This article describes how to manage users and groups in your instance: creation, editing, bulk actions, statuses, roles, automatic communications, and password management. It is intended for administrators and technical partners who configure and maintain the platform.
User Management
The Users and Groups > Users section allows you to manage both administrative users and end users. From there, you can create, edit, and apply bulk actions.
Overview
The overview displays the available filters and the main table with all users. Clicking on a user’s name opens the edit view.
To create a new user, press the New User button in the upper right corner.
Bulk Actions on Users
When selecting one or more users from the table, the following bulk actions become available:
- Delete Selected
- Activate / Deactivate
- Anonymize
- Assign Groups
- Assign Language
- Grant Badge (only if you have the gamification component contracted)
- Export
User Deletion
It is only possible to delete users who do not have any recorded activity on the platform. This preserves the consistency of audit records.
If a user has recorded activity, it is recommended to change their status to inactive and then anonymize them, instead of deleting them.
User Statuses
Each user can be in one of the following statuses:
- Active: can log in, receive notifications, be assigned to campaigns, and counts as a contracted license.
- Inactive: cannot log in, does not receive notifications, access attempts show unavailable content or the login screen. Remains in the database and can be reactivated.
User Anonymization
The Anonymize action is irreversible. When executed:
- The user’s status changes to Inactive.
- Personal data is replaced with random strings (hash).
- The profile photo is deleted.
- The user is removed from all groupings.
- The anonymized user no longer counts as a license.
Assigning Groups, Language, and Badges
- Assign Groups: select users and assign groups from Users and Groups > Groups.
- Assign Language: select users, click Assign Language, choose the language, and confirm.
- Grant Badge: requires the gamification component. Select users, click Grant Badge, choose the badge, and confirm.
If your organization imports or synchronizes users (for example, from Microsoft Entra ID or Google Workspace), the platform uses the language defined in the source domain. If you manually change the language, it will not be overwritten in future synchronizations.
Exporting and Importing for Bulk Editing
To edit a large volume of users, the recommended workflow is:
- Export the list from the Users and Groups > Users section.
- Edit the resulting CSV file.
- Re-import it from Users and Groups > Import and Synchronization > Manually from CSV file.
User Roles
Roles define the user's permissions within the platform.
Administrative Roles
| Role | Scope |
|---|---|
| Administrator | Full access to the platform. |
| Configuration Administrator | General instance configuration. |
| User and Group Administrator | User and group management. |
| Campaign Administrator | Campaign management and execution. |
| Content Administrator | Content creation and editing. |
| Implementer | Operational implementation tasks. |
| Auditor | Read-only access. |
| Awareness Plan Administrator | Combines the permissions of Content Administrator and Campaign Administrator. |
Non-Administrative Roles
- End User: default role for campaign recipients.
Welcome Email
The behavior of the welcome email varies depending on the role and authentication method.
Users with Administrative Role
The welcome email is sent automatically when the user is created.
Users with Non-Administrative Role
- If the organization has configured passwordless authentication, the welcome email is not sent.
- If authentication requires credentials, the email is sent just before the first login.
Role Change
If a user changes to an administrative role and has never received the welcome email, the platform sends it automatically.
When assigning an Interactive Module to a user who has never received the welcome email, the welcome email is sent first, followed by the assignment email, separated by at least 30 seconds to ensure order. This also applies to Exams and Surveys, which require authentication.
In Newsletters and Simulations, the welcome email is not sent because login is not required.
Administrator users can always log in with credentials, even if the organization uses other authentication methods.
Password Reset
As Administrator
- Go to Users and Groups > Users.
- Scroll right on the user’s row.
- Click Reset Password.
As End User
The end user can reset their password using the Forgot your password? option on the login screen.
Group Management
Groups are managed from Users and Groups > Groups.
From this section you can:
- Create a New Group and manage its users.
- Delete groups, only if they have no users assigned.
- Activate / Deactivate groups. This action does not affect the status of members: the group remains visible in the table but will not be available when creating campaigns while inactive.
- Automatically clean up groups. Before cleanup, groups must not have assigned users.
- Export groups.
💡 Best Practices
- Keep roles and groups up to date to avoid incorrect assignments that could affect security or proper campaign execution.
- Periodically review inactive users to decide whether to reactivate, anonymize, or maintain them according to the data policy and licensing of the instance.
- Document internally who can perform bulk actions (delete, anonymize, assign groups or language) and under what criteria, to maintain administrative control.
- Take advantage of user export and import to manage bulk changes, especially in environments where a partner manages multiple clients or large volumes of users.