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 users attending and working with the University. Refer to the table below to determine the appropriate level and duration of access.

Types of users:

Contractor staff - an individual who is not paid by payroll services
Affiliate staff - individuals who work for an organisation formally affiliated with the University. These users usually have a contract for longer than 12 months.
Visiting academic - external or offshore teachers who collaborate or work with other staff and/or students for academic reasons.
Visiting professional staff - staff from other organisations that visit Flinders for work purposes who are not contracted or employed by Flinders in any capacity.
Placement coordinators - person administering a student placement and progress of the student against the student record in inPlace and FLO.
Affilate student - students who aren't studying at Flinders and therefore not in the student system.
Pre-student - Students who study a course to prepare themselves for study at Flinders.
Visiting student - School students visiting the University for promotional purposes.
Short course student - Students who are not administered in the student information system (SIS) as they are not enrolled in courses managed by the SIS.
Temporary access - granted to former users who require access to their information when they no longer have an active staff or student role.

Application access will be automatically provided based on this table.

For additional access to other systems, please raise a request.

User roles, applications they will be given access to, and duration of account access
	Contractor staff	Affiliate staff	Visiting academic	Visiting professional	Placement coordinator	Affiliate student	Pre-student	Visiting student	Short course student	Temporary access
Desktop login	✔	✔	✔	✔	✔	✔	✔	✔	✔	✔
Eduroam wifi	✔	✔	✔	✔	✔	✔	✔	✔	✔	✔
AskFlinders (Parature)	✔	✔	✔	✔	✔	✔	✔	✔	✔	✔
Flinders email account	✔	✔	✔	✔	✔					✔
Office 365	✔	✔	✔	✔	✔
Confluence	✔	✔		✔
MyFlinders							✔
FLO	✔	✔	✔	✔	✔	✔	✔	✔	✔	✔
eStudent
inPlace					✔
Timetable viewer		✔
CareerHub
Maximum account duration	12 months	15 months	3 months	3 months	12 months	12 months	14 months	3 months	6 months	30 days

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 bulk import users

You can upload multiple users by uploading in excel file format. Sign in to AccessNow and follow the steps below.

Go to CREATE.
Click on Import Accounts under Create Account.
Click on Upload to select an excel file to import or drag and drop the file into the dotted area.
Once the file is fully uploaded, click on Import.
It will show Action completed successfully at the top when the file has successfully imported.

Note: If there are any errors in the uploaded file, the line number and the type of error will display. Fix the error and upload the corrected file.

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 Edit 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 extend access duration for multiple accounts

Go to VIEW & EDIT and select the status of the account group you want work on from Active, Expiring in the next 30 days or Expired in the last 60 days.
Click on Generate Excel File at the bottom
Click on Download Sponsored Accounts
Open the downloaded file and change the expiry date of the users accordingly and save the file.
Go to CREATE and follow the steps in How to Bulk import users (second item in this document) using the saved file to update.

How to add delegates

You can delegate authority to other users in your account.

Go to USER MANAGEMENT.
Click on DELEGATE AUTHORITY TO USERS and then click Add Delegate.
Enter the first name and last name of the user you want to delegate authority to and then click on Search.
Select the FAN of the user from the result and then click on Submit to complete.

Support

Opening hours: 7:30am to 6:00pm, 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 a request via IT Support on your Flinders Dashboard (okta).

I need help...

Immediately - Call 12345

In the next couple of days (Assyst)

ids@flinders.edu.au