# User Guide for Main Administrators
## Novellus Landing Page System
---
## Table of Contents
1. [Introduction](#introduction)
2. [Getting Started](#getting-started)
3. [Main Dashboard Overview](#main-dashboard-overview)
4. [Creating a New Team](#creating-a-new-team)
5. [Managing Existing Teams](#managing-existing-teams)
6. [Team Password Management](#team-password-management)
7. [Enabling/Disabling Teams](#enablingdisabling-teams)
8. [Best Practices](#best-practices)
9. [Troubleshooting](#troubleshooting)
10. [FAQ](#faq)
---
## Introduction
### Welcome
Welcome to the Novellus Landing Page System! As a Main Administrator, you have full control over creating and managing team portals for your organization.
### Your Responsibilities
As a Main Admin, you can:
- Create new team portals
- Manage team settings and passwords
- Enable or disable team access
- Update team names and configurations
- Monitor all teams in the system
### System Access
- **Login URL**: `https://your-domain.com/admin-login`
- **Username**: Provided by IT
- **Password**: Set during initial setup
---
## Getting Started
### First-Time Login
1. **Navigate to Admin Login**
- Open your web browser
- Go to `https://your-domain.com/admin-login`
- You'll see the admin login page
2. **Enter Credentials**
- Enter your admin username
- Enter your password
- Click "Login"
3. **Dashboard Access**
- Upon successful login, you'll be redirected to the main admin dashboard
- Here you can see all teams and management options
### Navigation Overview
The main admin interface consists of:
- **Header**: Shows "Novellus Admin Dashboard" with logout option
- **Team Management Section**: List of all teams with action buttons
- **Create New Team Button**: Green button to add a new team
- **Team List**: Table showing all existing teams
---
## Main Dashboard Overview
### Dashboard Layout
```
┌─────────────────────────────────────────────┐
│ Novellus Admin Dashboard │
│ [Logout] │
├─────────────────────────────────────────────┤
│ │
│ [+ Create New Team] │
│ │
│ Team Management │
│ ┌──────────────────────────────────────┐ │
│ │ Team Name Status Actions │ │
│ ├──────────────────────────────────────┤ │
│ │ Senior Mgmt Active [Edit] │ │
│ │ Underwriting Active [Edit] │ │
│ │ Operations Disabled [Edit] │ │
│ └──────────────────────────────────────┘ │
└─────────────────────────────────────────────┘
```
### Understanding the Team List
Each team entry shows:
- **Team Name**: The display name of the team
- **Status**: Whether the team is Active or Disabled
- **Landing Page Access**: Public or Password Protected
- **Actions**: Buttons to edit, enable/disable, or view the team
---
## Creating a New Team
### Step-by-Step Guide
#### Step 1: Access Create Team Form
1. From the main dashboard, click the **"Create New Team"** button
2. A form will appear with the following fields:
#### Step 2: Enter Team Information
**Team Name**
- Enter the full name of the team (e.g., "Senior Management Team")
- The system will automatically create a URL slug (e.g., "senior-management-team")
- Team name must be unique
**Admin Password**
- Create a strong password for the team administrator
- This password will be used by the team admin to manage their content
- **Important**: Write this down securely - you'll need to share it with the team admin
- Minimum 8 characters recommended
**Landing Page Protection (Optional)**
- Check the box "Password protect landing page" if you want the team's landing page to require a password
- If unchecked, the landing page will be publicly accessible to all employees
**Landing Page Password (if protection enabled)**
- If you enabled landing page protection, enter a password
- This can be simpler than the admin password
- Share this with team members who need access
#### Step 3: Review and Create
1. Double-check all information
2. Click **"Create Team"**
3. You'll see a confirmation message: "Team created successfully!"
4. The new team will appear in your team list
#### Step 4: Share Credentials
**For Team Administrator:**
- Team admin login URL: `https://your-domain.com/<team-slug>/admin-login`
- Admin password: [the password you set]
**For Team Members (if landing page protected):**
- Team landing page: `https://your-domain.com/<team-slug>`
- Landing page password: [if you set one]
### Example: Creating "Senior Management Team"
1. Click "Create New Team"
2. Enter:
- **Team Name**: Senior Management Team
- **Admin Password**: SecureAdmin123!
- **Password Protect Landing Page**: ✓ (checked)
- **Landing Page Password**: SeniorTeam2024
3. Click "Create Team"
4. Team created! Access at: `https://your-domain.com/senior-management-team`
---
## Managing Existing Teams
### Viewing Team Details
1. From the dashboard, locate the team you want to manage
2. Click the **"Edit"** button next to the team name
3. The team management panel will open
### Updating Team Name
1. In the team management panel, locate the "Update Team Name" section
2. Enter the new team name
3. Click **"Update Name"**
4. Confirmation message will appear
5. **Note**: The URL slug remains unchanged to avoid broken links
### Viewing Team Information
From the management panel, you can see:
- Current team name
- Team URL slug
- Admin password status (set/not set)
- Landing page protection status
- Date created
- Last updated date
---
## Team Password Management
### Updating Admin Password
The admin password is used by team administrators to log in to their admin dashboard.
**Steps:**
1. Open the team management panel
2. Locate "Update Admin Password" section
3. Click **"Generate New Password"** for a secure random password, or enter your own
4. Click **"Update Admin Password"**
5. **Important**: Copy and securely share the new password with the team admin
6. The old password will no longer work
### Updating Landing Page Password
The landing page password is used by team members to access the team's landing page.
**Steps:**
1. Open the team management panel
2. Locate "Landing Page Password" section
3. To enable password protection:
- Check "Password Protected"
- Enter a password
- Click **"Update Landing Password"**
4. To disable password protection:
- Uncheck "Password Protected"
- Click **"Update Landing Password"**
5. Share the password with team members if enabled
### Password Best Practices
**For Admin Passwords:**
- Use at least 12 characters
- Mix uppercase, lowercase, numbers, and symbols
- Don't reuse passwords from other systems
- Change regularly (every 90 days recommended)
**For Landing Page Passwords:**
- Use memorable but secure passwords
- Consider using passphrases (e.g., "BlueSky2024!")
- Share securely with team members
- Change if suspected compromise
---
## Enabling/Disabling Teams
### Disabling a Team
When you disable a team:
- The team no longer appears on the main landing page
- The team's URL returns a "not found" error
- Team data is preserved in the database
- Team admin cannot log in
**Steps:**
1. From the dashboard, locate the team
2. Click **"Disable"** button
3. Confirm the action
4. Team status changes to "Disabled"
**Use Cases:**
- Team is temporarily inactive
- Team is being restructured
- Team has been disbanded but you want to keep data
### Enabling a Team
**Steps:**
1. From the dashboard, locate the disabled team
2. Click **"Enable"** button
3. Confirm the action
4. Team status changes to "Active"
5. Team immediately appears on main landing page
---
## Best Practices
### Team Creation
**Planning:**
- List all teams that need portals before creating them
- Determine which teams need password-protected landing pages
- Prepare strong passwords in advance
- Have a secure method to share credentials
**Naming:**
- Use clear, descriptive team names
- Be consistent with naming conventions
- Avoid special characters in names
- Keep names concise (2-4 words ideal)
### Security
**Password Management:**
- Never share passwords via email
- Use a secure password manager
- Document who has access to each team
- Audit team access quarterly
**Access Control:**
- Only enable teams that are actively used
- Regularly review enabled teams
- Disable teams when no longer needed
- Keep admin password private and secure
### Organization
**Documentation:**
- Maintain a list of all teams and their administrators
- Document password change history
- Keep notes on team purposes and members
- Record when teams are disabled and why
**Regular Maintenance:**
- Review team list monthly
- Check for inactive teams
- Update team names as organization changes
- Verify team administrators are still appropriate
---
## Troubleshooting
### Problem: Cannot Log In
**Symptoms:** Login fails with "Invalid credentials" error
**Solutions:**
1. Verify you're using the correct username
2. Check your password (case-sensitive)
3. Clear browser cache and cookies
4. Try a different browser
5. Contact IT if problem persists
### Problem: Team Creation Fails
**Symptoms:** Error message when creating team
**Possible Causes & Solutions:**
**"Team name already exists"**
- Choose a different team name
- Check if team was previously created
**"Invalid team name"**
- Avoid special characters
- Use only letters, numbers, and spaces
**"Password too weak"**
- Use at least 8 characters
- Include uppercase, lowercase, and numbers
### Problem: Cannot Update Team Settings
**Symptoms:** Changes not saving
**Solutions:**
1. Ensure you're still logged in
2. Check your internet connection
3. Try refreshing the page and logging in again
4. Verify you have admin privileges
5. Check browser console for errors (F12)
### Problem: Team Not Appearing on Main Page
**Symptoms:** Created team doesn't show on landing page
**Solutions:**
1. Check if team is enabled
2. Refresh the main landing page
3. Clear browser cache
4. Verify team was created successfully
5. Check database connection
### Problem: Forgot Team Admin Password
**Symptoms:** Team admin cannot log in
**Solutions:**
1. Log in to main admin dashboard
2. Navigate to team management
3. Update the admin password
4. Securely share new password with team admin
---
## FAQ
### General Questions
**Q: How many teams can I create?**
A: There is no hard limit. The system can support dozens of teams efficiently.
**Q: Can I delete a team?**
A: Currently, teams can be disabled but not deleted. This preserves data. Contact IT for permanent deletion if needed.
**Q: Can team admins create other teams?**
A: No, only main administrators can create new teams.
**Q: Can I transfer admin rights to someone else?**
A: Yes, simply update the admin password and share it with the new admin.
### Technical Questions
**Q: What happens if I forget the main admin password?**
A: Contact your IT department. They can reset it at the database level.
**Q: Are passwords encrypted?**
A: Yes, all passwords are securely hashed using industry-standard encryption.
**Q: Can I see who is accessing team pages?**
A: Not currently. This feature may be added in future versions.
**Q: What if the team URL slug conflicts with something?**
A: The system automatically prevents conflicts. If a slug exists, add a number (e.g., "team-name-2").
### Password Questions
**Q: How often should I change passwords?**
A: Team admin passwords should be changed every 90 days. Landing page passwords can be changed less frequently.
**Q: Can I use the same password for multiple teams?**
A: While possible, it's not recommended for security reasons.
**Q: What makes a strong password?**
A: At least 12 characters with uppercase, lowercase, numbers, and symbols.
**Q: Can team admins change their own passwords?**
A: Yes, team admins can change their admin password from their dashboard.
### Operational Questions
**Q: Can I rename a team after creation?**
A: Yes, you can update the team name. The URL slug remains the same to preserve links.
**Q: What happens to team data when disabled?**
A: All data is preserved. Enabling the team again restores full functionality.
**Q: Can I reorder teams on the main page?**
A: Currently, teams are displayed alphabetically. Custom ordering may be added in future versions.
**Q: How do I know if a team is actively being used?**
A: Check the "Last Updated" date in the team management panel. Frequent updates indicate active use.
---
## Quick Reference Card
### Common Tasks
| Task | Steps |
|------|-------|
| **Login** | Go to /admin-login → Enter credentials → Click Login |
| **Create Team** | Dashboard → Create New Team → Fill form → Submit |
| **Update Name** | Edit Team → Update Team Name section → Enter new name → Update |
| **Change Admin Password** | Edit Team → Update Admin Password → Enter new password → Update |
| **Enable Landing Password** | Edit Team → Check "Password Protected" → Enter password → Update |
| **Disable Team** | Dashboard → Find team → Click Disable → Confirm |
| **Enable Team** | Dashboard → Find team → Click Enable → Confirm |
### URLs Quick Reference
- Main Landing Page: `https://your-domain.com/`
- Main Admin Login: `https://your-domain.com/admin-login`
- Main Admin Dashboard: `https://your-domain.com/admin`
- Team Landing Page: `https://your-domain.com/<team-slug>`
- Team Admin Login: `https://your-domain.com/<team-slug>/admin-login`
- Team Admin Dashboard: `https://your-domain.com/<team-slug>/admin`
### Support Contacts
- **Technical Issues**: IT Team - it@novellus.com
- **Password Resets**: IT Help Desk
- **Feature Requests**: Submit via IT portal
- **Security Concerns**: IT Security Team (urgent)
---
## Appendix
### Glossary
- **Team Slug**: URL-friendly version of team name (e.g., "senior-management-team")
- **Landing Page**: Public-facing page for team members
- **Admin Dashboard**: Management interface for team administrators
- **Main Admin**: System administrator (you) who manages all teams
- **Team Admin**: Administrator who manages content for their specific team
- **Password Protected**: Requires password to access
- **Enabled/Disabled**: Whether a team is active and accessible
### Version History
- **v1.0** (December 2024): Initial user guide release
### Feedback
We value your feedback! If you have suggestions for improving this guide or the system, please contact the IT Team.
---
**Last Updated**: December 2024
**Version**: 1.0
**Maintained By**: Novellus IT Team