Configuring Custom Technician Roles

You can have your Hexnode MDM portal managed by multiple admins. The user who signs up for the portal is the Super Admin. You can then add multiple technicians. Each new technician can be assigned any of these roles – Admin, Reports Manager, or Apps and Reports Manager.

• Admin: Admins have full privileges, and access to all the features in the portal.
• Reports Manager: Reports managers can access only the dashboard, reports tab and the features in there.
• Apps and Reports Manager: Apps and Reports managers have access to the features in both the Apps and Reports tabs. They can also view the dashboard.

Create technicians in Hexnode MDM

To create a technician,

1. On your Hexnode MDM console, navigate to Admin > Technicians and Roles.
2. Click on Add Technician. This opens a pop-up tab.
3. Enter the name of the technician in the field Display Name.
4. Enter the Username/Email for the technician. If you are enabling SSO login for the technician, the username should match the User Principal Name or the email ID of the user.
5. Enter the Phone Number of the technician.
6. Choose a specific technician role: Admin, Reports Manager, or Apps and Reports Manager.
7. Enable Google, Microsoft, or Okta as the Allowed SSO logins for the new technician. Technician sign in with local credentials is enabled by default.
   
   Note:

   • SSO login via Google, Microsoft, or Okta can only be enabled if the corresponding option is enabled in the Global SSO Login Settings.
   • For technician SSO via Okta, the Okta domain that houses the technician should be integrated with Hexnode.

8. Enable two-step verification: Enabling this option would initiate log in via a two-step verification process. The first step involves the technician to enter the username and password. The second step is to enter a verification code sent to the email address/mobile number provided by the technician. This option is enabled by default.
   
   Notes:

   1. The verification code is valid for a duration of 3 minutes. After the 3 minutes duration, a new verification code should be sent to enable log in to the portal.
   2. Ensure to configure SMS Settings on your portal, to enable technician login using OTP via SMS.

9. Enable CAPTCHA after ___ failed login attempts: Choose the maximum failed login attempts for a technician after which CAPTCHA will be enabled. It can take values between 1 and 10.
10. Click Save.

This will send an email invitation link to the technician. The link will automatically expire in a day or if it is used. The technicians can activate the account by clicking on the Setup account in the email invitation. They will then be asked to set up signing in with Google, Microsoft, or Okta or to set a local password.

On enabling SSO login for technician’s with Microsoft, Google and Okta authentication, the Hexnode MDM sign-in page will look like this.

Global SSO Login Settings

SSO login settings can be applied globally to all the technicians using the Global SSO Login Settings.

1. On your Hexnode MDM portal, head on to Admin > Technicians and Roles.
2. Enable Google, Microsoft, or Okta and as the Allowed SSO logins under Global SSO Login Settings. Technician sign in with local credentials is allowed by default.

Global CAPTCHA settings

Global CAPTCHA settings can be applied globally to all the technicians within the portal.

1. Login to Hexnode portal.
2. Navigate to Admin > Technicians and Roles.
3. Under Global CAPTCHA settings, provide the maximum failed login attempts after which CAPTCHA will be enabled. It can take values between 1 and 10.
4. Click on Save.

Edit Technician

For an admin or super admin to edit the details of a technician,

1. Go to Admin > Technicians.
2. Click on the more icon and select Edit Technician corresponding to the technician you want to edit.
3. You can change the Display Name, Username/Email, Phone Number fields and the two-step verification configuration.
4. Alter the Role of the other technicians if you want. But an Admin can neither change his own role nor the role of a Super Admin.
5. Enable Reset SSO to remove all the linked authentication accounts. The technician needs to set up SSO login again or use the local credentials to log in. An email correspondence with an SSO reset link will be automatically sent to the technician on saving, if this option is enabled.
6. If a technician wants to reset his own local password, check Reset local password. If checked, they will be asked to enter the old password, configure and confirm the new password.
7. You can also change the maximum failed login attempts before enabling CAPTCHA if required.
8. Click Save.

Delete Technician

If an admin or a super admin want to delete a technician,

1. Go to Admin > Technicians.
2. Click on the more icon and select Delete Technician corresponding to the technician name.
3. Click on Yes.
4. Complete the user authentication and confirm the deletion process.

Resend account activation link

For an admin or super admin to resend the account activation link of another technician,

1. Go to Admin > Technicians.
2. Click on the more icon and select Resend account activation link corresponding to the required user.

This will resend the activation link to the technician’s email account.

Reset Password

If a super admin or admin wants to reset the password of another technician,

1. Go to Admin > Technicians.
2. Click on the more icon and select Reset Password corresponding to the technician whose password you want to reset.
3. Click on Proceed.

A password reset link will be sent to the technician at the specified email ID. The email will expire in a day. The technician has to set up a new password using this link to sign in. The technician will be blocked from logging in to the portal until he sets up a new password using the password reset link.

Deactivate Technician

A technician can be deactivated without removing his account from the portal. An Admin can deactivate the account of other technicians except a Super Admin. To deactivate a technician:

1. Go to Admin > Technicians and Roles.
2. Among the list of technicians, disable the toggle button corresponding to the technician whose account is to be deactivated.
3. Complete user authentication to confirm the deactivation process.

Different Technician Roles in Hexnode MDM

Super Admin

Super Admin has complete access over the portal and is an all-time active technician. They can edit, create, or delete other technicians. They can edit their own details but can’t change their role. They can also deactivate other active technicians. A Super Admin cannot be deleted or disabled. However, if you want to change the Super Admin, the Super Admin should login to the portal and should replace his Username/Email address with that of the new Super Admin.

Admin

Admin can access all the tabs in the portal. He can deactivate, add, edit or create other technicians except Super Admin. Admin can also edit his own details but can’t change his role or delete himself.

Apps and Reports Manager

Apps and Reports manager can access both the Apps and Reports tabs as well as the dashboard. However, such technicians cannot access other tabs in Hexnode or control the features in there.

Reports Manager

Reports Manager can access only the Reports tab and the dashboard.

Limiting the number of technicians as per the pricing plan

The number of technician roles that can be configured depends on the pricing plan you have subscribed.

For Express plan,

• Only Super Admin is allowed.

For Pro plan,

• Two active technicians are allowed – Super Admin and one active technician.

For Enterprise plan,

• Super Admin and 2 other Active technicians are allowed. Other technicians can take the role of Admin, Reports Manager or Apps and Reports Manager.

For Ultimate plan,

• Super Admin and 3 other Active technicians are allowed. Other technicians can take the role of Admin, Reports Manager or Apps and Reports Manager.

For Ultra plan,

• Super Admin and 4 other Active technicians are allowed. Other technicians can take the role of Admin, Reports Manager or Apps and Reports Manager.

When the number of active technicians reaches the maximum limit allocated to each plan, you have to either deactivate or delete any of the active technicians or upgrade your pricing plan to add new technicians. You can also purchase additional technicians, if and when required via the License tab in Admin.