Summary
The Organization Profile in Neon Portal provides a one-stop shop for managing information about your organization. Read on to see what your users can manage on the Org Profile!
Content
- How to access this page
- Summary information: addresses, websites, EIN, and more
- Training and Implementation
- How to manage contacts
- Monitor contacts' Neon One Academy activity
- Review your Neon One products
- What to do when someone leaves your organization
- FAQ
Page Access
Neon Portal administrators will see links to their organizations' Org Profiles on the Neon Portal navigation bar. Login to Neon Portal and click on the My Organizations dropdown to locate the Org Profiles for which you have access.
If you do not see your organization under this dropdown, reach out to administrators at your organization for access. If you are an administrator and need to provide access to another user, please see the People Management section below.
Summary Panel
At the top of the Organization Profile, you will find the Summary panel. This panel holds basic information about your organization. Here you can see and edit your organization's name, EIN or Tax ID, time zone, billing address, shipping address, and websites. Both Neon Websites and your self-input website will appear in the Websites list. The former will appear automatically once you create a Neon Website. The self-input website (such as a Facebook page or other unaffiliated site) can be edited at any time.
You can also review and update your primary, technical, and billing contacts in this panel. Per our Terms of Service, any changes to these contacts must be updated within three business days to ensure we can reach the correct individuals with key updates and information. Only active contacts will appear in these lists; if you have a new contact to your organization, you must create a contact for them before you can make them a key contact. See the Create Contacts section below.
To change any of the Summary information, click the edit pen. Be sure to save your changes.
Training and Implementation Panel
The Training and Implementation panel provides information about your orientation status and any available training hours. If you are in implementation, you will see your implementation consultant so that you know who to contact with questions or concerns. Additionally, you can see the support options available to your organization. For questions about training hours or support options, please reach out to your implementation consultant or send an email to the Client Account Specialist Team.
People Management Table
The People Management section includes the Contacts and Training tabs. Here, you can:
- Search for contacts
- Add and remove Websites access
- Create, edit, and deactivate contacts
- Review contacts' Neon One Academy training
Contacts
Every individual associated with your organization over the course of your relationship with Neon One is represented by a contact record in the contacts table. This means not everyone in this table necessarily has access to your Neon One products. Read on to see what information you can find in this table and how to manage your contacts.
1. Active Filter
The Contacts table only shows Active contacts by default. You can view Inactive contacts by changing the Status filter. This will allow you to reactivate contacts if they've returned to your organization.
2. Contacts Table Data
In this table, you can find the following information:
- Name
- Job Title
- Phone Number
- Portal Contact Role
- Application Access
- Last Active (Last Login)
- Status
Portal Contact Role is a setting that only applies to a contact's access in Neon Portal. This role does not translate to CRM, Pay, or any other Neon product's permissions settings. Portal Admins are able to access the Organization Profile and see and manage other Contacts, while Portal Users cannot.
The Application Access column shows the current access that a contact has. For example: if the contact was previously added to your CRM and then deactivated, then they will not have the CRM logo in the column.
Last Active shows the last time that the contact's email was used to login. It does not necessarily mean that the contact logged into your organization's apps. This distinction is important for multi-organization contacts. If a contact has been deactivated for your organization but they work with multiple Neon One organizations, you may see a login date for the contact after you deactivated them. As long as they have been deactivated, they cannot access your system.
3. Search
You can search for contacts by typing their name or email. Please note that you can only search by first name or last name and not both.
4. Contact Editing
As a Portal Admin, you can edit information for your contacts. You are able to change their name, job title, phone number, Portal Contact Role, and Neon Websites access. If you need to make a client a Portal Admin so that they can see and edit other contacts, you can do so by adjusting their Organization Role on this edit form. You can also designate them as primary, technical, and/or billing contact for your organizations. To do so, click the action menu and select Manage Contact.
Contact's emails cannot be changed. If you need to change the email for an individual, you must create a new contact or email. This is because emails determine Neon One product access. You also cannot give or take individual application access apart from Neon Websites access. If you wish to give a contact access to a Website, you should do so in the Product Access section of this form.
All other apps' access is controlled in the app itself. You can, however, take away all app access by deactivating the contact. See the What to Do When Someone Leaves section below for more information.
Your contacts can also edit some of these fields themselves on their User Profile.
5. Contact Creation and Neon Websites Access
If you need to make a new contact for your organization, you can do so on the Organization Profile. Please note that contacts are automatically created when someone is added as a user for an application, so if the individual you need to add also needs app access, it is more efficient to add them to the app directly. (This does not apply in the case of Websites-only Users, which must always be created here.)
However, if they do not currently need app access, you should create them a contact. The reason to do this would be in the case of updating your primary, technical, or billing contact. For example, if you have a billing specialist who does not need to login to Neon One but should receive billing update communications or invoices, you should add them as a contact. If a contact later receives app access, their contact record will update accordingly.
Please note that if you assign a new contact an Organization Role, then they will be able to login to the Neon Portal. If they are an Admin, then they will be able to reach this page.
As mentioned, if you need to make a Websites user, you will do so by filling out this form. Websites that you can manage will appear in the Product Access section.
Training Tab
The People Management table's Training tab allows you to review the Neon One Academy training status of all contacts at your organization. The table is sorted by the most recent enrollment. Each row represents one Course enrollment for one contact. You can review the number of Lessons they have completed.
This tab can be filtered by Course completion (Not Started if 0 complete, In Progress if 0 < x < all complete, Complete if all complete) and Course Title. Only Courses that contacts at your organization are enrolled in will appear in the Courses filter.
In order to view one contact's Course activity, you can search by their name or email address. To review every contacts' Course activity at once, you can sort the Name column to group all of a given contact's rows together.
Products Table
The Products table allows you to review the Neon products, packages, and modules you have purchased as well as their start and end dates.
You can hover over any of the columns to see information if it is cut off.
Modules and packages are listed next to the product for which they apply. If you have questions about your purchased products, or about products available to you, please send an email to the Client Account Specialist Team.
What to Do When Someone Leaves
When someone leaves your organization, you should deactivate their contact record on the organization profile.
Deactivating a contact will immediately remove access to all Neon One applications for that contact (EXCEPT for Arts People and NGD - access to those apps must be removed directly in app). They will also disappear from your Contacts table because the default status is Active, however, you can find them in the future by changing the Status filter. This allows you to restore access to Deactivated contacts if needed.
Please note that primary, technical, and billing contacts cannot be deactivated. This means that in order to deactivate one of those contacts, you first must designate a new key contact. This is because per our Terms of Service, we require up-to-date primary, technical, and billing contacts. Any changes to these contacts must be updated within three business days to ensure we can reach the correct individuals with key updates and information.
If this individual has not left your organization and you only wish to remove app access, then you should navigate to the applications directly and deactivate their user in the application.
FAQ
How do I know if one of my users can see this page?
Portal Admins can see the Org Profile. Login to your Org Profile and check the Contact's Portal Contact Role in the People Management table. You can adjust their access appropriately via Manage Contact. If the Contact does not have a role listed, then they do not have any Neon One access.
Why does a deactivated user have a "Last Active" date after I deactivated them?
The Last Active column shows the most recent login for an email. When a contact is deactivated, that removes their access from that organization's applications. However, it does not mean that they cannot login to Neon Portal or other organizations. This means that if they are a contact for multiple organizations, they may have login activity since leaving your organization.
I invited a new contact to my organization but they haven't received the invite or the link expired. What do I do?
If you created a contact with Neon One access (i.e. Websites access or you assigned them a Portal Contact Role), then they should receive a Welcome email from Neon One. If they haven't received it or their invite expired, you can send them a new Invite from the Organization Profile.
If you only created a contact and did not provide Neon One access, they will not receive a Welcome email.
If they are still not receiving the email, please reach out to your Neon application support team for assistance.
I need to remove a contact's access from my Neon systems, but they haven't left our organization. What do I do?
You should remove the contact's app access directly in each application. You should not deactivate them from the Organization Profile. This is because deactivating them from the Organization Profile indicates that they are no longer associated with your organization.
Who do I contact if I have questions about any of the information displayed on the Organization Profile?
Please send an email to the Client Account Specialist Team.