User Management

Important! Some functions defined in this Help topic are administrator-only functions.

As an Administrator, you can view, set up, and manage users within your utility. The default view of the User Management page shows a list of current users in the left panel. When you click a user, the details for the user displays in the right panel, which include:

  • User name
  • Date the user was created in the system.
  • Email address.
  • Status – active, inactive, locked.
  • Role within the utility.
  • Language the user selected upon first login.
Important! In the current software version, there is no method to delete a user from the User Management screen. You can deactivate a user by setting the User Status to Inactive.

What You Can See and Do in This Window

Click a link to display the related information or step-by-step procedure. Note that you may have access only to certain functions based on your role.

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View Users

When you click a user in the grid, the system displays the user details in the right panel. You can click through the user list to display the details for each user selected. You can also filter the list to display and select users by role or status.

 

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Filter the User List

You can filter the list of users by role, user status, or by both role and status. Make sure the User Search field is empty before you filter users.

  1. Click Filter.

    The system displays the Filter window.

Image of the Filter window where you select the role and status on which to filter the list of users

  1. To filter by:
  • Only by the user role, in the Role field, select All or a specific role.
  • Only by the user status, in the Status field, select All or a specific status.
  • Both the user role and then by status, select a filter option in both Role and Status fields.
  1. Click Filter to filter the results.

 

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Search Users

You can search for a user based on the user name. You must know at least two characters of the name on which you want to search. The search result returns users in which the characters appear anywhere in the sequence you indicated. For example, if you type ah, the results may be anywhere within the names returned, such as Hannah.

  1. In any field, enter the first few characters of the criteria value, and then click Search.

    The system displays a grid with users that match the search criteria in alphabetical order, by utility. You can sort the data in the grid.

 

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Create or Edit a User

If you are a Utility Administrator, you can add or edit the following user information:

  • Name.
  • Email address.
  • Status.
  • Role.
  • Language.

All fields are required and you cannot leave any blank.

  1. Click Create or the name of the user you want to edit.

The system displays the editable fields.

Image of fields you can edit to add a new user or change user information. The editable fields are name, email address, status, role, and primary language for the user.

  1. Edit the user information as required.
Important! If the user you are adding uses Single Sign On (SSO), you may need to enter a Default Site ID on this window.
  1. After you finish defining the user details, click Save.

Neptune® 360™ displays the edited user information in the list in the left panel.

If you are a Utility Administrator and have access to multiple sites, you can add one or more utilities to the user.

 

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Add a Utility to a User

The Additional Utility Access grid below the editable fields displays only if you have access to utilities other than the current one as a Utility Administrator.

Important! If the user you select only has access to the current site or has access to multiple sites but you are not assigned a Utility Admin role on any of those sites, then the Additional Utility Access grid displays "No records available."
  1. Click The Add Utility button.

Neptune 360 displays in alphabetical order, the sites you have access to as a Utility Administrator. Any sites that the selected user already has access to display a check mark The Check Mark.

  1. Select one or more utilities you want the user to access. To select multiple utilities, press [Ctrl] and then click each utility to add. if a utility you want to add is not already displayed, in the Search Utility Name or Site ID field type the first few letters and then click The Search button.
  2. Click Add to allow the user to access the utilities.
Important! The default role is the role selected for that user at the time the utility was added for access.
  1. To change the user's role for a specific utility, select the utility, and then click The Role button. You can also select multiple utilities by using [Ctrl] or [Shift].
  2. Select a role for the user and then click Ok.
  3. After you finish defining the user details, click Save to update the user and utility additions.

 

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Remove a Utility from a User

If you have administrator permissions, you can remove a user from a utility.

  1. Click the name of the user from which you want to remove a utility.
  1. Click Edit to enable the editable fields.
  1. In the Additional Utility Access grid, click the utility you want to remove.
  2. Click The Remove Utility button.

The system removes the utility from the Additional Utility Access grid.

  1. Click Save to apply the removal.

 

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Send a Reset a Password Email

If you have permission, you can send password reset instructions to a user at any time, which clears the user’s current password and sends an email notification to the email address shown. Users are required to reset their passwords at least once within 365 days of initial password setup, and Neptune sends a reminder approximately 30 days in advance.

  1. Click the user for whom to reset the password.
  2. Click Send Password Reset.

    The system sends password reset instructions to the user and displays a confirmation message at the top of the window. The system-generated email contains text similar to the following:

    Image of the email users receive when they request to reset their password. Email includes a link users can click to set a new password.

The Neptune Password Reset Notification expires six hours after it is sent to a user.

 

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Reset a Password

All Neptune® 360™ users must reset their passwords at least once every 365 days from the day of initial password setup or the last password reset. To ensure users comply with password reset rules, the system sends a reminder 30 days before password expiration with a link to the password reset window. The link expires after six hours. For best security, do not create a password that:

  • Can be easily guessed, such as birthdates, pet names, and addresses.
  • Uses any part of your previous password in your new password.
  • Uses repeating characters or numbers next to each other.
Important ! If you do not reset your password within 365 days of your last reset and your password expires, then on the login screen, click Forgot your password? to send yourself a reset password notification.
  1. In the Password field, enter your new password following the minimum security requirements outlined in the window.

Image of the Reset Password window in which users enter a new password and confirm the new password. The window includes minimum security requirements for passwords and buttons to show or hide the passwords.

  1. In the Confirm field, enter your new password again.
  2. Click Submit to change your password.

 

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Add Multifactor Authentication to Your Login

If your utility uses Multifactor Authentication (MFAClosed Multifactor Authentication.), Neptune 360 prompts you to download and set up the authenticator when you first log in. You perform these steps only on the first login. Before taking advantage of the additional account security MFA provides, on your mobile device, download and register with one of the two supported third-party authenticator apps: Google or Microsoft Authenticator.

  1. Log in to Neptune 360 using your regular email and password Neptune provided.
  2. Follow the prompts to download and register the MFA authenticator app for your phone type.
    After you perform initial registration for Neptune 360, you cannot switch authenticator apps.

Microsoft Authenticator (free download)

  • MS Authenticator - Google Play Store Download Link

  • MS Authenticator - Apple App Store Download Link

Google Authenticator (free download)

  • Google Authenticator – Google Play Store Download Link

  • Google Authenticator - Apple App Store Download Link

Important! While both Google and MS Authenticator apps provide similar MFA functionality, you can register and use only one of them to gain access to your Neptune 360 account.
  1. Scan the QRClosed Quick Response, a type of barcode. code or enter the key indicated into the 2-step authenticator app on your phone.

Image of the instructions to add two-step verification to your Neptune account

This is the only time you perform this step as part of setup.

  1. Click Confirm.
    The authenticator app is now connected to your Neptune 360 account and automatically generates time-based one-time passcodes every 60 seconds.​

Image of a sample six-digit authentication code the authenticator app automatically generated

  1. In the subsequent 2-step verification window, enter the verification code the authenticator app provided.

Image of the window in which you enter the six-digit authentication code as part of the twp-step verification process

  1. Click Submit to access Neptune 360.
Important! The next time you need access to Neptune 360, follow these steps:
1. Navigate to Neptune 360 and log in as usual.
2. Enter the one-time code found in your previously registered authenticator app, as prompted.
3. You now have access to Neptune 360.

If you experience any issues logging in, contact your utility's IT department.

 

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