How to Set Primary Admins

Table of Contents

• Summary
• Who Can Use This Feature
• How to Designate a Primary Admin
• What Primary Admins Receive
• Managing Primary Admin Designations
• FAQ

Summary

Primary Admins are the designated point of contact for your organization's automated workflows and system notifications. Admins marked as primary appear as the "Requester" on automated communications — including Program Automation emails, Assessment Automation notifications, and other system-generated messages — ensuring the right people represent your organization in vendor interactions and receive critical updates.

Why This Matters: Without a designated Primary Admin, the system defaults to the oldest admin account on your organization, which may not be the appropriate contact and/or causes internal confusion when requests are sent out. 

👤 Who Can Use This Feature

• User Role Required: Admin
• Visibility: Only managed admins can be designated as Primary Admins. Non-managed admins are not eligible for this designation.

Note: You can designate multiple admins as primary with no upper limit, allowing you to distribute responsibilities across your team as needed.

⚙️ How to Designate a Primary Admin

1. Navigate to Settings in your Whistic account
2. Click on User Management
3. Locate the managed admin(s) you want to designate as primary
4. Click the Primary checkbox next to each admin's name to mark them as primary
5. Click Save to apply the changes

Important: Changes take effect immediately and apply to all future automated events and currently-queued automations.

📧 What Primary Admins Receive

Once designated, Primary Admins are automatically associated with the following:

Program Automation & Assessment Automation Emails

• Your Primary Admin's name appears as the "Requester" in the automated assessment requests
• This provides vendors and internal stakeholders with the appropriate point of contact

System-Generated Notifications

• All Primary Admins (and regular admins) receive relevant system notifications
• Ensures critical updates reach the right people on your team

Automated Workflow Events

• Primary Admins are assigned as the event owner for automated workflows
• Streamlines accountability and follow-up processes

🔧 Managing Primary Admin Designations

Adding Additional Primary Admins

1. Navigate to Settings User Management
2. Select additional managed admin(s) by clicking their checkboxes
3. Click Save

Removing Primary Admin Designation

1. Navigate to Settings User Management
2. Uncheck the Primary box next to the admin you want to remove from primary status
3. Click Save

Note: If an admin's permissions change from managed admin to non-managed admin, or if their admin permissions are removed entirely, they will automatically lose their Primary Admin designation when the permission changes are saved.

Removing All Primary Admins

You can remove all Primary Admin designations at any time. If no Primary Admin is designated, the system will revert to the default behavior of using the oldest admin account on your organization.

❓ FAQ

Can I designate multiple Primary Admins?

Yes, you can designate as many managed admins as primary with no upper limit. This is helpful for teams with shared responsibilities or when you need backup contacts.

If I have multiple Primary Admins, who appears as the requester in automated emails?

If multiple Primary Admins exist, the system uses a single "Requester" name (as needed such as in Program Automation emails), the system uses the admin who was most recently designated as primary.

What happens if I don't designate a Primary Admin?

The system will default to the oldest admin account on your organisation, which was the historical behaviour before this feature was introduced.

Why can't I mark a specific admin as primary?

Only managed admins can be designated as Primary Admins. Verify that the admin has managed admin status. If not, update their permissions in Settings User Management.

Will designating a Primary Admin change who sent past automated emails?

No, the Primary Admin designation only affects future automated events and currently-queued automations. Historical records remain unchanged.

What happens if a Primary Admin's role changes?

If a Primary Admin's status changes from managed admin to non-managed admin, or if their admin permissions are removed, they will automatically lose their Primary Admin designation when the permission changes are saved.

Do Primary Admins receive different notifications than regular admins?

No, both Primary Admins and regular admins receive system notifications. The Primary Admin designation primarily impacts who is listed as the "Requester" or point of contact in automated communications.

Can I temporarily change who is Primary Admin?

Yes, you can add or remove Primary Admin designations at any time. Changes take effect immediately for all future and currently-queued automations.