Dualog Identity - Managing Users

INTRODUCTION

This article explains how to create, import, and manage crew accounts in Dualog Identity. All user management is done through the Ship Staff section of the Dualog Portal at apps.dualog.com.

WAYS TO ADD USERS

Dualog Identity supports several methods for adding users:

Recommended: For production environments, we recommend integrating with your Crew Management System. This ensures user data stays synchronized automatically and reduces administrative overhead. See Crew Management System Integration for details.

ACCESSING USER MANAGEMENT

1. Log in to https://apps.dualog.com
2. Navigate to Ship Staff
3. Click on Crew Accounts

CREATING USERS MANUALLY

To create a single user:

1. In Crew Accounts, click Create Account
2. Fill in the required fields:
   • First Name
   • Surname
   • Email Address - This will be the user's login username
3. Optionally fill in additional fields:
   • Rank - The user's position (e.g., Captain, Chief Officer, A/B)
   • Department - Informational field for the user's department
4. Optionally assign the user to a ship:
   • Ship - Select from your vessels (matched by IMO number)
   • Contract Start Date - When the user signs on
   • Contract End Date - When the user signs off (optional, defaults to 1 year)
5. Click Save

Default Password Behavior

When a user is created:

• If no password is specified, the default password is the same as the email address
• The user will be forced to change their password on first login
• If MFA is enabled for your organization, the user will be prompted to set up MFA on first login

For a smoother onboarding experience, consider using Activation Links instead of default passwords.

IMPORTING USERS VIA CSV

For bulk user creation, you can import users from a CSV file.

File Requirements

• Format: CSV (comma-separated values)
• Encoding: UTF-8
• Maximum users per file: 1000

If you need to import more than 1000 users, divide them into multiple files and repeat the import process.

CSV Columns

The first row must contain column headers. Available columns:

Import Process

1. In Crew Accounts, click More actions > Upload CSV
2. Select your CSV file
3. Review the preview to ensure data is mapped correctly
4. Click Import
5. Review the import results for any errors

Ship Assignment via CSV

To assign users to ships during import:

• Include the imonumber column with the vessel's IMO number
• The ship must already exist in the Dualog system with a matching IMO number
• Include the hirefrom column with the contract start date (format: yyyy-MM-dd)
• Optionally include the hireto column for the contract end date

EDITING USERS

To edit an existing user:

1. In Crew Accounts, find and click on the user
2. Modify the desired fields
3. Click Save

USER LIFECYCLE

New Users

When a user account is created, they are in a "new" state until they log in for the first time. You can generate activation links for new users to provide a smoother onboarding experience. See Activation Links for details.

Active Users

Once a user has logged in at least once, they are considered active. They can:

• Log in to cloud applications at crew.dualog.com
• Log in to ship-side applications (if assigned to that vessel)
• Manage their password and MFA at crew.dualog.com

Ship Assignments

• A user can only be assigned to one ship at a time
• When a user is reassigned to a new ship, a new assignment record is created
• Historical assignments are preserved
• The contract start date must be the current date or a future date

Offboarding

When a user's contract ends (or they are signed off a vessel):

• They lose access to that ship's on-premises applications
• Their cloud identity remains active
• They can still access cloud applications and crew.dualog.com
• Optionally, you can disable the user entirely if needed

RANKS

Ranks represent the user's position and are used for:

• Access control on integrations
• Sending to third-party applications in authentication tokens

Setting Ranks

You can set a user's rank:

• When creating or editing a user manually
• Via CSV import in the rank column
• Via the SCIM API
• Automatically from crew management system integrations

Managing Ranks

Dualog provides a pre-defined list of common maritime rank names. You can also add custom rank names (e.g., "ChOff" instead of "Chief Officer").

To manage ranks:

1. Go to Ship Staff > Crew Accounts
2. Click More actions > Manage Ranks

From here you can view all ranks in use and delete unused ranks.

DISABLING AND DELETING USERS

Disabling a User

To prevent a user from logging in while preserving their account:

1. In Crew Accounts, click on the user to open their profile
2. Change the Account status from Active to Disabled
3. Save your changes

Disabled users:

• Cannot log in to any system
• Account data is preserved
• Can be re-enabled later

Deleting a User

Users can be permanently deleted from the system. To delete a user:

1. In Crew Accounts, click on the user to open their profile
2. Click Delete (or the delete option)
3. Confirm the deletion

Warning: Deleting a user is permanent and cannot be undone.

SYNCING USERS TO SHIPS

When you create or modify users in the Dualog Portal, changes sync to vessels within minutes when they have connectivity.

The sync includes:

• New user accounts
• Updated user information
• Ship assignments
• Password changes (during transit, before hashing)

Ships that are offline will receive updates the next time they connect.

RELATED ARTICLES

• Crew Management System Integration (Recommended)
• API Integration (Developer Guide)
• Activation Links
• Password Policies and MFA
• User Activity and Audit Logs