Adding and managing users

You can invite colleagues to work on the questionnaire by creating a user account. Several users can work on the questionnaire simultaneously.

• Types of user roles
• Managing user accounts
• Managing email domains
• Create a new user
• Create a new user via the questionnaire
• Associate an existing user
• Edit/deactivate user
• Reset password
• Unblock user
• Delete user
• Export the user list
• Batch manage users

Types of user roles

As a rated company, you have two user roles in the EcoVadis Ratings platform: Assessment Collaborator and Assessment Administrator. Both can participate in the assessment and access all features to manage their company's sustainability performance. Assessment Administrator has additional rights - they can manage other users and serve as the primary contact for email communication.

Managing user accounts

1. Go to www.ecovadis-survey.com/app/. 
2. Log in using your username (your email address) and password. A "forgot password" link is also available on the login page.
3. Open the user menu in the top right corner of the page. Go to User Management to view and manage users.
   
   Note: Only Assessment Administrators can perform this action.
   
   
4. The User List tab shows the list of existing users' names, usernames, user roles and status. Use the search bar to find a specific user. Use filters to narrow your results by user role or status.

5. Use the sorting dropdown to sort results by name or username.

Managing email domains

Authorized domains is a security measure that ensures only users with an email domain belonging to your company can be added to your EcoVadis account. You can manage the authorized domains directly on the platform by adding or deleting them as needed.

Note: Only administrative users of the platform can add or delete authorized domains.

1. From the user menu in the top right corner of the page, choose User Management and go to the new Settings tab;

2. On the Settings tab, clicking the “Edit” button will display an input field for the domain name.
3. Click “Add another domain” to input more domains.
   
   

Once saved, you can remove an authorized domain by clicking the delete icon. Note that the existing users with that domain will continue to have access to your company’s EcoVadis account.

Create a new user

1. Click “Add new user” in the top right of the page. 

2. Next, you will be asked to provide their name and details and define their user settings: the user role and language preferences. To confirm and create the user, click “Save.” This will prompt an email to the user with password setup instructions.

Create a new user via the questionnaire

You can invite a colleague to collaborate with you directly from the questionnaire while answering it.

1. Go to the Dashboard.
2. Click "Get your colleagues involved," right below the green "Enter Questionnaire" button.

3. Enter your colleague’s contact details, and they will automatically receive an email with details to access the questionnaire.

Associating an existing user

If you're trying to add someone to your company's EcoVadis account, they may already have an existing account. In such cases, you can connect their existing account with your company's account. To do this, simply follow the same steps you would when creating a new user. If the person you're adding already has an account, a confirmation pop-up will appear, confirming that no login credentials will be sent to them since they can use their existing login details to access this newly connected account.

Note: this feature is available only to Assessment Administrators. Please contact your administrators in case you need help.

Edit/deactivate users

1. Click the three dots on the right side of the list and select “Edit.” 

2. Edit the user information as required. To deactivate the user, move the switch to the left into inactive.

3. To confirm and save your changes, click “Save.”

Reset password

1. Click the three dots on the right side of the list and select “Reset password.” 

This will prompt an email to the user with password reset instructions. Only the user can set their new password.

Unblock user account access

For security reasons, EcoVadis blocks access to the platform after 5 failed login attempts. When that happens, users can wait 15 minutes to regain access and try again.

However, administrators of your company’s EcoVadis account can bypass this waiting time and unblock the user’s access immediately. To do so:

1. Go to the User List tab on the User Management page.
2. Click on “Unblock user” from the “more options” (3 dots) icon, and this will enable the selected user to regain access.

Note: this feature is only available to Assessment Administrators. Please reach out to your administrator(s) if you need help.

Delete user

You can delete user accounts directly on the platform, with some exceptions*. This self-service functionality simplifies your routine and tasks.

Note: This feature is available to Assessment Administrators only.

1. From the “User List” tab, select the user you want to delete and click the “More options” (3-dots) icon to choose the “Delete user” menu item.
2. A confirmation pop-up will appear. Please be aware that this action cannot be undone.
   
3. If you confirm the action, you will see one of the following confirmation messages:

• For successful deletion: “Deletion of 1 user started. This might take a few minutes.”
• For failed deletion: “Failed to delete this user. Please try again.”

*Note that due to legal requirements related to data retention, customers cannot delete their company’s users who have:

• Accepted the Terms and Conditions (up to 10 years ago);
• Shared a scorecard, (up to 5 years ago);
• Submitted the questionnaire (up to 5 years ago);
• Uploaded a document (up to 5 years ago).

This information is displayed on your platform for transparency.

Export the user list

To export the user list:

1. Go to the User Management page in the user menu and click “Export user list” at the top of the list.
   
   Note: This feature is available to Assessment Administrators only.

The exported information includes username, email, user role, status, and last connection date. 

Batch manage users

Note that this feature is available only to Assessment Administrators. On the User Management page (available from the user menu), they need to click “Batch upload users” in the top right of the page.

This will open a pop-up where they can download a clean template or export the existing user list and edit it as needed. Next, they upload the final file. Once the upload is completed, the user list will be updated accordingly.

Note: Please ensure that all mandatory fields are completed in your Excel sheet for user contact information, including phone number, position, and email address. Failure to do so may result in the upload being unsuccessful.