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User Management (Single User)

Use this article when you need to make small adjustments to a few users.

As an admin, you can add, edit, deactivate, and delete users and admins.

If you want to edit your users in bulk, we recommend using a file upload instead of doing it manually - this will save you a lot of time. You can read this article to get user upload templates and guidance.

Keep in mind that if you have set up an AD integration, all the user management will be handled in your AD.

 

How to add a user or an admin

  1. Login
  2. Go to "Users"
  3. Click "Create new"
  4. Fill in the required fields: username, first name, last name, email address, role, and language. Note that you should make the username the user's email address.
    1. Role: here you can select between admin and user.
      1. An admin automatically has both user and admin permissions.
      2. A user will only have user permissions.
      3. Admin permissions include, e.g., access to the administrative functions like reporting, training enrollment and user management.

        Note: the Admin role cannot be assigned if the user's email domain is not verified on your account.
  5. If you use branches to organize your users, you can indicate which branch the user goes into. If you do not place the user in a branch, they remain at the account level
    1. Important: If you want an admin to have access to the entire account, you must not assign the admin to a branch. Admins in branches only have access to that branch and any sub-branches. 
  6. If you use groups to organize your users, you can place the user into a group.
    1. If you assign a user with an “admin” role to a group, this has no effect on what the admin can do.  
  7. Set the user as active
  8. If you would like the user's account to be temporary, slide the toggle called "Temporary account". You will then be asked to select a date the user's account will be automatically deleted. This setting is only available on users with the admin role.
    1. Use this if you are, e.g., making an account for a consultant, but you don't want to have to remember to delete their access later on.
  1. Click "Create"

Read more about how to use groups and branches here.

If the new user's email domain is not verified on your account and you have an active phishing product, a warning will appear after creating the user. The user is still created, but they will not receive phishing simulations until the domain is verified.

You can verify domains under Settings → Account → Emails & Delivery.

How to edit a user

  1. Login
  2. Go to "Users" - here you will see a list of all your users. You can sort and filter them
  3. Click on the three dots corresponding to "Actions" for a specific user
  4. Click "Edit"
    1. Here, you can change the user's first and last name, email address, role, language, and branch. You can also set the user as inactive. 
  5. Make the edits
  6. Click "Save"

Note: you can't change a user's username once it has been created.

 

How to change a user's login method

Use this if a user needs to switch between Single Sign-On (SSO) and manual login.

  1. Login
  2. Go to "Users"
  3. Find the user and click the three dots corresponding to "Actions"
  4. Click "Edit"
  5. Under Login method, use the "Use manual login" toggle:
  6. Enabled = the user signs in with a username and password.
  7. Disabled = the user signs in through your organization's SSO provider.
  8. Click "Save"

The change takes effect immediately and the user must use the selected login method the next time they sign in.

Important

  1. When changing a user from SSO to manual login, the user will need to set or reset their password before they can sign in.
  2. When changing a user from manual login to SSO, make sure the user has access to your organization's SSO provider before saving the change.

 

How to delete a user

Delete a user if the user is no longer employed at the organization

  1. Login
  2. Go to "Users" - here you will see a list of all your users. You can sort and filter them
  3. Click on the three dots corresponding to "Actions" for a specific user
  4. Click "Delete"
  5. Confirm that you want to delete the user
  6. The user will no longer appear in your user list

 

How to deactivate a user

Deactivate a user if the user is, e.g., on maternity/paternity leave, sick leave, or leave in general. While the user is deactivated, they will not receive emails from the platform and will not be enrolled to new trainings. Existing data will be stored.

  1. Login
  2. Go to "Users" - here you will see a list of all your users. You can sort and filter them
  3. Click on the three dots corresponding to "Actions" for a specific user
  4. Click "Deactivate"
  5. Confirm that you want to deactivate the user
  6. Optional: Set a date when the user will be automatically reactivated. Read more about that setting here.
  7. The user's status will now show as inactive

Note: You can view users by their active/inactive status by selecting active or inactive from the filter drop-down menu.

 

Still have a question?

Contact us at support@cyberpilot.io