Overview & Getting Started

What is Gen-E Admin?

Gen-E Admin is the backend management system for JA Europe’s Gen-E virtual event and expo. It allows JA staff, teachers, coordinators, and youth teams to manage all aspects of Gen-E, from business registrations to virtual expo stands and event analytics.

The system is accessible at admin.gen-e.eu and uses two different access methods depending on who you are and what you need to do.

Who Should Use What Access?

Gen-E Admin has two separate access types. It’s important to choose the right one:

Use Individual User Access if you are:

• A JA staff member (national or European level)
• A teacher supervising student teams
• A mentor supporting JA businesses
• A coordinator helping organize Gen-E
• A volunteer assisting with the event
• A partner organization representative

Key characteristic: You use your personal or professional email address and log in with a password and two-factor authentication.

Use JA Business Team Access if you are:

• Part of a youth team participating in a JA program
• Managing your JA Business information
• Creating or updating your virtual expo stand

Key characteristic: Your team uses a shared business email address and logs in with a magic link (no password needed).

Still not sure?

• Supervising or coordinating Gen-E? → Individual User Access
• Student managing your team’s business? → JA Business Team Access
• Need to see analytics and reports? → Individual User Access
• Need to edit your company profile? → JA Business Team Access

System Requirements

• Modern web browser (Chrome, Firefox, Safari, Edge – latest versions recommended)
• Active email account
• For Individual Access: Ability to install an authenticator app (Google Authenticator or Okta Verify)
• Stable internet connection

Individual User Access

Registration Guide

Creating Your Account

If you’re a JA staff member, teacher, coordinator, mentor, or volunteer accessing Gen-E Admin for the first time, you’ll need to create an individual account.

Step 1: Go to the Hub

1. Visit https://gen-e.eu/hub/
2. Click the “Login to Virtual Gen-E” button (the blue/teal one on the left)

Step 2: Enter Your Email

1. On the login page, enter your personal or professional email address
2. Click “Login”
3. The system will check if you already have an account
   • If yes: You’ll go to the login page (skip to the Login Guide section)
   • If no: You’ll be redirected to the registration form

Step 3: Complete the Registration Form Fill in all required fields:

• Email: Already filled in from the previous step
• First Name: Your first name
• Last Name: Your last name
• Country: Select the country of the JA organization you’re affiliated with
• Role: Select your role from the dropdown:
  • JA Staff
  • Teacher
  • Volunteer
  • Partner
  • Youth (if you’re a student using individual access)
  • Other roles as applicable

Note about auto-filled fields: If your email domain is recognized as belonging to a JA organization (like @jaeurope.org or national JA domains), the Country and Role fields will be automatically filled and hidden, as you’ll be identified as JA Staff.

Step 4: Submit Registration Click “Create Account” to submit your registration.

Email Activation Process

After submitting your registration, you’ll see a confirmation message explaining the next steps. Here’s what happens:

What You’ll See: A confirmation page titled “Account Registration Submitted!” with instructions to check your email.

What Happens Behind the Scenes:

1. Your account is created in JA ID (JA’s global authentication system, powered by Okta)
2. An activation email is automatically sent to your email address
3. This email comes from noreply@okta.com with the subject: “Welcome to Okta!”

Timeline:

• The email should arrive within 1-5 minutes
• The activation link in the email expires in 30 days

If You Don’t Receive the Email:

1. Wait 5-10 minutes – sometimes delivery is delayed
2. Check your spam/junk folder – Okta emails are sometimes filtered
3. Verify the email address – make sure you entered it correctly during registration
4. Contact support – if after 30 minutes you still haven’t received it, contact your JA organization or JA Europe support

Setting Up Password & Two-Factor Authentication

Once you receive the activation email from Okta, follow these steps:

Step 1: Open the Activation Email

The email will look like this:

Subject: Welcome to Okta!
From: Okta <noreply@okta.com>

JA Europe - Welcome to Okta!

Hi [Your Name],

Your organization is using Okta to manage access to your web applications...

[Activate Okta Account] button

Step 2: Click Activate Click the “Activate Okta Account” button in the email. This will open a new browser window.

Alternative: If the button doesn’t work, copy and paste the full URL from the email into your browser.

Step 3: Set Up Your Password

You’ll be taken to a page titled “Set up security methods” where you need to create a password.

Click “Set up” under the Password section.

Password Requirements: Your password must meet ALL of these requirements:

• At least 12 characters long
• Contains at least one lowercase letter (a-z)
• Contains at least one uppercase letter (A-Z)
• Contains at least one number (0-9)
• Contains at least one symbol (!@#$%^&*, etc.)
• Does not contain any part of your username/email
• Cannot be the same as your last 24 passwords
• At least 1 hour must have elapsed since your last password change

Example of a strong password: MyGen-E2025!Pass

After entering and confirming your password, click “Set up” or “Continue”.

Step 4: Set Up Two-Factor Authentication (Optional but Recommended)

After setting your password, you’ll see an option to set up an additional security method. This is optional but highly recommended for account security.

Available Options:

1. Google Authenticator (recommended)
2. Okta Verify

You only need to set up ONE of these methods.

To Set Up Google Authenticator:

1. Install Google Authenticator on your smartphone if you don’t have it already
   • iOS: Download from the App Store
   • Android: Download from Google Play Store
2. Click “Set up” under “Okta Verify” or Google Authenticator option
3. Follow the on-screen instructions to scan the QR code with your authenticator app
4. Enter the 6-digit code from the app to verify setup

To Skip (Not Recommended): If you choose not to set up two-factor authentication now, click “Continue” to proceed. You can always add it later from your Okta dashboard.

Step 5: Complete Activation

After setting up your password (and optionally 2FA), you’ll be redirected to your Okta dashboard at: https://jaeurope.okta.com

You should see the Gen-e Admin application tile in your dashboard.

Waiting for Approval

Depending on your email domain, you may need to wait for approval before you can access Gen-E Admin content:

Immediate Access (No Approval Needed): If your email domain is recognized as an official JA organization domain (e.g., @jaeurope.org, @ja-ye.org, or any national JA member domain), you’ll have immediate access to Gen-E Admin after activation.

Approval Required: If you registered with a non-JA email domain (like Gmail, Outlook, school email, etc.), your account needs to be approved by JA staff before you can access the system.

What You’ll See While Waiting: When you log in to Gen-e Admin before approval, you’ll see a page that says:

Your Registration Is Pending

Your registration is pending

Who Approves Accounts:

• Your national JA organization staff
• JA Europe staff members

How Long Does Approval Take:

• Typically 1-3 business days
• May be longer during busy periods (before major events)

What to Do While Waiting:

• Check back daily – try logging in to see if you’ve been approved
• Contact your JA organization – if it’s been more than 3 business days
• Be patient – approvals are done manually to ensure security

You’ll Receive: Unfortunately, there is no automatic notification when you’re approved. You’ll need to try logging in to check your status.

Login Guide

How to Log In with Okta

Once your account is activated (and approved if necessary), you can log in to Gen-E Admin anytime.

Step 1: Go to the Hub Visit https://gen-e.eu/hub/ and click “Login to Virtual Gen-E”

Step 2: Enter Your Email

1. On the login page, enter your email address
2. Click “Login”
3. You’ll be redirected to the Okta login page

Step 3: Okta Username

1. The first Okta screen will ask for your Username
2. Enter your email address
3. You can check “Keep me signed in” if you’re on a personal device
4. Click “Next”

Step 4: Verify Your Password

1. The next screen shows “Verify with your password”
2. Enter your password
3. Click “Verify”

Step 5: Two-Factor Authentication (If Set Up) If you set up two-factor authentication during activation:

1. You’ll see a screen asking to “Verify with Google Authenticator” (or Okta Verify)
2. Open your authenticator app on your phone
3. Find the code for “JAEurope” or “Okta”
4. Enter the 6-digit code
5. Click “Verify”

Step 6: Access Gen-e Admin After successful authentication, you’ll be redirected to either:

• The Okta dashboard (showing the Gen-e Admin app tile) – click it to access Gen-e Admin
• Directly to Gen-e Admin (depending on your settings)

Your Okta Sign-In Page: You can bookmark this for faster access: https://jaeurope.okta.com

Troubleshooting Login Issues

Problem: “I forgot my password”

Solution:

1. On the Okta password screen, click “Forgot password?”
2. Enter your email address
3. You’ll receive a password reset email from Okta
4. Click the link in the email and follow the instructions
5. Remember: your new password must meet all the password requirements (see above)

Problem: “I can’t receive the two-factor authentication code”

Solution:

1. Make sure your phone’s time is synchronized correctly (authenticator apps rely on accurate time)
2. If using Google Authenticator, try removing and re-adding the account
3. If you still can’t access it, you’ll need to contact JA Europe support to reset your security methods

Problem: “My account is still pending approval”

Solution:

1. Verify it’s been more than 3 business days since registration
2. Contact your national JA organization directly
3. Provide them with:
   • Your full name
   • Your email address
   • Your role
   • Why you need access
4. They can approve your account or escalate to JA Europe if needed

Problem: “I’m getting an ‘Invalid credentials’ error”

Solution:

1. Double-check you’re entering the correct email address
2. Verify your password is correct (remember it’s case-sensitive)
3. Make sure Caps Lock is not on
4. Try resetting your password using “Forgot password?”
5. Clear your browser cache and cookies, then try again

Problem: “The Okta page won’t load”

Solution:

1. Check your internet connection
2. Try a different browser
3. Disable browser extensions (especially ad blockers) temporarily
4. Clear your browser cache and cookies
5. Try incognito/private browsing mode
6. Check if https://jaeurope.okta.com is accessible directly

Problem: “I’m redirected to Okta but then nothing happens”

Solution:

1. Make sure you’re not blocking pop-ups in your browser
2. Check if third-party cookies are enabled
3. Try a different browser
4. Make sure JavaScript is enabled
5. Contact support if the issue persists

Password Reset

To Reset Your Password:

Method 1: From Login Page

1. Go to https://jaeurope.okta.com
2. Enter your email and click “Next”
3. Click “Forgot password?” on the password screen
4. Enter your email address
5. Click “Send Email”
6. Check your inbox for the reset email from Okta
7. Click the reset link (expires in 15 minutes)
8. Enter your new password (must meet all requirements)
9. Confirm your new password
10. Click “Reset Password”

Method 2: From Help Link

1. Visit https://jaeurope.okta.com/help/login
2. Click “Need help signing in?”
3. Select “Reset Password”
4. Follow the instructions

Important Notes:

• Password reset links expire after 15 minutes
• Your new password cannot be the same as your last 24 passwords
• You must wait at least 1 hour between password changes
• After resetting, you’ll need to log in again with your new password

Account Management

Updating Your Profile

Once logged in to Gen-e Admin, you can update certain profile information:

To Access Your Profile:

1. Log in to Gen-e Admin
2. Look for your user icon/name in the top right corner
3. Click on it to access profile settings

What You Can Update:

• Your first name and last name
• Your contact information
• Your password (through Okta)
• Your security methods (through Okta)

What You Cannot Change:

• Your email address (this is your unique identifier)
• Your country assignment (contact JA staff if this needs to change)
• Your role (contact JA staff if your role changes)

To Update Through Okta:

1. Go to https://jaeurope.okta.com
2. Log in with your credentials
3. Click on your name in the top right
4. Select “Settings”
5. Update your information
6. Click “Save”

Managing Security Settings

To Change Your Password:

1. Log in to https://jaeurope.okta.com
2. Click your name in the top right corner
3. Select “Settings”
4. Click “Change Password” under the Security Methods section
5. Enter your current password
6. Enter your new password (must meet all requirements)
7. Confirm your new password
8. Click “Change Password”

To Add or Change Two-Factor Authentication:

1. Log in to https://jaeurope.okta.com
2. Click your name in the top right corner
3. Select “Settings”
4. Under “Extra Verification” or “Security Methods”, click “Set up” or “Edit”
5. Choose your preferred method (Google Authenticator or Okta Verify)
6. Follow the setup instructions
7. Verify with a test code

To Remove a Security Method:

1. Follow the same steps as above
2. Click “Remove” next to the method you want to delete
3. Confirm removal
4. Note: It’s highly recommended to keep at least one 2FA method active

Session Management:

• “Keep me signed in” checkbox: Keeps you logged in for 30 days on that device
• To log out of all devices: Change your password
• Inactive sessions: Automatic logout after 12 hours of inactivity

JA Business Team Access

Registration Guide

Creating Your JA Business Profile

If you’re part of a youth team participating in a JA program and need to register your business for Gen-E, follow these steps.

Before You Start:

• Create a dedicated email address for your team (e.g., teambusiness@gmail.com)
• Make sure all team members have access to this email
• Do NOT use personal email addresses

Step 1: Go to the Hub

1. Visit https://gen-e.eu/hub/
2. Click the “Your JA Business” button (the green/yellow one on the right)

Step 2: Enter Your Team Email

1. On the JA Business portal page, enter your team’s business email address
2. Click “Login”
3. The system will check if a business with this email already exists
   • If yes: You’ll receive a magic link to log in (skip to the Login Guide section)
   • If no: You’ll be redirected to the registration form

Step 3: Complete the Registration Form

Fill in all required fields:

• Team Business Email: Already filled in from the previous step (verify it’s correct)
• Business Name: The official name of your JA Business
• Country: Select the country where your JA Business is registered
• Education Level: Select either:
  • University – if you’re in higher education
  • Upper-secondary – if you’re in high school/secondary education
• Number of Team Members: Enter the total number of youth on your team

Step 4: Submit Registration

1. Double-check all information is correct
2. Click “Register JA Business” or “Create Account”
3. You’ll see a confirmation message

What Happens Next: Your JA Business is immediately created in the system and you can start using it right away. You’ll receive a magic link to access your business profile (see next section).

Choosing the Right Email

Selecting the right email address for your JA Business is crucial. Here’s what you need to know:

✅ DO Use:

• A dedicated email created specifically for your business (e.g., teambusiness@gmail.com, ourstartup@outlook.com)
• An email that all team members can access
• A free email service (Gmail, Outlook, Yahoo, etc.) is perfectly fine
• An email you’ll maintain throughout the program duration

❌ DO NOT Use:

• Personal email addresses of individual team members
• Your teacher’s or mentor’s email address
• School email addresses that might expire
• Email addresses you don’t control

Why This Matters:

• All team members need access to log in
• No single person should “own” the business access
• This protects your team if someone leaves
• It keeps business information separate from personal accounts

Creating a Team Email (Quick Guide):

1. Go to Gmail, Outlook, or your preferred free email provider
2. Create a new account with your business name
3. Choose a password and share it with all team members (securely)
4. Set up recovery options
5. Make sure multiple team members have the login credentials

Team Email Best Practices

Security:

• Choose a strong password (12+ characters, mix of letters, numbers, symbols)
• Share the password only with team members (use a secure method, not posted publicly)
• Change the password if a team member leaves
• Enable two-factor authentication on the email account itself for extra security

Organization:

• Set up email forwarding to all team members so everyone gets notifications
• Create a shared folder/label for Gen-E related emails
• Assign one person to check the email daily during critical periods

Accessibility:

• Write down the login credentials in a shared, secure location
• Make sure at least 2-3 team members know how to access it
• Test access regularly
• Consider using a password manager that multiple people can access

Communication:

• Add this email to your team’s communication plan
• Set up notifications so you don’t miss the magic link emails
• Check this email before trying to log in to Gen-E Admin

Maintenance:

• Keep the email active (log in at least once a month)
• Clean out spam regularly so you don’t miss important emails
• Update recovery options if phone numbers or backup emails change

Login Guide

How Magic Links Work

Unlike individual user access that requires passwords, JA Business Team Access uses a passwordless system called “magic links.” Here’s how it works:

What is a Magic Link? A magic link is a secure, temporary URL sent to your email that automatically logs you in when clicked. No password needed!

Benefits:

• Simple: No password to remember or manage
• Secure: Each link is unique and expires quickly
• Team-friendly: Everyone with email access can log in
• No personal data: We don’t collect information about individual students

The Process:

1. You enter your team’s business email
2. We send a magic link to that email
3. You click the link
4. You’re automatically logged in

Security Features:

• Links expire after 15 minutes
• Each link can only be used once
• Links are tied to your specific business
• Even if intercepted, links can’t be reused

Accessing Your Business Profile

Step-by-Step Login Process:

Step 1: Go to the Hub Visit https://gen-e.eu/hub/ and click “Your JA Business”

Step 2: Enter Your Team Email

1. On the JA Business portal page, enter your team’s business email address
2. Make sure it’s the exact email you used during registration
3. Click “Send Login Link” or “Login”

Step 3: Check Your Email

1. Open your team’s email inbox
2. Look for an email from Gen-e Admin no-reply@gen-e.eu
3. Subject line: “Login to the JA Business Portal”
4. This usually arrives within 1-2 minutes

Step 4: Open the Magic Link Email

The email will look like this:

Subject: Login to the JA Business Portal
From: Gen-e Admin <no-reply@gen-e.eu>

Click to Log In

We received a request to log in to your account. Click the button 
below to connect and access your account instantly—no password needed.

[Log In Now →] button

This link will expire in 15 minutes.

Button not working?
Copy and paste this link into your browser:
[long URL with token]

⚠️ Security Notice
If you didn't request this login link, please ignore this email. 
Someone may have mistyped their email address.

Step 5: Click the Login Button Click the “Log In Now →” button in the email

Alternative: If the button doesn’t work, copy and paste the full URL from the “Button not working?” section into your browser.

Step 6: Automatic Login

1. Your browser will open a new tab/window
2. You’ll briefly see a loading screen
3. You’ll be automatically logged in and redirected to your JA Business editing page

Step 7: Edit Your Business Information You’re now viewing your JA Business profile where you can:

• Update your business information
• Edit your business description
• Upload your logo
• Manage your virtual expo stand
• Add team member information
• And more

How Long Do You Stay Logged In?

• Your session typically lasts 2-4 hours of activity
• You’ll be automatically logged out after 30 minutes of inactivity
• When you’re done editing, you can simply close the browser tab
• To log in again, just repeat the magic link process

Troubleshooting Magic Link Issues

Problem: “I didn’t receive the magic link email”

Solution:

1. Wait 2-3 minutes – sometimes emails are delayed
2. Check your spam/junk folder – magic link emails sometimes get filtered
3. Verify the email address – make sure you entered it correctly
4. Check email inbox storage – make sure your inbox isn’t full
5. Try again – go back to the login page and request a new link
6. Check with your email provider – some providers block automated emails

Problem: “The magic link expired”

Solution: Magic links expire after 15 minutes for security. Simply:

1. Go back to https://gen-e.eu/hub/
2. Click “Your JA Business”
3. Enter your email again
4. Click “Send Login Link”
5. Check your email for the new link
6. Click it within 15 minutes

Tip: Open your email inbox before requesting the link so you can click it immediately when it arrives.

Problem: “The link says it’s invalid or already used”

Solution: Each magic link can only be used once. If you see this error:

1. Request a new magic link from the login page
2. Make sure you’re clicking the most recent email
3. Delete old magic link emails to avoid confusion

Problem: “I clicked the link but nothing happens”

Solution:

1. Try copying the full URL from the email and pasting it into your browser’s address bar
2. Check your browser settings:
   • Make sure JavaScript is enabled
   • Allow pop-ups from gen-e.eu
   • Try disabling ad blockers temporarily
3. Try a different browser (Chrome, Firefox, Safari, Edge)
4. Clear your browser cache and cookies
5. Try incognito/private browsing mode

Problem: “I’m getting a loading screen that never finishes”

Solution:

1. Wait at least 30 seconds – sometimes it takes a moment
2. Refresh the page
3. Check your internet connection
4. Try requesting a new magic link
5. Try a different browser or device

Problem: “Multiple team members are trying to log in at once”

Solution: This is normal and okay! Magic links work for multiple simultaneous logins:

1. Each person can request their own magic link
2. Multiple team members can edit the business at the same time (though be careful not to overwrite each other’s changes)
3. The most recent magic link always works
4. Old links become invalid when a new one is generated

Best Practice: Coordinate with your team about who’s editing what to avoid conflicts.

Problem: “Someone on our team deleted the magic link email”

Solution: No problem! Magic links are temporary anyway:

1. Just go back to the login page
2. Enter your team email
3. Request a new magic link
4. The new link will work just fine

Tip: Don’t rely on saving old magic link emails – they expire anyway. Always request a fresh link when you need to log in.

Problem: “We forgot our team email address”

Solution:

1. Check with your team members – someone should remember
2. Check your team’s shared documents or chat history
3. Contact your teacher, mentor, or JA coordinator – they may have it on record
4. Look for old Gen-E emails in personal inboxes – they’re sent to the business email
5. Contact JA Europe support with your business name and country – they can help identify your account

Managing Your Business

Editing Business Information

Once logged in, you’ll see your JA Business editing page in the Gen-e Admin system.

What You Can Edit:

Basic Information:

• Business Name
• Business Description
• Business Email (your team email)
• Country
• Education Level
• Number of Team Members

Additional Information (depending on what’s available):

• Logo/Image uploads
• Business category or industry
• Products or services description
• Team member names and roles
• Social media links
• Website URL

How to Edit:

1. Click on any field to edit it
2. Make your changes
3. Click “Save” or the checkmark icon to save your changes
4. You should see a confirmation message

Tips:

• Edit one section at a time and save frequently
• If you make a mistake, you can always log back in and fix it
• Changes are visible immediately after saving
• Test how your information looks by viewing the public-facing pages

Required vs Optional Fields:

• Required fields are marked with an asterisk (*)
• You must fill in all required fields before your profile is complete
• Optional fields can be left blank, but filling them out makes your profile more complete

Managing Your Expo Stand

Your virtual expo stand is where visitors will learn about your JA Business during Gen-E.

Stand Information to Provide:

• Stand title/banner
• Company description (what you do, your mission)
• Product/service showcase
• Images and media
• Links to videos or presentations
• Contact information for visitors

Best Practices:

• Be clear and concise: Visitors have limited time
• Use high-quality images: Make sure photos are clear and professional
• Proofread everything: Check for spelling and grammar errors
• Highlight what makes you unique: What sets your business apart?
• Include a call-to-action: What should visitors do next?
• Test your links: Make sure all URLs work correctly
• Keep it updated: Update information as your business evolves

Image Guidelines:

• Use JPEG or PNG format
• Recommended size: [specific dimensions if you have them]
• Keep file sizes under 5MB for faster loading
• Use your own photos or images you have rights to use
• Avoid copyrighted material

Content Guidelines:

• Write in clear, professional language
• Explain complex ideas simply
• Be authentic – show your passion for your business
• Include specific details (not just generic statements)
• Show, don’t just tell (use examples and evidence)

Team Collaboration Tips

Working as a team on your JA Business profile requires coordination:

Before You Start:

1. Assign roles: Decide who’s responsible for what sections
2. Create a content plan: Outline what information you need
3. Gather materials: Collect all images, text, and information before logging in
4. Set deadlines: Know when information needs to be submitted

While Editing:

1. Communicate: Use your team chat to coordinate who’s editing when
2. One editor at a time: Avoid multiple people editing the same section simultaneously
3. Save frequently: Don’t lose your work!
4. Review together: Have someone else check your work before finalizing
5. Take breaks: Don’t rush – quality matters more than speed

Division of Labor Ideas:

• One person: Text content and descriptions
• Another person: Images and media
• Another person: Proofreading and quality control
• Another person: Testing and final review

Version Control:

• Draft content in a shared Google Doc first
• Review and approve as a team
• Then one person logs in and inputs the approved content
• This avoids confusion and ensures quality

Communication Tools:

• Use WhatsApp, Slack, Discord, or other team chat
• Create a dedicated channel for Gen-E work
• Share screenshots of what you’re working on
• Ask questions when unsure

Time Management:

• Don’t wait until the deadline!
• Plan for technical difficulties
• Allow time for review and revisions
• Build in buffer time

Quality Assurance:

• Always preview before finalizing
• Check on different devices (phone, tablet, desktop)
• Have someone not involved in writing proofread
• Get feedback from your teacher or mentor

FAQ & Troubleshooting

Common Issues

Can’t Receive Activation Email (Individual Access)

Symptoms:

• You registered for individual access but haven’t received the Okta activation email
• It’s been more than 10 minutes

Solutions:

1. Check your spam/junk folder
   • Search for emails from “noreply@okta.com”
   • Search for subject line “Welcome to Okta”
   • If you find it there, mark it as “Not Spam”
2. Check your email filters
   • Look in your email’s filter/rules settings
   • Make sure emails from okta.com aren’t being blocked
   • Check if you have any strict filtering enabled
3. Verify your email address
   • Make sure you spelled your email correctly during registration
   • If you made a typo, you’ll need to register again with the correct email
4. Wait a bit longer
   • Sometimes emails take 10-15 minutes to arrive
   • Email servers can be slow during peak times
5. Check your inbox storage
   • Make sure your email inbox isn’t full
   • Free up space if needed
6. Try registering again
   • If you suspect you made a typo, go through the registration process again
   • Use the correct email address this time
7. Contact your email provider
   • Some email providers (especially school/corporate) block automated emails
   • Contact your IT department to whitelist noreply@okta.com
8. Contact support
   • If none of the above works, contact JA Europe support
   • Provide your name, email address, and when you registered
   • They can resend the activation email or troubleshoot further

Magic Link Expired (JA Business Access)

Symptoms:

• You clicked on a magic link but got an error saying it expired
• The link says it’s no longer valid

Why This Happens: Magic links expire after 15 minutes for security purposes.

Solution: This is easy to fix! Just get a new magic link:

1. Go back to https://gen-e.eu/hub/
2. Click “Your JA Business”
3. Enter your team email address
4. Click “Send Login Link”
5. Check your email (should arrive within 1-2 minutes)
6. Click the NEW link within 15 minutes

Prevention Tips:

• Have your email inbox open before requesting the link
• Click the link as soon as it arrives
• Don’t get distracted after requesting the link
• Delete old magic link emails to avoid confusion

Pro Tip: If you know you’ll need to edit your business profile, request the magic link right when you’re ready to start working, not ahead of time.

Wrong Access Type Used

Symptoms:

• You’re trying to log in but it’s not

  working as expected

  • You’re confused about which button to click on the hub page
  • You entered your personal email but should have used a business email (or vice versa)

  How to Identify Which Access You Need:

  Use Individual Access if:

  • You’re a teacher, coordinator, mentor, or JA staff member
  • You need to see reports and analytics
  • You need to manage multiple businesses
  • You’re supervising student teams
  • You work for a JA organization

  Use JA Business Team Access if:

  • You’re a student on a JA Business team
  • You need to edit YOUR team’s business information
  • You need to manage YOUR virtual expo stand
  • You’re working with your team on business content

  Common Mistakes:

  ❌ Mistake 1: Student tries to use Individual Access with personal email

  • Fix: Use JA Business Team Access with your team’s business email instead

  ❌ Mistake 2: Teacher tries to use JA Business Access

  • Fix: Use Individual Access with your professional/personal email

  ❌ Mistake 3: Student uses Individual Access but can’t find their business

  • Fix: Individual Access is for supervision/coordination. To edit your business, use JA Business Team Access

  ❌ Mistake 4: JA Staff tries to edit a specific business using their staff email

  • Fix: To edit a specific business’s information, you need to use that business’s email through JA Business Team Access (or edit through the admin interface if you have permissions)

  Still Not Sure? Ask yourself: “Am I editing MY team’s business, or am I managing/coordinating Gen-E?”

  • Editing my team’s business → JA Business Team Access
  • Managing/coordinating → Individual Access

  Account Pending Approval (Individual Access)

  Symptoms:

  • You successfully activated your Okta account
  • You can log in to Gen-e Admin
  • But you see a “Your Registration Is Pending” page
  • You can’t access any content

  Why This Happens: If you registered with an email that’s not from an official JA organization domain, your account needs manual approval from JA staff for security purposes.

  What You’re Waiting For:

  • A JA staff member (national or European) to review your registration
  • Verification that you should have access to the system
  • Manual approval of your account

  Typical Wait Time:

  • Usually 1-3 business days
  • Can be longer during busy periods (before major events)
  • May be faster if you contact your JA organization directly

  What to Do:

  1. Be patient for 3 business days

     • Check back daily by trying to log in
     • No automatic notification is sent when approved

  2. Contact your national JA organization

     • Email or call them directly
     • Explain that you’ve registered for Gen-E Admin
     • Provide:
       • Your full name
       • Your email address
       • Your role
       • Why you need access
       • When you registered

  3. Follow up if needed

     • If it’s been more than 5 business days, follow up
     • Be polite and professional
     • Understand that approvals are manual and take time

  4. Check your registration information

     • Make sure you selected the correct country
     • Make sure you selected the appropriate role
     • If you made a mistake, you may need to register again

  What NOT to Do:

  • ❌ Don’t register multiple times – this creates confusion
  • ❌ Don’t get frustrated – the approval process is for everyone’s security
  • ❌ Don’t assume it’s broken – it’s just awaiting manual review

  For JA Staff Approving Accounts: If you’re JA staff and need to approve pending accounts, log in to the admin interface and look for the pending registrations queue in the user management section.

  Which Access Should I Use?

  This is the most common question! Here’s a comprehensive decision tree:

  Quick Decision Guide

  Question 1: Are you a student on a JA Business team?

  • Yes → Continue to Question 2
  • No → Use Individual Access

  Question 2: Do you need to edit YOUR team’s business information or expo stand?

  • Yes → Use JA Business Team Access with your team’s business email
  • No, I’m coordinating/supervising → Use Individual Access

  Detailed Scenarios

  Scenario: I’m a JA staff member at my national organization → Use Individual Access with your JA work email

  Scenario: I’m a teacher supervising multiple JA Business teams → Use Individual Access with your professional or personal email

  Scenario: I’m a student and part of a JA Business team, and I need to update our company profile → Use JA Business Team Access with your team’s shared business email

  Scenario: I’m a mentor working with several student teams → Use Individual Access with your personal or professional email

  Scenario: I’m a volunteer helping coordinate the Gen-E event → Use Individual Access with your personal email

  Scenario: I’m from a partner organization and need to see event information → Use Individual Access with your work email

  Scenario: I’m a student but also helping my teacher coordinate things → You need both accesses:

  • Individual Access for coordination tasks
  • JA Business Team Access for your team’s business

  Scenario: I’m JA staff and need to help a team edit their business information → You have two options:

  • Use your Individual Access and edit through the admin interface (if you have permissions)
  • Ask the team for their business email and use JA Business Team Access

  Scenario: Our team has multiple members – do we all need separate accounts? → No! For JA Business Team Access:

  • All team members share ONE business email
  • Anyone with access to that email can request a magic link
  • No individual student accounts needed

  Scenario: I’m a student but want to see the full analytics dashboard → Students typically don’t need Individual Access. If you believe you need special permissions, contact your teacher or JA coordinator.

  Still Confused?

  Contact your JA organization and explain:

  • Who you are (your role)
  • What you’re trying to do
  • What information you need to access

  They can guide you to the right access type and help you get set up.

  General Rule of Thumb:

  • If you’re managing/supervising → Individual Access
  • If you’re a student editing your own business → JA Business Team Access

  Contact Support

  Who to Contact

  For Account Issues (Individual Access):

  • First: Your national JA organization
  • Second: JA Europe support team

  For JA Business Issues:

  • First: Your teacher or JA coordinator
  • Second: Your national JA organization
  • Third: JA Europe support team

  For Technical Issues:

  • First: Try the troubleshooting steps in this documentation
  • Second: Contact JA Europe technical support

  What Information to Provide

  When contacting support, always include:

  For Individual Access Issues:

  • Your full name
  • Your email address
  • Your role (teacher, staff, coordinator, etc.)
  • Your country/JA organization
  • Description of the issue
  • What you’ve already tried
  • Screenshots (if applicable)
  • When the issue started

  For JA Business Issues:

  • Your JA Business name
  • Your team business email
  • Your country
  • Your education level (University/Upper-secondary)
  • Description of the issue
  • What you’ve already tried
  • Screenshots (if applicable)

  For Login Issues:

  • Which access type you’re trying to use
  • Your email address
  • Error messages you’re seeing (exact text or screenshots)
  • Which step in the process is failing
  • Your browser and operating system

  Support Response Times

  Expected Response Times:

  • Urgent issues during events: Within 24 hours
  • Account approval: 1-3 business days
  • General inquiries: 2-5 business days
  • Technical issues: 1-3 business days

  Faster Response Tips:

  • Provide all necessary information in your first message
  • Use a clear, descriptive subject line
  • Include screenshots when relevant
  • Be specific about the issue
  • Mention any deadlines you’re facing

  Self-Service Resources

  Before contacting support, try:

  1. Reading this documentation thoroughly
  2. Checking the FAQ section above
  3. Trying the troubleshooting steps
  4. Searching for your error message online
  5. Asking your teacher/coordinator
  6. Checking with your team members

  Many issues can be resolved quickly using these resources!

  ---

  Appendix

  Glossary of Terms

  2FA (Two-Factor Authentication): An extra layer of security that requires not just a password, but also a code from your phone or another device.

  Authenticator App: A mobile application (like Google Authenticator or Okta Verify) that generates temporary security codes for logging in.

  Directus: The content management system that powers Gen-e Admin. It’s where all the data is stored and managed.

  Gen-E (Generation Entrepreneur): JA Europe’s annual virtual trade fair and competition for JA Businesses across Europe.

  Gen-e Admin: The backend management system for Gen-E, accessible at admin.gen-e.eu.

  Hub: The entry point at gen-e.eu/hub/ where you choose which type of access to use.

  Individual Access: The login method for JA staff, teachers, coordinators, mentors, and volunteers who manage and supervise Gen-E activities.

  JA Business: A student company created as part of a JA (Junior Achievement) entrepreneurial education program.

  JA Business Team Access: The login method for youth teams to manage their business profile and expo stand.

  JA Europe: Junior Achievement Europe – the organization that runs Gen-E and other youth entrepreneurship programs across Europe.

  JA ID: JA’s global authentication system, powered by Okta, used for individual user login.

  Magic Link: A secure, temporary URL sent via email that automatically logs you in without requiring a password.

  National JA Organization: The JA member organization in each country (e.g., JA Denmark, JA Poland, JA Spain, etc.).

  Okta: The identity management platform that powers JA ID authentication for individual users.

  Pending Approval: The status of an individual user account that has been created but not yet approved by JA staff.

  SSO (Single Sign-On): A system that allows you to use one set of credentials to access multiple applications. Individual users log in through JA ID/Okta SSO.

  Upper-secondary: High school or secondary education level (typically ages 15-18).

  University: Higher education level (college/university students).

  Virtual Expo: The online exhibition space where JA Businesses showcase their companies during Gen-E.

  Password Requirements

  When setting up your password for Individual Access (Okta/JA ID), your password must meet ALL of the following requirements:

  Minimum Requirements:

  • ✓ At least 12 characters long
  • ✓ Contains at least one lowercase letter (a-z)
  • ✓ Contains at least one uppercase letter (A-Z)
  • ✓ Contains at least one number (0-9)
  • ✓ Contains at least one symbol (!@#$%^&*()_+-=[]{}|;:,.<>?)
  • ✓ Does not contain any part of your username or email
  • ✓ Cannot be the same as your last 24 passwords
  • ✓ At least 1 hour must have elapsed since your last password change

  Examples of Strong Passwords:

  • MyGenE2025!SecurePass
  • JaBusiness#Strong99
  • Entrepreneur@2025!
  • Virtual&Expo2025

  Tips for Creating Strong Passwords:

  1. Use a passphrase with symbols and numbers: ILove-GenE!2025
  2. Combine unrelated words with symbols: Coffee&Laptop#99
  3. Use a pattern on your keyboard: Qwerty!2345@Pass
  4. Use a password manager to generate and store complex passwords

  What NOT to Do:

  • ❌ Don’t use common passwords like “Password123!”
  • ❌ Don’t use your name, birthday, or email address in the password
  • ❌ Don’t use the same password you use for other accounts
  • ❌ Don’t share your password with anyone (except team business email password with team members)
  • ❌ Don’t write it down in an insecure location

  Password Reset Limitations:

  • You can only reset your password once per hour
  • Your new password cannot match any of your last 24 passwords
  • If you forget your password, use the “Forgot Password” link on the Okta login page

  Keeping Your Password Secure:

  • Never share your Individual Access password with anyone
  • Don’t send your password via email or text message
  • Use a different password for Gen-E than your personal accounts
  • Consider using a password manager like LastPass, 1Password, or Bitwarden
  • Change your password immediately if you suspect it’s been compromised

  Security Best Practices

  For Individual Users

  Account Security:

  1. Enable Two-Factor Authentication (2FA)

     • Always set up 2FA during activation
     • Use Google Authenticator or Okta Verify
     • Keep backup codes in a safe place

  2. Use Strong, Unique Passwords

     • Follow all password requirements
     • Don’t reuse passwords from other accounts
     • Change your password every 6-12 months

  3. Keep Your Device Secure

     • Use a password/PIN on your computer and phone
     • Don’t leave your device unattended while logged in
     • Log out when using shared computers
     • Keep your operating system and browser updated

  4. Be Cautious with Email

     • Verify the sender before clicking links in emails
     • Okta emails come from noreply@okta.com
     • Gen-e Admin emails come from no-reply@gen-e.eu
     • Be suspicious of unexpected login links

  5. Session Management

     • Don’t check “Keep me signed in” on shared devices
     • Close browser tabs when done
     • Log out completely on public computers
     • Clear browser cache on shared devices

  What to Do If Compromised: If you suspect your account has been compromised:

  1. Change your password immediately
  2. Review recent account activity in Okta
  3. Remove any unrecognized devices from your Okta account
  4. Enable or reset 2FA
  5. Contact JA support immediately

  For JA Business Teams

  Team Email Security:

  1. Use a Strong Password

     • Follow password best practices
     • Make it different from personal passwords
     • Share securely with team members only

  2. Control Access

     • Only share with current team members
     • Change the password when team members leave
     • Keep track of who has access

  3. Monitor Email Activity

     • Check the email regularly
     • Review sent items for anything suspicious
     • Set up forwarding to team members for notifications

  4. Protect the Email Account

     • Enable 2FA on the email account itself (Gmail, Outlook, etc.)
     • Set up recovery options
     • Keep recovery information up to date

  Magic Link Security:

  1. Never Share Magic Links

     • Links are for your team only
     • Don’t post links publicly
     • Don’t forward magic link emails to non-team members

  2. Verify Requests

     • Only request magic links when needed
     • If you receive an unexpected magic link, check with your team
     • Report suspicious emails to support

  3. Delete Old Links

     • Clean out old magic link emails
     • They expire anyway, but deleting prevents confusion
     • Keep your inbox organized

  Device Security:

  1. Use Secure Devices

     • Don’t log in from public/shared computers if possible
     • Use personal or school devices you trust
     • Keep devices updated

  2. Secure Connections

     • Use secure WiFi networks
     • Avoid public WiFi for sensitive work
     • Use HTTPS (Gen-e Admin always uses HTTPS)

  3. Log Out When Done

     • Close browser tabs after editing
     • Don’t leave sessions open
     • Especially important on shared devices

  General Security Tips

  Phishing Awareness:

  • Be suspicious of unexpected emails asking for login information
  • JA will never ask for your password via email
  • Check sender email addresses carefully
  • When in doubt, don’t click – go directly to gen-e.eu/hub/

  Data Privacy:

  • Don’t share personal information unnecessarily
  • Be careful what you post publicly on expo stands
  • Respect privacy of team members
  • Follow GDPR and data protection guidelines

  Reporting Issues: If you notice anything suspicious:

  1. Don’t ignore it
  2. Report to your teacher/coordinator immediately
  3. Contact JA support if needed
  4. Change passwords as a precaution

  Browser Security:

  • Keep your browser updated
  • Use modern browsers (Chrome, Firefox, Safari, Edge)
  • Clear cache and cookies regularly on shared devices
  • Don’t save passwords in browsers on shared devices

  ---

  Quick Reference Cards

  Individual Access Quick Guide

  Registration:

  1. Go to gen-e.eu/hub/
  2. Click “Login to Virtual Gen-E”
  3. Enter your email → Click “Login”
  4. Fill in registration form → Click “Create Account”
  5. Check email from noreply@okta.com
  6. Click “Activate Okta Account”
  7. Set password (12+ chars, upper, lower, number, symbol)
  8. Set up 2FA (optional but recommended)
  9. Wait for approval (if needed)

  Login:

  1. Go to gen-e.eu/hub/ → “Login to Virtual Gen-E”
  2. Enter email → Click “Login”
  3. Enter username (email) → Click “Next”
  4. Enter password → Click “Verify”
  5. Enter 2FA code (if set up) → Click “Verify”
  6. Access Gen-e Admin

  Troubleshooting:

  • No activation email? → Check spam, wait 10 mins, contact support
  • Forgot password? → Click “Forgot password?” on Okta page
  • Account pending? → Wait 1-3 days, contact your JA organization
  • Can’t login? → Check email/password, try different browser

  JA Business Access Quick Guide

  Registration:

  1. Create team business email (all members have access)
  2. Go to gen-e.eu/hub/
  3. Click “Your JA Business”
  4. Enter team email → Click “Login”
  5. Fill in registration form → Click “Register JA Business”
  6. Check team email for magic link

  Login:

  1. Go to gen-e.eu/hub/ → “Your JA Business”
  2. Enter team business email → Click “Send Login Link”
  3. Check email from no-reply@gen-e.eu
  4. Click “Log In Now” button in email (within 15 minutes)
  5. Wait for loading screen
  6. Edit your business information

  Troubleshooting:

  • No magic link email? → Check spam, verify email address, try again
  • Link expired? → Request new link (they expire in 15 mins)
  • Link doesn’t work? → Copy/paste full URL, try different browser
  • Wrong email used? → Use team business email, not personal email

  Password Requirements Checklist

  When creating your password, make sure it has:

  • [ ] At least 12 characters
  • [ ] One lowercase letter (a-z)
  • [ ] One uppercase letter (A-Z)
  • [ ] One number (0-9)
  • [ ] One symbol (!@#$%^&*)
  • [ ] No parts of your username/email
  • [ ] Different from last 24 passwords
  • [ ] 1+ hour since last password change

  Example: MyGenE2025!SecurePass ✓

  Contact Information Quick Reference

  Individual Access Issues:

  • Your national JA organization (first contact)
  • JA Europe support: [insert support email]

  JA Business Issues:

  • Your teacher/coordinator (first contact)
  • Your national JA organization
  • JA Europe support: [insert support email]

  Technical Issues:

  • Try troubleshooting in this documentation first
  • JA Europe technical support: [insert support email]

  Okta Login Page: https://jaeurope.okta.com

  Gen-E Hub: https://gen-e.eu/hub/

  Gen-e Admin: https://admin.gen-e.eu

  ---

  Document Information

  Last Updated: October 2025 Version: 1.0 Maintained by: JA Europe Technical Team

  Need Help? If you can’t find what you’re looking for in this documentation, please contact your national JA organization or JA Europe support.

  Feedback Welcome: Help us improve this documentation! If you found something confusing or have suggestions, please let us know at noah@jaeurope.org.