between Admin and User access?
- Admin users can log in to the Enterprise Portal and manage other Enterprise Portal users. User users can log in to the Enterprise Portal but cannot manage users.