This guide shows you how to use the Unico IDCloud Portal to manage your own users. Gain more autonomy and control over your team's access:
FAQ (Quick Questions)
▸ Why is user management changing? What are the benefits?
This update was developed to improve your experience and the security of your operation.
• The main benefits are:
• Increased Security: The management of access and employee data is under your company's direct control, ensuring that only the right people have the correct permissions.
• More Agility and Control: You can add, remove or edit user access instantly, without needing to open a ticket and wait for our team.
• Operational Efficiency: Reduce the time spent on requests, allowing your team to focus on what truly matters.
▸ How and when will this change happen? What do I need to do?
We've prepared a smooth transition so your team can adapt. Please note the schedule:
• Starting October 27th: The new self-management feature will be available in the IDCloud Portal.
• Until December 1st: During this transition period, you can choose to: use the new tool or continue requesting changes from our team, as you do today.
• After December 1st: User management will be performed exclusively through the new portal. Our team will remain available to answer any questions about using the tool.
▸ I have a specific question about a function in the portal. How do I get help?
Our support team is ready to help! If, even after consulting the step-by-step guide below, you still have specific questions about how to perform an action in the portal, please contact us. We will be happy to guide you clearly and objectively.
▸ What is Unico's recommendation regarding what type of email I should use to register users?
Best Practices: To protect your operation, avoid using public domain emails (such as Gmail, Outlook, etc.) to create users. These accounts are more vulnerable and can compromise the access and security of your data.
Portal Access (Links)
To manage users, access the following links, depending on the environment:
Access Profiles and Permissions
The User Profiles will determine the scope of access for each employee. It is important to note the structure for Profile composition (Group) to ensure error-free access:
💡 Profile (Group) Composition Structure
Product + Profile (if applicable) + Branch (group)
Examples of Access Groups:
• South Zone Unit Administrators;
• West Zone Unit Administrators;
• São Paulo Administrators (Contains both units – South Zone and West Zone);
• All Units Administrators (all company units).
The term "Unit" refers to any organizational unit of your company (e.g., Branch, Store, or Partner).
Click on the block below to view the profiles and get more details.
▸ View Profiles and Permissions Table - IDCloud Portal
| Product | Profile | Access/Permissions |
|---|---|---|
| IDUnico | User Management - Admin | Allows managing all users in your company (edits and creations). |
| IDUnico | User Management - Viewer | Allows viewing the user list and the statuses they are in. |
| IDUnico | User (Portal) | Allows listing and consulting processes. |
| IDUnico | Portal Access By Unico | Allows listing and consulting processes. |
| IDUnico | Orchestrator - User Standard - No Unit | Allows listing and consulting processes. |
| IDCloud | Orchestrator - User Standard - One or More Units - All Units of All Segments | Allows listing and consulting processes for all units/branches. |
| IDCloud | Orchestrator - User Standard - One or More Units - 3 Units | Allows listing and consulting processes for specific branches/units. |
| IDCloud | Profile - B2B Portal Dashboard - No Units | Allows access to the Metrics Dashboard menu. |
Note: For the IDcloud portal to function correctly as ByUnico, you need to have these 2 permissions: By Unico Profile + Desired Orchestrator Permissions.
Which Profiles Do I Need to Use to Function Correctly?
Key Point: Understanding the Administrator Profile
The User Management - Admin profile is what grants permission to manage (create, edit, delete) other users.
Click on the blocks below to see examples of combinations and the profile tables.
▸Exemple: Unico IDCloud Client
• By Unico Profile (no unit)
• By Unico Profile (no unit + all units)
• By Client Profile (no unit)
• By Unico Profile (with a specific unit)
• By Unico Profile (with one or more units)
Main Screen: User Management Overview
By accessing the option "User Management" in the side menu, you will see a list of all registered users. On this screen, you can check the following information:
• Name
• Access email (where portal invitations are sent)
• Username
• Creation date
• Status (active, pending, expired, etc.)
It is possible to search for specific users using name, email, or username.
Step-by-Step: How to Create a New User
⚠ Attention: Currently, user creation is done individually. The bulk creation feature will be implemented soon.
Follow the steps below to add a new member to your team:
On the "User Management" screen, click the button "+ New User".
You will be directed to the registration screen. Fill in the "General Information" for the new user: First Name, Last Name, Email, and Username.
Best Practices for Creating the Username
When filling in the Username field, we recommend using the email address.
• We recommend using the email as the Username.
• Another recommended practice is to use the format of first.lastname for user registration.
Attention: If your company allows registering the same email key for more than one user, it will be necessary to choose a unique Username (and different from the email) to be used at the time of login.
“New User” Screen
Associate the user with one or more "Groups". Groups define the profiles and units (branches) the user will have access to.
After adding the groups to the new user, click “Create User” to trigger the email for first password registration.
“New User” Screen
Best Practices: To protect your operation, avoid using public domain emails (such as Gmail, Outlook, etc.) to create users. These accounts are more vulnerable and can compromise the access and security of your data.
Account Activation and First Password Creation
After the account is created, the new user will receive an email to create a password to access their account. To set the password, the user must click the button "Register Password" in the received email.
Email Receipt and Password Creation
Ideal rules for creating a secure password:
Must contain 2 uppercase letters
Must contain 4 or more lowercase letters
Must contain 1 special character
Must contain 2 or more numbers
Example password: Example@2026
Login Rules:
If you register the username using the email, your login on the platform must be the email address itself
User Status Table (Meaning and Rules)
In the "Status" column of the management screen, you can monitor the situation of each user. The possible statuses are:
Note
The statuses "Blocked" and "Disabled" are considered legacy on our platform. This means they are for consultation only and can no longer be assigned to new users.
What does this mean for your management?
• You can: Consult and view the list of users who have these statuses.
• You cannot: Assign (apply) these statuses to any new or existing user.
You can manually change a user's status to Active, Inactive, or On Vacation directly on the user's details screen.
To do this, access their profile and mark them as active, inactive, or on vacation
Important
There is no option to resend the initial password registration email. To reset, follow these steps:
1. Access the product link.
2. Enter your company name.
3. Next, type your Username.
4. Click “Forgot Password” and follow the instructions sent by email.
Questions and Support
Should you need help, please contact our support through the email form.
◉ Business Hours
Hours: Monday to Friday, 8 am to 8 pm.
Scope: Service for all types of requests.
◉ Outside Business Hours
Hours: Monday to Friday, 8 pm to 8 am, Saturdays, Sundays, and national holidays.
Scope: Exclusive service for critical impact cases in the production environment.