This guide shows how to use the Unico IDCloud Portal to manage your own users. Gain more autonomy and control over your team's access:
Portal Access (Links)
To manage users, access the following links depending on the environment:
Clients using Unico Check without IDCloud can also manage their users through this portal.
An email with instructions and the access link will be sent to your company's responsible administrator to gain access. This profile is required to manage all users in the company.
It is important to highlight that the profiles "User Management - Admin" and "User Management - Viewer" are necessary to manage all users in the company.
Access Profiles and Permissions
User Profiles will determine the access scope for each team member. It is advisable to follow the Profile (Group) composition structure to ensure error-free access:
💡 Profile (Group) Composition Structure
Product + Profile (if any) + Branch (group)
Examples of Access Groups:
• South Zone Unit Administrators;
• West Zone Unit Administrators;
• São Paulo Administrators (Includes 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 the block below to view 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 list of users and their current status. |
| IDUnico | User (Portal) | Allows listing and consulting processes. |
| IDUnico | Access Portal By Unico | Allows listing and consulting processes. |
| IDUnico | Orchestrator - Standard User - No unit | Allows listing and consulting processes. |
| IDCloud | Orchestrator - Standard User - One or More Units - All Units of All Segments | Allows listing and consulting processes of all units/branches. |
| IDCloud | Orchestrator - Standard User - One or More Units - 3 units | Allows listing and consulting processes of specific branches/units. |
| IDCloud | Profile - B2B Portal Dashboard - no units | Allows access to the metrics Dashboard menu. |
Note: For the proper functioning of the IDCloud portal with the Web journey, it is necessary to have these 2 permissions: By Unico Profile + Desired Orchestrator Permissions.
▸ View Profiles and Permissions Table - Check Portal
| Product | Profile | Permissions |
|---|---|---|
| Unico Check | Administrators | Access profile to all menus. Includes all accesses of other profiles and Webhook configuration. |
| Unico Check | Attendants | Includes access for attendants, analysts, and message tracking. Allows exporting spreadsheets. |
| Unico Check | Supervisors | Viewing and searching processes/passages on the portal, plus permission to edit records. |
| Unico Check | Message Tracking | Exclusive for the "Message Tracking" menu. |
Note: If your company has specific profiles to meet your operation's demands and you have questions about these profiles' functionalities, please contact our support team.
Which profiles do I need to use for proper operation?
Key Point: Understanding the Administrator Profile
The profile User Management - Admin grants permission to manage (create, edit, delete) other users.
By itself, it does not grant access to the operational screens of IDCloud or Check. For an administrator to manage users AND operate the portals, a combination of profiles is required.
Click the blocks below to see examples of combinations and profile tables.
▸ Example: Unico Check Client
• By Unico Profile (no branch) + Check Administrator
• By Unico Profile (no branch + all branches) + Check Administrator
• By Client Profile (no branch) + Check
• By Unico Profile (with a specific branch) + Check Supervisor
• By Unico Profile (with one or more branches) + Check Administrator
• Check only
▸ Example: Unico IDCloud Client
• By Unico Profile (no branch)
• By Unico Profile (no branch + all branches)
• By Client Profile (no branch)
• By Unico Profile (with a specific branch)
• By Unico Profile (with one or more branches)
Main Screen: User Management Overview
When accessing the "User Management" option in the side menu, you will see a list of all registered users. On this screen, you can view the following information:
• Name
• Access email (where portal invitations are sent)
• Username
• Creation date
• Status (active, pending, expired, etc.)
You can 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. Bulk creation functionality will be implemented soon.
Follow the steps below to add a new member to your team:
On the "User Management" screen, click the "+ New User" button.
"New User" Screen
You will be directed to the registration screen. Fill in the new user's "General Information": First Name, Last Name, Email, and Username.
Best Practices for Creating a Username
When filling in the Username field, we recommend using the email.
• We recommend using the email as the Username.
• Another recommended practice is to use the format firstname.lastname for user registration.
Attention: If your company allows registering the same email key for more than one user, a unique Username (different from the email) will be required for 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 groups to the new user, click “Create User” so the registration email with the initial password is sent.
"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 may compromise your data access and security.
Account Activation and Initial Password Creation
After registration, the new user will receive an email to create a password to access their account. To set the password, the user must click the "Set Password" button in the received email.
Email Receipt and Password Creation
Ideal rules for creating a secure password:
Contain 2 uppercase letters
Contain 4 or more lowercase letters
Contain 1 special character
Contain 2 or more numbers
Example password: ExemplO@2026
Login rules:
If you register the username using the email, your login on the platform must be the email itself.
User Status Table (Meaning and Rules)
In the "Status" column on the management screen, you can monitor each user's situation. Possible statuses are:
Note
The statuses "Blocked" and "Terminated" are considered legacy in our platform. This means they are for reference only and can no longer be assigned to new users.
What does this mean for your management?
• You can: View and consult the list of users with these statuses.
• You cannot: Assign 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 detail screen.
To do this, access your profile and mark it 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. Then enter your Username.
4. Click “Forgot Password” and follow the instructions sent by email.
ⓘ Note: For Unico Check users, the access flow is simplified and begins directly at the Username step, without needing to enter the company.
FAQ (Frequently Asked Questions)
▸ 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 below, you still have specific questions about how to perform an action in the portal, contact us. We will be happy to guide you clearly and objectively.
▸ What is Unico's recommendation on what type of email to 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 may compromise your data access and security.
▸ How do I recover or reset my password?
The process is 100% autonomous.
1. Access the product Login page;
2. Enter your Company name (If it is the Check product, this information is not requested);
3. Enter your Username (the same used during registration, such as firstname.lastname or your email).
4. Click "Forgot Password";
5. You will then receive an email to complete the password registration. Just follow the steps indicated in the email.
💡 Important
By default, the email link has a 7-day expiration for password reset. However, this setting (duration) can be customized by the client, resulting in more or fewer days.
This feature helps reduce login issues, allowing users to receive their passwords and access in a simplified way.
To resend the password recovery email, the administrator can access the desired user's profile and select the option to send the password reset. Then, a confirmation box will appear asking you to confirm the email to which the password reset will be sent.
▸ I did not receive the first password registration or password reset email. What should I do?
1. Verify the Registered Email:
If the email does not arrive, the most common cause is a typo in the registration address.
• Look for an authorized contact within your company who has access to the user management portal.
• Ask them to check the registered email in the portal. For example, any error, such as a missing dot (correct is diego.rocha@company.com but registered as diegorocha@company.com), will prevent the message from being delivered.
• The user's email correction must be done by an authorized company user on the existing portal registration.
2. Check Domain Block and Spam:
• Always check the Spam/Junk folder.
• If still not found, we recommend contacting your company's IT department. They can check if the Unico domain is blocked by the firewall.
3. Force Resend:
If the email is correct and there is no blocking, use the "Forgot Password" process (item 1) to force sending a new link.
▸ Does the client have a time limit to create the password?
By default, the password reset link via email expires after 7 days.
However, this period can be customized by the client, resulting in more or fewer days. If the user misses the deadline, they can check the status "Expired".
Questions and Support
If you need help, contact our support through the email form.
◉ Business Hours
Hours: Monday to Friday, 8 AM to 8 PM.
Scope: Support for all types of requests.
◉ Outside Business Hours
Hours: Monday to Friday, 8 PM to 8 AM, Saturdays, Sundays, and national holidays.
Scope: Support exclusively for cases of critical impact on the production environment.