Admin Guide

This guide covers administrative functions for organisation administrators.

Organisation Administration

As an organisation administrator, you have access to:

  • Employee management
  • Organisational structure management
  • User management
  • Import/export functionality
  • Microsoft Entra integration settings

Managing Employees

Creating Employee Profiles

  1. Go to "Employees" in the admin menu
  2. Click "Add New Employee"
  3. Enter the employee details:
    • Employee reference (unique identifier)
    • Full name
    • Link to existing user account (by email)
    • Photo upload
    • Expiration date
  4. Save the employee profile

Editing Employee Profiles

To update an employee's information and ID card:

  1. Go to "Employees" in the admin menu
  2. Find the employee in the list
  3. Click "Edit" next to the employee
  4. Update any of the following:
    • Employee reference (must be unique within your organisation)
    • Photo (upload a new photo to replace the existing one)
    • Active status (activate or deactivate the employee)
    • ID card expiration date (set when the ID card expires)
  5. Click "Save Changes"

Photo Updates

When an employee uploads a new photo, it requires administrator approval before it appears on their ID card. The current approved photo remains visible on the ID card until the new photo is approved. This ensures the ID card remains usable throughout the approval process. Supported formats: JPEG, PNG. Maximum file size: 5MB.

To review and approve/reject pending photos, go to "Photos" in the Organisation menu. You'll see all employees who have uploaded new photos waiting for approval.

ID Card Expiration

You can set a custom expiration date for the ID card. If left empty, the system will use the default expiration period. Changing the expiration date does not create a new card - it updates the existing one.

Revoking ID Cards

If an employee leaves or a card is compromised:

  1. Go to "Employees"
  2. Find the employee
  3. Click "Revoke ID Card"
  4. Confirm the revocation

Important

Revoked ID cards cannot be verified, even with valid tokens. Revocation takes effect immediately.

Automatic Revocation with Staff Service

If your organisation uses Staff Service integration, ID cards are automatically revoked when staff members are deactivated in Staff Service. No manual action is required in Digital ID - the revocation happens automatically via webhook when a person is deactivated in Staff Service.

Managing Users

You can view all users in your organisation:

  1. Go to "Users" in the admin menu
  2. View the list of all registered users
  3. See which users have employee profiles linked

Organisational Structure

Create and manage your organisation's hierarchical structure:

  • Create organisational units (teams, departments, areas, regions)
  • Assign members to units
  • Set up unit administrators
  • Import structure from CSV or JSON

See the Organisational Structure section for detailed information.

Import and Export

Bulk import organisational structure and member assignments:

  • Import organisational units from CSV or JSON
  • Import member assignments
  • Export ID card data

See the Import & Export section for detailed information.

Microsoft Entra Integration

Configure Microsoft Entra ID (Azure AD) integration for:

  • Single sign-on (SSO)
  • Automatic employee synchronisation
  • Office 365 integration

See the Microsoft Entra Integration section for setup instructions.