Managing users

As an admin, you can add, edit, deactivate, and delete users directly from the Users list.

Making changes to many users at once? Use a file upload instead of doing it manually - it's faster for bulk edits. Read about bulk user management to get started. To delete, restore, or permanently delete multiple users at once, use the checkboxes in the Users list - see "How to delete multiple users at once" and "How to view users pending deletion" below.

Have an ID integration set up? If you sync users from Microsoft or Google, manage them there instead of on the platform - changes should be made in your identity provider so they stay in sync.

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"

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. Update the fields you want to change
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 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. You can view users by their active/inactive status by selecting active or inactive from the filter drop-down menu.

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
   
   

How to delete a user

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

1. Log in
2. Go to Users
3. Click the three dots (⋯) next to the user
4. Click Delete
5. Confirm the deletion

The user immediately enters Pending deletion - see "How to view users pending deletion" below for what happens next and how long you have to restore them.

How to delete multiple users at once

If you need to delete several users in one go, you don't have to repeat the steps above for each one.

1. Go to Users
2. Tick the checkbox next to each user you want to delete (the checkbox in the table header selects everyone currently shown)
3. In the bar that appears at the bottom of the page, click Delete users
4. Confirm the deletion

Each user deleted this way enters Pending deletion the same way as a single deletion — a grace period (default 30 days) before their data is removed, with the option to restore them in the meantime.

How to view users pending deletion

To see users in this state:

1. Go to Users
2. Use the Active status filter and select Pending deletion

Each user in this view shows a countdown until cleanup, for example "Deleted in 12 days".

To restore a single user:

1. Go to Users and filter by Pending deletion
2. Click the three dots (⋯) next to the user
3. Click Restore

To restore multiple users at once:

1. Go to Users and filter by Pending deletion
2. Tick the checkbox next to each user you want to restore (the checkbox in the table header selects everyone currently shown)
3. In the bar that appears at the bottom of the page, select Restore from the dropdown

The user(s) are returned to Active status with no data loss.

How to permanently delete a user immediately

If you don't want to wait for the grace period, you can trigger permanent cleanup straight away.

To permanently delete a single user:

1. Go to Users and filter by Pending deletion
2. Click the three dots (⋯) next to the user
3. Click Delete permanently
4. Confirm in the warning dialog

To permanently delete multiple users at once:

1. Go to Users and filter by Pending deletion
2. Tick the checkbox next to each user you want to delete (the checkbox in the table header selects everyone currently shown)
3. In the bar that appears at the bottom of the page, select Delete permanently from the dropdown
4. Confirm in the warning dialog, which shows how many users will be deleted and asks you to type DELETE to confirm

This action cannot be undone. Users are not recoverable after confirmation.

How to resend the welcome email

Use this if a user missed, deleted, or never received their welcome email.

1. Login
2. Go to "Users" and find the user you need on the list
3. Click the three dots (Actions) for the user, in the right side of the table
4. Click "Resend welcome email"

A confirmation message will let you know if it was sent successfully. 

Still have a question?

Contact us at support@cyberpilot.io