Overview
EvaluationsHub is a centralized evaluation and review platform designed to streamline the management of evaluation documents, tasks, and meetings. The Admin Guide provides configuration details and best practices for platform administrators, ensuring an efficient, secure, and user-friendly environment for all stakeholders.

Key Responsibilities for Administrators

• Create and manage organization-level accounts and sub-accounts (Managed Accounts).
• Configure and maintain branding, and custom URLs.
• Establish user roles and permissions.
• Monitor storage usage and enforce data governance policies.
• Oversee the evaluation lifecycle, including documentation, meetings, and task assignments.

Account Management

Introduction
Account management in EvaluationsHub involves creating and organizing accounts at both the parent (organization) level and subsidiary or departmental levels. Proper account structure ensures that users, documents, and evaluations are efficiently arranged and easily managed.

Core Concepts

• Primary/Root Account: The main account for your organization, created during the initial onboarding.
• Managed Accounts: Sub-accounts set up for departments, regions, or specific groups, each with its own configurable settings and permission structures.
• User Accounts: Individual logins for employees, contractors, or external partners who participate in evaluations.

Best Practices

• Keep account hierarchy simple and logical, mirroring your organizational structure.
• Assign designated administrators at the parent and managed account levels.
• Regularly review active accounts to ensure they are still required and appropriately permissioned.

Adding Managed Accounts

Introduction
Managed Accounts help segment your EvaluationsHub environment into logical subdivisions, making it easier to tailor configurations, permissions, and branding for different organizational units.

How to Add a Managed Account

1. Navigate to the Admin Console: From the root account, access the "Account Management" tab.
2. Select "Add Managed Account": Provide a unique account name and optional description.
3. Configure Settings: Set initial permissions, module availability, storage allocations, and default language preferences for the managed account.
4. Invite Administrators: Assign one or more users as managed account administrators.
5. Save and Review: Once saved, you can refine branding, adjust permissions, or add more users as needed.

Tips

• Use descriptive naming conventions to easily identify managed accounts.
• Periodically audit managed accounts to ensure they are still needed and up-to-date.

Managing Users and Permissions

User Roles and Permission Tiers
EvaluationsHub uses a role-based access control (RBAC) system to ensure that users have appropriate levels of access:

• Admin: Full access to configuration, user management, and all evaluation data.
• Manager: Can create, edit, and review evaluations, manage documents and meetings, but may have limited access to global settings.
• Evaluator: Can view and complete evaluations assigned to them, access related documents, and participate in scheduled meetings.
• Viewer: Read-only access to assigned documents, evaluations, and dashboards.

Adding and Removing Users

1. Go to Users & Permissions: From the admin console, select the “Users & Permissions” tab.
2. Add User: Enter the user’s email and select a role. Optionally, customize their permissions with finer granularity.
3. Notify the User: The user receives an invitation email with login details.
4. Adjust or Remove Permissions: At any time, you can modify a user’s role or revoke access entirely.

Permission Granularity
Beyond standard roles, EvaluationsHub supports customized permission sets. For instance, certain users can be restricted to view-only in some managed accounts while having editing rights in others.

Customizing Your Portal

Introduction
Customizing the EvaluationsHub portal ensures it aligns with your organization’s brand identity and internal workflows. Administrators can modify the visual design, navigation elements, and default settings.

Customization Options

• Color Schemes and Logos: Upload your corporate logo, adjust the color palette, and set banner images to match corporate branding.
• Navigation and Modules: Rearrange modules, rename sections, and reorganize the menu structure for easier navigation.
• Default Landing Page: Set which dashboard or module new users see first upon logging in.
• Notification Settings: Configure email and in-app notifications to ensure relevant updates reach the right users.

How to Apply Customizations
Access the "Portal Settings" section in the admin console, where you can preview changes before making them live. Save and test with a limited user group before rolling out widely.

Branding and URLs (e.g., companyxyz.evaluationshub.co)

Custom Domains
EvaluationsHub supports custom subdomains to create a more personalized and professional experience (e.g., companyxyz.evaluationshub.co).

Steps to Configure

1. Request a Custom Subdomain: From your admin console, navigate to the URL & Branding section and request a subdomain.
2. DNS Configuration: Point the chosen subdomain to the EvaluationsHub hosted environment following the provided DNS instructions.
3. Verify and Launch: Once DNS changes propagate, verify the URL is working, and your users can access the platform through the custom domain.

Branding Guidelines

• Keep subdomain names simple and recognizable.
• Ensure your corporate logo is sized appropriately for best visual results on various screen sizes.

Language Preferences

Supported Languages
EvaluationsHub supports multiple languages to accommodate global teams. Administrators can set a default language per managed account and allow users to select their preferred language for their personal interface.

How to Set Language Preferences

1. Default Language Selection: English. In the future we will add additional languages.
2. User Overrides: Allow individual users to select their own language from their profile settings.
3. Apply Changes: These changes apply immediately across the platform’s interface (menus, buttons, labels, and system messages).

Module Overview

Core Modules
EvaluationsHub’s functionality is divided into modules, each focusing on a specific part of the evaluation lifecycle:

• Evaluation Documents: Store, organize, and version key documents.
• Evaluations Dashboard: Overview of ongoing evaluations, metrics, and status.
• Evaluation Meetings: Schedule, manage, and record outcomes of evaluation sessions.
• Tasks (Kanban View): Track and manage action items or improvements needed.

Administrators control which modules are visible and accessible to user groups and managed accounts. Modules can be enabled, disabled, or customized according to organizational needs.

Evaluation Documents

Document Management Features

• Version Control: Keep track of changes to documents over time.
• Permissions-Based Access: Ensure only authorized personnel can view or edit sensitive documents.
• Metadata and Tagging: Improve searchability by tagging documents with relevant keywords, categories, or evaluation criteria.

Admin Actions

• Set Document Retention Policies: Define how long documents remain accessible and when they are archived.
• Restore Previous Versions: Administrators can revert documents to earlier versions if necessary.
• Export and Backup: Easily export documents for offline review or backup purposes.

Evaluations Dashboard

Purpose
The Evaluations Dashboard provides a bird’s-eye view of all active and upcoming evaluations, key metrics, and workflow statuses. It enables administrators and managers to track progress, identify bottlenecks, and ensure timely completion.

Key Features

• High-Level Analytics: View status summaries (e.g., “In Progress,” “Completed,” “Pending Review”).
• Filter and Sort Tools: Locate specific evaluations by date, team, or managed account.
• Progress Indicators: Graphical indicators help identify evaluations needing attention.

Tips for Admins

• Regularly check the dashboard to spot overdue tasks or stalled evaluations.
• Use dashboard filters to drill down by team, region, or evaluation type for targeted insights.

Evaluation Meetings

Scheduling and Management
Evaluation Meetings module integrates with your organization’s calendar system (e.g., Outlook, Google Calendar). Administrators can:

• Schedule and Invite Participants: Set evaluation meeting times, invite attendees, and add relevant documents directly.
• Add Virtual Conferencing Links: Include video conferencing details to streamline remote collaboration.
• Record Outcomes and Minutes: Store meeting notes, decisions, and action items within the platform.

Benefits

• Centralized record-keeping reduces reliance on separate calendar tools.
• Easy reference to related evaluation documents from within the meeting agenda.
• Automated notifications remind attendees of upcoming sessions.

Tasks (Kanban Overview)

Task Management Simplified
EvaluationsHub’s Task module provides a Kanban-style board for tracking action items associated with evaluations. This visual approach helps teams stay organized and responsive.

Core Features

• Kanban Boards: Create and manage task lanes (“To Do,” “In Progress,” “Completed”).
• Assignments and Deadlines: Assign tasks to specific users and set due dates.
• Notifications and Reminders: Automated alerts keep stakeholders informed of approaching deadlines.
• Drag-and-Drop Reordering: Easily update task priority by rearranging cards.

Admin Capabilities

• Global Task Visibility: Admins can see all tasks across managed accounts for better oversight.
• Template Boards: Predefine boards or workflows to standardize evaluation processes.

Storage and Data Limits

Overview
EvaluationsHub provides data storage for documents, evaluations, and meeting records. While the platform offers generous default limits, organizations should manage their data responsibly.

Data Quotas

• Default Allocations: Each managed account receives a base amount of storage (e.g., 100GB by default, subject to your contract).
• Archival Policies: Documents older than a certain threshold can be auto-archived to conserve space.
• Overage Handling: If you exceed storage limits, you may need to purchase additional space or remove old data.

Monitoring Usage
Admin dashboards include storage metrics for quick reference. Evaluate usage periodically and enforce internal policies for document retention and housekeeping.

Unlimited Storage Policy

Policy Explanation
If your EvaluationsHub contract includes unlimited storage, it typically refers to storage within reasonable use parameters (e.g., standard business documents related to evaluations).

Fair Use Clause

• Intended Use: Unlimited storage is intended for documents, recordings, and evaluations pertinent to business operations.
• Monitoring for Abuse: The platform may monitor storage usage and contact you if usage patterns appear abnormal or excessive (e.g., storing large, unrelated media files).
• Periodic Reviews: EvaluationsHub reserves the right to review accounts and enforce fair usage policies to maintain system performance and integrity for all users.

AWS Security Details

Hosting and Infrastructure
EvaluationsHub is hosted in the Amazon Web Services (AWS) cloud, leveraging AWS’s scalable and secure infrastructure services. The platform’s architecture follows best practices to ensure confidentiality, integrity, and availability.

Key AWS Security Features

• Data Encryption: All data in transit is protected via TLS/SSL encryption. At rest, data is encrypted using industry-standard AES-256.
• VPC and Network Isolation: EvaluationsHub runs within isolated Virtual Private Clouds, reducing exposure to external threats.
• Regular Backups and Recovery: Automated backups are performed daily. Disaster recovery plans ensure minimal downtime in case of service interruptions.
• Compliance and Certifications: AWS holds numerous compliance certifications (e.g., SOC 2, ISO 27001).

Continuous Security Monitoring

• Intrusion Detection: EvaluationsHub employs AWS-native and third-party tools to detect suspicious activity.
• Access Control: Strict IAM (Identity and Access Management) policies ensure only authorized personnel can access the backend infrastructure.
• Patch Management: Regular security patching and penetration testing maintain a robust security posture.