EXTERNAL USER MANAGEMENT SYSTEM
U.S. Department of Health & Human Services

How to Affiliate with an Organization as an Administrator

This job aid assists users on how to request to affiliate as an Admin with an existing organization.

If your desired organization is not yet listed in XMS, refer to the "How to Register an Organization" job aid for additional details.

NOTE: If you are accessing XMS on a mobile device, some screens may vary in appearance.

  1. Log into XMS (https://xms.hhs.gov) using one of the methods presented on the login page. For quick and easy access to your applications, add this page to your browser favorites or create a desktop shortcut.

    XMS login page

  1. From your dashboard, select the "My Profile" link (located in the top-right corner).

    XMS user dashboard with 'My Profile' link highlighted

  2. In the "My Organization Affiliations" section of the My Profile page, click the "Edit Affiliation" button.

    My Organization Affiliations section

  1. On the Organization Affiliation page, select your desired organization and the Admin role from the corresponding drop-down lists. Then, click the “Submit” button.

    Organization Affiliation form with the organization and role drop-down lists highlighted

  2. As part of the Organization Administrator affiliation process, all users are required to complete identity proofing. If your identity has not been verified in XMS, the Identity Proofing Options page will be displayed. For users that have had their identity verified in XMS, this screen will be bypassed. Continue to step 6.

    Two (2) options are available:

    1. I have a PIV or CAC:

      1. Select the "I have a PIV or CAC" radio button.

      2. Insert your PIV or CAC into a smart card reader and click the "Submit" button.

      3. When prompted, select a certificate and enter your PIN.

      4. Upon successful selectring/entering the correct information (and if the PIV or CAC is deemed valid), the card will be linked to your XMS account, and identity proofing is complete.

        NOTE: If you are accessing XMS on a movile device, selecting the "I have a PIV or CAC" radio button will result in a warning message and the "Submit" button being disabled. If you would like to use a PIV or CAC to identity proof, log into XMS on a desktop to continue the process.

    2. I do NOT have a PIV or CAC:

      1. If you do not have access to a PIV or CAC, select the "I do NOT have a PIV or CAC" radio button and click the "Submit" button.

      2. You will be directed to a third-party identity proofing provider’s site to complete a remote identity proofing process.

        I have a PIV or CAC

  3. The Registration Information page will be displayed. Read through the overview of the affiliation process and click the "Continue" button.

  1. The Registration Terms and Conditions page will be displayed. Read through the terms and conditions and select the "I acknowledge and understand my responsibilities…​" checkbox. Then, click the "Continue" button.

    Registration Terms and Conditions page with the acknowledgement checkbox highlighted

  2. On the Registration Form page, complete all required input fields (i.e., Federal Sponsor Name, Federal Sponsor Email). Ensure that all information is input correctly. Click the "Submit" button when you are finished.

    Organization Administrator Registration form with the Federal Sponsor name and emails entry fields highlighted

  1. A success notification is displayed on the following screen to confirm your request submission. You may either select the "Return to Dashboard" link to be redirected to the user dashboard, or you can "Logout" of XMS.

    NOTE: This confirmation only confirms that your request has been submitted. It does not confirm that you have been added to the organization and/or approved as an administrator.

    Registration Request Submitted confirmation with the 'Return to Dashboard' link highlighted

  2. Your Federal Sponsor will receive and review your request. After they have acted upon the request, a notification will be sent via email regarding the decision.

  3. If your request is approved, your affiliation information (including organization name and role) will be viewable in the "Organization Affiliation Details" section of the My Profile page. Additionally, you will be granted Organization Administrator privileges. You will be assigned Organization Administrator privileges with two (2) additional tabs added to your home page: “User Management” and “Pending Items.”