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Managing Users

How to manage User authentication, onboarding and management. Topics include: SSO, bulk onboarding of Users etc.

Updated this week

User Overview

In the RTE Cockpit > User page, Admins have the ability to perform the following actions:

  • Create new Users**

  • Edit Users (Email, Full Name, Role)

  • Search for Users

  • Action: Password Resets* and Delete

*** IMPORTANT ***
*​Password Reset action is only possible, by an Admin, when SSO is NOT enabled.

**When SSO is enabled; User creation, authentication, and actions like Password Resets are delegated and handled by the Identity Provider (IdP). Please refer to articles on SSO User Management here.

Users page in the RTE Cockpit

RTE Cockpit > Users page is accessible to Admins only.

Prerequisites for Users to access PI Sessions

To access a PI Session, the following two criteria must be true:

  1. A User must be a Member of a Team

  2. The Team must be part of the PI Session


Roles

There are four User defined Roles in piplanning.io that determine a users permissions and the actions they are authorized to perform. These Roles are:

  • Admin

  • PI Admin

  • Member

  • Observer

Admin

In addition to all the actions of the other roles below, the Admin also has comprehensive access and management rights to manage the following: ALM Connections, Billing, Settings, and access to manage SSO on Premium and Enterprise plans.

PI Admin

This role is designed for RTEs or Team Coaches with limited management access to manage the ART and Teams (Organization nodes) and PI Sessions. A User with the PI Admin Role must be assigned as the ART or Solution Train Admin.

Important: Users in the role of a PI Admin must be added as the ART Admin or Solution Train Admin. Please check out the PI Admin role article for detailed guidance.

Member

Active participant or Team Member in a Team, that can participate in any PI Session that the Team is associated with.

Observer

A User with the Role of Observer has read-only access in a PI Sessions. The User with the Observer Role must still be a part of a Team that is associated with the PI Session.

This Role is designed for external stakeholders who benefit from the information communicated during PI events but do not actively participate in the Teams on each ART.

TIP: To efficiently grant multiple stakeholders outside the ART or Solution Trains access to participate in PI Sessions, we recommend creating an Observer Team (RTE Cockpit > Organization > Teams). This is by design and it requires a Team license. Instructions on how to implement this are below:

  1. Create a Team (RTE Cockpit > Organization > Teams) named Stakeholders, or use a different value for the name but ensure this Team has a recognizable or intuitive Name to indicate these are Users outside the ARTs).

  2. Add Users with the Observer Role to this new Observer Team. Tip: Do NOT link this new Team to an ART. Keep this Team as a floating Team with no ART association.

  3. Add this new Observer Team into all relevant PI Sessions, because they can then attend the PI session, and participate when that 'Stakeholder' Team is added to the PI Session.


Managing Users Natively in piplanning.io*

*The following instructions apply to piplanning.io when SSO is NOT enabled

Inviting new Users to piplanning.io

Create new User

  1. Click the button Create new User

  2. Enter Email Address

  3. Provide the Full Name of the User

  4. Select a radio button for the appropriate Role

  5. Click Save

Create User page in RTE Cockpit > Users. Note: Only available when SSO is NOT enabled.

Create User page in RTE Cockpit > Users.

Note: Only available when SSO is NOT enabled.

Edit Users

  1. Click the Edit button

  2. Update Name and/or Role

  3. See the team/s this user belongs to

Edit User page in the RTE Cockpit when editing a User.

Edit User page: edit the Email, Full Name, and Role.

Read Only field: Member of Teams.

Change Password*

  1. Click the Action button

  2. Click Change password

  3. Type in new password and confirm

  4. Share the new password with the user

Change password popup is only available when SSO is NOT enabled.

*Change password popup is ONLY available when SSO is NOT enabled.

If SSO is enabled, the Identify Provider (IdP) manages User passwords resets.

Delete User

  1. Click the Action button

  2. Click Delete

  3. Confirm Deletion

Delete this user popup.

Delete this user popup modal.

Deleting a User will remove them from all associated Team assignments.


User Onboarding: Direct URL for User registration

On the User page you find a direct link to your specific piplanning.io Company Instance (see image below). TIP: This direct URL is especially useful in case you have Single Sign-On (SSO) in place.

Place this URL on an intranet page or in email communication to Users that will be participating in a PI Session.

Direct URL for User registration into the piplanning.io tenant

Direct URL link to share with Users in your company so they can login to piplanning.io directly.

TIP: User Onboarding via Admin or PI Admins (RTEs): A great way to add new users, especially when you're setting up new Teams, is to directly invite new users on the Team management page.

N.B. Keep in mind you may need to update the Users Role afterwards only if their Role will not be the default Team Member Role.

  • Only Admins can update a Users Role.

  • PI Admins and Admins can invite new users to the Team.


Single Sign-On (SSO) for Authentication, On/Off Boarding Users

Single Sign-On (SSO): For stricter governance and compliance around User authentication please use SSO.

Using SSO also make the Users Onboarding and Off-boarding tasks easier for all corporate applications.

piplanning.io supports the SAML and OIDC protocols for SSO. Connect your Identity Provider (IdP) using either of these protocols and take advantage of the SSO option.

Note: SSO is only available on the Premium or Enterprise plans.

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