Managing organizations and users

Organizations, users and their roles are managed from the SmaCH web application, never in the Keycloak console. This page is for two readers:

• the SmaCH super-admin, who runs the whole directory from the administration console;
• the administrators of an organization, who manage the members of their own organization.

Roles

Role	Held in	What it gives
Viewer	one organization	reads the artworks, monitorings and alerts of the organization
Administrator	one organization	everything in the organization, including StaRT and the inventory, and the management of its members
Super-admin	the whole platform	the administration console and every organization, without being a member of any

A person can be a member of several organizations, with a different role in each. The detail of what each role may do is in User roles.

Development and production are separate

The development environment (app.dev.smach.science) and production (app.smach.science) have separate directories since 22 October 2026. An account created on one does not exist on the other, and a password changed on one does not change the other.

The administration console (super-admin)

The console opens from the user menu, under Administration. It has two sections, Organizations and Users. Entering it keeps the organization you were working in.

Organizations

• The list shows each organization with its alias, description, member count and status.
• Create: a name, an alias (derived from the name, lowercase letters, digits and dashes, fixed once created), a description, the default language of its members (French or English) and its status.
• Members: from the organization’s sheet, add an existing user with a role, change a role, remove a member.
• Open an organization to work in it: you land on its dashboard.
• Delete: type the alias to confirm. The number of members is shown first; their accounts are kept, only their membership goes.

Users

• The list shows each user with their email, organizations, last login and status: pending (invitation not taken up yet), active or disabled.
• Create: email, first and last name, language, and optionally the super-admin role and a first organization with a role. The person receives an invitation by email: they confirm their address and choose their own password. The link is valid three days and can be sent again from the user’s sheet.
• Password reset: once the account is active, a reset email is sent from the user’s sheet.
• Edit: names, language, status, and the super-admin role, granted or withdrawn. You cannot withdraw it from your own account.
• Figures: last login and number of logins over the last 90 days.
• Delete: type the email to confirm.

The language of a user is the language of the emails they receive and of the login page.

Members of an organization (administrators)

An administrator of an organization finds Members in its menu.

• The list shows each member with their email, role and status.
• Invite someone by email with a role, viewer or administrator. A person who already has an account is added at once, without a new email; otherwise an account is created and the invitation sent, valid three days.
• Resend a pending invitation.
• Change a role, or remove a member from the organization. Their account and their other memberships are kept.
• An administrator cannot change their own role nor remove themselves, so that nobody loses access to the organization by mistake.

My profile (everyone)

Every user, whatever their role, opens My profile from the user menu to change their first name, last name and language. The password is changed from Change my password, which opens the SmaCH login page and comes back to the application.