Dualog Identity - Activation Links

INTRODUCTION

Activation links provide a user-friendly way to onboard new crew members to Dualog Identity. Instead of using default passwords (which are the same as the email address), you can generate one-time links that allow users to log in and set their own password immediately.

WHY USE ACTIVATION LINKS

Benefits Over Default Passwords

Recommended For

• New crew member onboarding
• Bulk user creation via CSV or CMS import
• Resetting access for users who never completed initial login

ACCESSING ACTIVATION LINKS

1. Log in to https://apps.dualog.com
2. Navigate to Ship Staff
3. Go to Crew Accounts
4. Click More Actions
5. Select Activation Links

VIEWING ACTIVATION LINKS

The Activation Links page shows all activation links for new users (users who have not yet logged in at least once).

For each link, you can see:

• User: The user the link is for
• Status: Current state of the link
• Link: The activation URL (can be copied)

GENERATING ACTIVATION LINKS

Generate for All New Users

To generate activation links for all users who haven't logged in:

1. From the Activation Links page, click Generate Links
2. Links will be created for all accounts that are still new
3. If some users already have links:
   • Choose to generate new links (replaces existing)
   • Or skip users who already have links

Generate for Individual User

You can also generate or regenerate a link for a single user directly from the Activation Links page by selecting that user.

DISTRIBUTING ACTIVATION LINKS

You have several options for getting activation links to users:

Copy Individual Links

1. Find the user in the Activation Links list
2. Click the Copy button next to their link
3. Paste into an email, message, or document

Download All Links as CSV

1. Click the download option to export links as CSV
2. A CSV file with all links will download
3. Distribute to HR or ship managers for communication to crew

Email Links Directly

If users have personal email addresses on their accounts:

1. Select users or choose to email all
2. Click Email Links (or similar)
3. Links are sent directly to each user's personal email

Note: This option only works for users who have a personal email address registered. Personal emails can be added via:

• CSV import (using the personalemail column)
• SCIM API
• Crew management system integration

Personal email addresses cannot be added manually in the UI.

WHAT USERS EXPERIENCE

When a user clicks their activation link:

1. They are logged into the Dualog system automatically
2. They are immediately prompted to set their own password
3. The password must meet your organization's password policy
4. If MFA is required, they are prompted to set up MFA
5. After setup, they can access the system normally

LINK EXPIRATION

Activation links are valid for 60 days. After this period, the link will expire and show as "Expired" in the Activation Links page.

Regenerating Expired Links

If a link has expired before the user activated:

1. Go to the Activation Links page
2. Click Generate Links
3. Choose to regenerate for users with expired links
4. Distribute the new links to affected users

BEST PRACTICES

For Bulk Onboarding

1. Import users via CSV or CMS integration
2. Generate activation links for all new users
3. Download links as CSV
4. Provide the CSV to HR or fleet managers
5. HR distributes links to crew (via personal email if available)

Security

• Treat activation links as sensitive (they provide account access)
• Use secure channels to distribute links
• Encourage users to activate promptly
• Regularly check for expired links and regenerate if needed

Communication

Include instructions with the activation link:

• What the link is for
• What to expect when clicking
• Password requirements (if known)
• Who to contact for help

TROUBLESHOOTING

Link doesn't work

Possible causes:

• Link has expired (check status in Activation Links page)
• Link was already used
• User already activated their account

Solution:

• Regenerate the link for the user
• If user already activated, they should use normal login

Cannot find user in Activation Links

Possible cause:

• User has already logged in at least once
• Activation links only appear for new/unused accounts

Solution:

• Check if user already has access
• If they need password reset, use password reset options instead

Cannot email links

Possible cause:

• Users don't have personal email addresses on their accounts

Solution:

• Personal emails must be imported via CSV, API, or CMS integration
• Download CSV and distribute links manually

RELATED ARTICLES

• Managing Users
• Password Policies and MFA
• Your Dualog Account (For End Users)
• Crew Management System Integration