From the Open Athens dashboard for your organisation: EITHER: Click on the Join requests button on the right of the screen: OR Click on the Accounts menu, then click on Accounts awaiting approval: Doing either of these will take you to the same page of information that looks like this: Any new join requests need to be assessed and the correct action taken. Move to another organisation/administrator Approve Reject and delete Send an email query to the user.

If a user has registered for an account under the wrong organisation, you can move them to the correct organisation so that the administrator for that organisation can review the account request. You do not need to approve or reject the request at this point. From your list of users: click on a user name to open the account details (or right click on a username to open the account details in a new browser tab) in the top right hand corner, click the down arrow next to Actions, and choose Move: A “move account” box will open – click on Choose an organisation to open a list of organisations: start typing an organisation name, and select the appropriate one from the list that appears untick the box next to Email the selected users to confirm move (because at this point, the user won't know that they've registered under the wrong organisation, so the notification is more likely to cause confusion) click the Confirm move button. NB: to help you find the right organisation, you can see a list of all the organisations under our NHS umbrella at https://login.openathens.net/org-list?orgId=1407223.

From your list of users: click on a user name to open the account details (or right click on a username to open the account details in a new browser tab) check they are eligible by looking at the details on the account tab (check email address, name of trust, postal address, etc) if you decide they are eligible and in your organisation, go to the top right hand corner of the screen and click on the down arrow next to Actions: choose Approve/reject registration requests and you will see this screen: click the green Approve button. An email will be sent to the user unless you untick the box.

Not everyone who applies for an NHS OpenAthens account is eligible for one, and as an administrator, you have the funtionality to reject accounts. From your list of users: click on a user name to open the account details (or right click on a username to open the account details in a new browser tab) check whether they are eligible by looking at details on the account tab (check email address, name of trust, postal address, etc) if you decide they are not eligible, go to the top right hand corner of the screen and click on the down arrow next to Actions: choose Approve/reject registration requests click Reject enter a standard reason from the choice of standard emails or your own text (you can add extra text in the box if you want to): an email will be sent to the user unless you untick the box click the red Reject button. The eligibility expiry date will then be automatically changed to today's date. You can leave the account in your organisation for it to be automatically deleted according to the system's cycle. Or you can choose to delete the account immediately.

From a list of users or from a search for a single user: EITHER Tick in the box next to the user name Click the down arrow next to Actions, then click Delete: OR click on a user name to open the account details (or right click on a username to open the account details in a new browser tab) Go to the top right hand corner of the screen and click the bin symbol next to actions: You will get a box asking you to confirm that you want to delete the account – click on the red Delete button: That account will still be recoverable in the system for 1 month afterwards. After a month, it will be deleted permanently.

The details used in the automated emails are taken from the Account support information held in the system. As an administrator for your organisation, you can update this as needed: When you're logged into the admin site, you need to go to the Preferences menu, then choose Account: Scroll down the page until you get to the Account support section: Update the details (name, email address, phone number). Note: only the email address is a mandatory field. Click on the blue Save preferences button: You should get a notification that the changes have been saved.

You can contact the OpenAthens users in your organisation with news and updates about the OpenAthens service, and about resources which they access with their OpenAthens accounts. To do this, login to the OpenAthens admin site - you'll be on the main dashboard screen: click on the Accounts button: you'll see a list of the personal accounts that are in your organisation click on the Select button: choose All from the options that are shown: you'll get a notification about how many accounts are selected, and an Actions button will appear click on the Actions button and then click on Email users a box appears with some instructions: right-click in the box and select Copy you then need to go open a new email and Paste the addresses into the bcc field (the bcc bit is crucial, so that you are not sharing person-identifiable data incorrectly you may need to check that your email is set to allow email addresses separated by commas (see https://www.officetooltips.com/outlook_365/tips/how_to_use_commas_as_separators_for_multiple_email_recipients for help with this) add the body of your email, and send as normal. NB - you may need to send the email in batches, depending on how many users are in your organisation, and what the limits for the number of people you can email at once are set to.

You can use one of the standard reports available in the OpenAthens reporting module to see which of your users are accessing which resources. Please note that the report shows the number of people transferring to a publisher platform - it doesn't show whether they successfully logged in, or which resources/databases within a platform were used. From the OpenAthens admin dashboard: click on the Statistics menu, then choose Reporting: the Reporting dashboard will open from the menu on the left, click on Resources, then click on Usage: a report will open, but you will need to change some of the settings at the top of the page: click under Resource, and type the name of the resource you're looking for, eg ProQuest, and select the most appropriate option from the list click under Breakdown by and select the Username option you can choose whether to set the Granularity to Monthly, or keep it to Daily change the start and end dates to cover the period you're interested in click on the Apply button you will then need to download the data - click on the arrow in the top right hand corner, and select Save to my computer: choose the .csv option you'll get notification that the file has downloaded - click to open the file that file will contain a list of usernames - you'll need to go back into the main Dashboard and search for the usernames, to find the email addresses of the users.

The organisation aliases field in the OpenAthens admin system is what is used to generate the options in the organisation drop-down list when someone self-registers for an OpenAthens account at https://openathens.nice.org.uk/. This allows us to have more than 1 option for each organisation on the registration form - it doesn't matter which option a user chooses when registering, they are all pulled through to the same organisation within the OpenAthens admin system. We know that some users type the name of their hospital, rather than their Trust, when registering, or use an acronym for their Trust - or when trusts have merged, people still look for their old trust name. So the aliases are designed to give people a wider range of things to type and choose on the form, but still end up registering in the right place in the system. This should allow them to be approved more quickly. As an OpenAthens administrator, you can amend the alias options for your organisation: login to OpenAthens Compass (the OA admin site) from the Preferences menu, select Organisation: in the Organisational Details section of the page, scroll down to the Organisation aliases section: to delete an entry - highlight it, and press delete on your keyboard to add an entry - use the scroll bar in the box if necessary to get to the bottom of the current list, press return on your keyboard to create a new line, then type the text you want to see as an option on the registration form (you need to start each entry on a new line) whether you've deleted or added an entry, you need to save the changes - scroll back to the top of the page, and click on the blue Save Changes button in the top right hand corner: you'll see a screen asking you to enter your password again to confirm the changes - enter your password and click on Continue you'll then get confirmation that your changes have been saved: it takes up to an hour for the changes to be reflected on the OpenAthens registration page at https://openathens.nice.org.uk/.