User accounts

System access

A user can be set up with system access to multiple functions or a single function, depending on their individual needs in Online Services.

Only those with account management system access, otherwise known as account managers, can add and manage users as well as provide user access to functionality within Online Services.

Account managers can also reset their account, tailor their own system access or update their contact details from the account details section.

Managing users

If you manage multiple entities, you must first select the entity for which you wish to manage users from the drop-down box located in the grey menu bar.

You can add up to 8 users per organisation, including the account manager. Note that the same email address cannot be used to sign up multiple users. Please contact Coal LSL if you need additional users added.

Adding a new user

If a team member is not already registered for Online Services, you can:

1. Log in to Online Services

2. Go to Account Details, located in the grey menu bar

3. Select the Add User button, and enter their details

4. Under the System Access options, tick the functions required for their access

5. Accept the Terms of Use and click Create

Updating user access

If a team member requires access to a new function, you can:

1. Log in to Online Services

2. Go to Account Details, located in the grey menu bar

3. Here you will see a list of your active users and their system access

4. Use the pencil icon to edit a user’s access details

5. Under the System Access options, tick the functions to be updated

6. Accept the Terms of Use and click Update

For data privacy and security purposes, account managers are responsible for ensuring users for their organisation are up to date (i.e. when a user leaves the organisation or no longer requires access).

Registration reset

When a new user is added, they will receive an email with a link to verify. These links are only valid for 7 days.

Users who have not completed the registration process within 7 days can:

• use the forgot password link on the login screen, or

• ask their account manager to reset their access from the account details screen.

Account managers who have not completed the registration process within 7 days of their enrolment link must contact Coal LSL to proceed with their registration.

Password reset

Users wishing to change or update only their password should use the forgot password link on the login screen.

Account reset

Registered users wishing to connect a different MFA app or device to their Online Services account must ask their account manager to reset their access from the account details section.

This will suspend their account access until they complete the registration process again by setting a new password and re-connecting an MFA app and device to their account.

Account managers must contact Coal LSL to reset their account access.

Authorised contacts

Online Services users are considered as authorised contacts that can liaise with Coal LSL about long service leave matters.

For this reason, you should register everyone in Online Services that you want to act as an authorised contact, not just those administering submissions.

Authorisation type

Account managers must manage their organisation’s contacts via Online Services. Submitting changes by filling in an Update Contact Details form is no longer necessary.