Account Management

The Account Management link is used to manage the profile of the organization and its registrants. The screen displays:

· Account information;

· System activities; and

· Registration date.

Note: Registrants are allowed to update their contact information, but are not permitted to change the assigned User Name.

Account/User Management

This section is only available for administrators and displays details about the organization’s account:

· Account information;

· Details on all registrants associated with the organization’s account; and

· Registration date.

Administrators must ensure that registrants’ equipment and software meet the Virginia Date of Birth Confirmation (VDBC) system requirements, which are accessible in the Terms and Conditions of Use.

Account Information

The Account Information area displays organization account information. The account administrator can update address, phone/fax, and authorizing party information but cannot change the organization name.

User Information

The User Information area lists all registrants associated with the organization’s account. The area displays:

· Names of the registrants;

· The assigned user names;

· The designation (role assigned) to the registrant, (e.g., Administrator/User, User); and

· Action icons.

Account administrators can perform the administrative tasks below on behalf of the organization:

· Add new registrants to the account;

· Update existing registrant account information;

· Reset registrant passwords;

· Unlock locked accounts;

· Delete registrants from the account; and

· View organization and registrant activity.

See the following:

· Add New Registrants and Update Existing Profiles for instructional details.

· Icons and Buttons Glossary for descriptions of action icons.

· Organization Activity and User Activity sections for details.

Action Icons

Action icons located on the right of the registrant’s details allow administrators to perform administrative tasks on the behalf of the organization:

Enable (grant) the registrant’s administrative privilege;

Disable (remove) the registrant’s administrative privilege;

Edit registrant account information;

View the organization and registrant activity;

Reset registrant passwords;

Unlock registrant account; and

Delete registrant profiles from the current system.

See Icons and Buttons Glossary to view system action icons and buttons.

Add New Registrants

Select the Account Management tab then select the option Account/User Management. The system will navigate to the Account Details screen. All fields indicated with a red asterisk (*) are required.

Step	Action
1.	Click New User.
	Comment: The system will navigate to the New User Registration screen.

2.	Complete the User Information area:
	- Select the User radio button option.
	- Enter the user’s name.
	- Enter the address of the user.

	If the user’s address is …		Then …
	Same as the organization’s		Check the box Same as organization address.

	- Enter the user’s email address.

3.	Complete the Login Information area.
	- Create and enter a User Name for the user. User names must:
	· be at least six characters;
	· begin with a letter;
	· not exceed more than 17 characters; and
	· include only letters and numbers.
	- Create and enter a temporary Password.
	The password must meet the following criteria for security purposes.
	· Must be at least eight characters in length;
	· Must not contain the user's account name;
	· Must use at least three of the following four characteristics:
	1) English upper-case letters (A-Z);
	2) English lower-case letters (a-z);
	3) Numbers (0-9); and
	4) Special characters (!@#$*%&)
	5) Re-enter the password to Confirm Password.

4.	Click Submit.
	Comment: The Confirm User Registration screen appears.
	- A confirmation message will state the new user was registered successfully.
	- The system will automatically generate an email notification to the user which includes a hyperlink to log into the system.
	- It is advised that users log into the system as soon as possible to change the temporary password.

	If …	Then …
	Registering another new user	Click New User. The system navigates to the New User Registration screen
	All users are registered	Click Done. The system navigates to the Account Details screen

Add New Administrator

IMPORTANT! It is strongly recommended that organizations designate two people with administrator capabilities (Administrator or Administrator/User) so that one person can serve as a backup if the other is unavailable.

If …	*Then see* …**
An existing user	The instructions below.
A new user	Add New Registrants to add the individual.

Click on the Enable Admin icon located next to the appropriate user’s account details. A dialog box displays requesting confirmation for the action:

If …	Then …
Yes	Click OK. The system will update the designation(s) in the User Information area:
	- A message will state the user has been confirmed as an administrator; and
	- An email notification will be sent informing the user of the action.
No	Click Cancel. The system will abandon (cancel) the action and remain on the Account Details screen.

Note: Wait five minutes for the account to synchronize before accessing the system.

Disable Administrator

Click Account Management and then select the Account/User Management option from the toolbar to edit an existing registrant profile.

Click on the Disable Admin icon located next to the appropriate registrant’s account details. A dialog box displays requesting confirmation for the action:

If …	Then …
Yes	Click OK. The system will update the Designation(s) in the User Information area:
	- A message will state the registrant has been disabled as an administrator; and
	- An email notification will be sent informing the registrant of the action.
No	Click Cancel. The system will abandon (cancel) the action and remain on the Account Details screen.

Note: Wait five minutes for the account to synchronize before accessing the system.

Update Existing Profiles

Click Account Management and then select the Account/User Management option from the toolbar to edit an existing registrant profile.

Click on the Edit User Info icon located next to the appropriate Registrant's name. The Edit User screen will appear.

Step	Action
1.	Make the appropriate update to the registrant’s information.

2.	Click Submit.
	Comment: A confirmation message will display stating the account updated successfully.

	Note: The system will then generate emails to the administrator and registrant confirming the account was updated.

Reset User Password

Click Account Management and then select the Account/User Management option from the toolbar.

Click on the Reset Password icon located next to the appropriate Registrant’s account details. The Reset Password pop-up will appear.

Step	Action
1.	Create and enter a new password.
	Remember! For Security purposes, the password must meet the VDBC password criteria.
	See Complete Registration for password criteria.

2.	Click OK.
	Comment: A confirmation message will display stating the password reset is successful.

	Note: The system will then generate emails to the administrator and registrant confirming the account was updated.

3.	Click Continue.
	Comment: An email notification will be sent informing the registrant of the action.

	Note: It is recommended that the registrant log into VDBC as soon as possible and establish a new password.

Unlock Account

A registrant account can be locked due to a password failure entry (up to four attempts is allowed), or an unauthorized attempt to access the system by an individual. An error message will appear and state the system is locked. This action occurs to avoid further attempts and requires assistance from the account administrator to unlock the registrant’s account.

Click Account Management and then select the Account/User Management option from the toolbar.

Click on the Unlock Account icon located next to the appropriate registrant’s account details. A dialog box displays requesting confirmation for the action:

If …	Then …
Yes	Click OK. The system will unlock the registrant’s account.
Yes	Note: Wait five minutes for account to synchronize before accessing the system.
No	Click Cancel. The system will abandon (cancel) the action and remain on the Account Details screen.

Delete User Profile

Important! The system does not allow administrators to delete their account while logged into the system because the icon needed for this action will be unavailable. Another administrator is needed to complete this type of action.

Click Account Management and then select the Account/User Management option from the toolbar to delete an existing registrant profile.

Click on the Delete User icon located next to the appropriate user’s account details. A dialog box displays requesting confirmation for the action:

If …	Then …
Yes	Click OK. The system will delete the registrant from the User Information area, and the registrant will receive an email notification of the action.
Yes	Note: Wait five minutes for account to synchronize before accessing the system.
No	Click Cancel. The system will abandon (cancel) the action and remain on the Account Details screen

Organization Activity

The Organization Activity screen is used to view the violation history for the entire organization.

Click on the Organization Activity icon, located on the Account Details screen and the system will navigate to the Organization Activity screen. The screen displays the system activity history for the entire organization:

· Current Status;

· Total Criteria Search Violations and Excessive Use Violations; and

· Violation History details by registered user (if applicable):

· User Name;

· Violation Date;

· Violation Type; and

· Action(s) Taken.

See System Violations for violation types and details.

Note: Click Back to return to the Account Details screen.

User Activity

The User Activity screen is used to view the violation history for a specific registrant.

Click on the User Activity icon, located on the right of the registrant’s details, to navigate to the User Activity screen. The screen displays the system activity for the registrant: