AccessNow

Give access to your users

Create and manage FAN accounts

AccessNow is a platform that allows creation of FAN accounts by authorised staff members (sponsors). With this self-service web app, authorised staff members can easily create and manage access for a new or existing user.

Who are sponsors?

Sponsors have accountability to manage user accounts (FANs) in their respective areas.

In divisions

Sponsors are typically directors, associate directors or senior managers.

In colleges

Sponsors are typically executive deans, deans, directors of college services and college operations team leads.

Find a sponsor in your area (login)

Who are sponsored users?

Sponsored users are individuals or companies who have valid business reasons to access Flinders University IT systems. They are not students, employees or alumni.

View sponsored user roles below for the appropriate level and duration of access.

Sponsored user roles

There are a number of different sponsored roles for users affiliated with the University. Refer to the table below to determine the appropriate role for a user based on their association.

Sponsored Role	Purpose	Access	Max End Date
Academic Status	Academics who are awaiting processing of their Academic Status in Workday	Same access as Academic Status processed through Workday	12 Months
Affiliate Staff	People who are associated with an affiliated organisation of the university eg. IELI, Flinders Sport and Fitness etc.	Similar access to University Staff	12 Months
Affiliate Student	Students who are enrolled through affiliate processes who are not in the Student Management System	Similar access to University Students	12 Months
ASMS Staff	Staff employed by the Australian Science and Maths School.	Library Systems Additional access by request	12 Months
Contractor Staff	Contractors who are employed through a recruitment agency or similar, engaged to backfill an existing staff position, or extend an existing team.	Equivalent of Fixed Term/Continuing Staff	12 Months
External Contractor	Contractors or subcontractors of the university, who are engaged to provide a service. E.g. Tradesman, Consultants, Advisory roles.	VPermit Service One (Contractor Induction Toolbox)	12 Months
IT Vendor	3rd party IT vendor who require secure remote access to university systems to perform an agreed scope of work or respond to an incident.	Additional access by request	12 Months
Retail Staff	People who are associated with a retail organisation situated on campus eg. Subway, PostOffice etc.	VPermit ServiceOne FlinSafe Additional access by request	12 Months
Visiting Academic	External people who are collaborating or working with other staff and/or students for academic reasons.	Similar access to University Staff	12 Months
Visiting Professional	External professional staff visiting or engaging with Flinders for work or collaboration	Similar access to University Staff	12 Months

Giving access to sponsored users via AccessNow

If you are in a role mentioned in Who are sponsors? above and not on the list in the Find sponsors table, move to step 1 below to start creating and managing FANs.

Step 1

Request AccessNow for your Flinders dashboard

Step 2

Create or edit accounts in AccessNow

Step 3

FAN and account activation link will be sent to both sponsor and sponsored user

Step 4

User activates account from activation link and signs into Okta dashboard

Request AccessNow

AccessNow user guide

Download the AccessNow user guide

How to create a FAN

You can create FANs for new members in your division or college in AccessNow. Sign in to AccessNow and follow the steps below:

Go to Create.
Enter First Name, Last Name and Date of Birth then click on Search. (If the user already exists in the system, it will list the user details. If the member is a new user, enter the required information in the fields).
Enter users details such as middle name, mobile number and personal email address.
Select a role from the Sponsored Role dropdown list.
Select the start and end date to define the duration of access, then click on Create Account.
The details of the newly created account with a FAN and the role will display to confirm that it was processed successfully.

An email notification that includes the FAN and the activation link will be sent to you and your user.

How to modify a FAN

You can make changes such as contact information or duration of access to FAN accounts in AccessNow. Sign in to AccessNow and follow the steps below:

Go to Search and search for the user account you need to make a modification.
Enter any combination of First Name, Last name, Date of Birth or FAN, and then click on Search.
Click on a FAN you want to modify from the results.
To start editing, click on Update Account in the top right corner.

You can see the changes made to the account from Activity History menu under user’s name.

How to add delegates

You can delegate authority to other users in your account.

Go to Manage.
Click on Delegate authority to users.
Enter the FAN of the person you want to delegate authority to and then click on Search for delegate.
Make sure to confirm the new delegate in the search results and click on Add delegate.

Support for digital and IT services

Opening hours: 8am to 5.30pm, Monday to Friday, excluding public holidays

After hours or when all staff are busy you will be given an option to leave a voicemail message. Voicemails will be accessed as soon as practical during business hours otherwise you may choose to log an IT support request.

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