Self-Service Rollout Guide

Overview

This guide helps you to set up Cloudmore so Organization users can log in and manage their services independently.

Having a white-labelled self-service portal has many benefits, for example:

• Reduce support overhead by enabling customers to manage their own subscriptions

• Improve transparency and control with real-time access to pricing and renewals

• Increase customer satisfaction with 24/7 service availability

• Scale your operations without increasing admin workload

• Offer a branded experience that matches your own platform

Before you proceed, it’s recommended that you have completed the Broker Onboarding Setup.

Follow the Broker Onboarding Guide for more details.

1. Setting up your branding and custom domain

In Cloudmore, brokers can apply company branding and white labelling to create a seamless, branded experience for users and customers.

This includes customizing the platform’s logo, color scheme, and banner, as well as setting up a custom login page and domain URL.

Follow Branding & White Labelling for detailed steps.

2. Setting up the approval process & audit trail

An approval process is a structured workflow that ensures specific actions like creating, changing, upgrading, renewing, or cancelling subscriptions are reviewed and authorized by designated individuals before being finalized.

Setting up the approval process is an optional step.

It helps organizations maintain control, enforce compliance, and prevent unauthorized changes.
By setting predefined rules or roles, it ensures accountability and consistency in decision-making.

This process is especially useful when actions exceed price thresholds or involve critical changes to services.

Refer Approval Process for more information.

Every action performed by Organization users on the Cloudmore platform is automatically recorded, creating a comprehensive audit trail. So, there is no need to set up anything around audit logging, this is already done automatically by the platform.

This logging ensures transparency, supports governance, and facilitates the tracking of user activity for accountability purposes.

The Event Logging & Audit Trails provides more information related to audit logging.

3. Creating organization admins & users

The most efficient way to create users in bulk for each organization in Cloudmore is by importing them directly from Microsoft Partner Center.

This method ensures that Cloudmore organization roles are automatically mapped to Microsoft Partner Center roles, streamlining user creation without manual input from the Broker.

The recommended way to create all the users under each organization is:

1. Bulk create the primary Organization Global Admin under each Organization. This can be done using the API or sending a spreadsheet of primary contact of each customer to the Support team. When the Organization Global Admin user is created, you can opt to automatically generate and send them the passwords. Alternatively, you can generate the passwords yourself and communicate this from your own end. The password is only required in this step, for Global Admin only.

2. Organization Global Admins to import their Organization users from Microsoft. As a next step, these Organization Global Admins would log into the platform and navigate to Microsoft AD Sync under their Organization Settings. From there, they can bulk import their user groups straight to the platform and assign corresponding roles on a per-group basis. The Microsoft AD Sync covers detailed steps for creating organization users.

3. Each Organization Global Admin to enable Microsoft SSO. Once Microsoft Single Sign-On (SSO) is enabled, Organization users can log into the platform using their Microsoft credentials, simplifying access and enhancing security. The branded login page would already include the Microsoft SSO link for a smooth sign-in process, using Microsoft authentication. The Microsoft SSO guide includes detailed steps for enabling this login option.

4. Testing your customer user experience with a demo organization

Here’s a simple 5-step process to test the user experience before fully rolling out communication in Cloudmore by creating a test organization:

1. Create a Test Organization
   In the Cloudmore Broker portal, go to Organizations and click Add Organization.
   Fill in the required details (name, contact info, etc.) and save.

2. Create an Organization Admin
   Navigate to the newly created organization, go to Users, and click Add User.
   Set the user role as Organization Admin to give it full access.

3. Verify User Login Experience
   Log in to the Cloudmore portal using this test Organization Admin user.

4. Review Access and Permissions
   Once logged in, confirm the user can access relevant features and settings based on their role. This helps validate role mapping and user provisioning.

5. Launching self-service communication

Now that everything is ready, you can send a message to Organization users letting them know they can log into Cloudmore.

Let them know they should use their credentials and that their access has already been set up.
This helps ensure a smooth start and avoids confusion.

Brokers can get the contact emails for each Organization by exporting the list of Organizations from Cloudmore.

Make sure your communication includes:

• Portal login URL

• Overview of what they can do in the portal

• Support contact if needed

• Clear call-to-action of what you’d like them to do

Here is a sample email that you can use as a template:

Hi [First Name],

You now have access to our customer portal, where you can independently manage your subscriptions, licenses, renewals, and billing details.

Inside the portal, you can:

• Add or remove subscriptions

• Assign or adjust user licenses

• Manage upcoming subscription renewals

• Track your full subscription activity history

• View and periodically download billing data

Log in here: [insert portal login URL]

If you need help or have any questions, please reply to this email.

Best regards

[Your Name]

[Your Company]