How to Manage Users

Add the First Users

You will see two configuration options the first time you access User management:

• Add via XLSX file

• Add users manually

You can always use the second method to add more users, regardless of your initial selection.

User email addresses uniquely identify each user in the SoSafe Partner Platform and are needed to provide access to the E-learning platform and send Phishing Simulations.

Add Users via XLSX

1. On the User management page, click on Import via XLSX file to bulk import a list of users:

   1. Click Download template to download a template structure (“user_data_template.xlsx”) to fill in with the user data. You can rename the file to include recognizable details such as versioning, dates, or other relevant information.

   2. In the XLSX file, enter the user data with the following rules:

      • First name, Last name, and Email are mandatory fields.

      • Gender definition is optional. If left blank, the value will be Other.

      • Academic degree definition is optional. If left blank, the value will be empty.

      • Language definition is optional. If left blank, the value will be based on the client’s default language.

      • Address Type is optional. If left blank, the value will be Single address. Single address represents an ordinary user account, while a Group address list represents a generic/shared user account for whom the phishing simulation will adapt any direct salutations.

      • Only users with email addresses matching the client’s Domain(s) will be imported.

To enable importing more users than the number of available licenses, all users imported via XLSX file are marked as inactive by default.

2. To activate users, click the top left checkbox (1) to select all users, or click each user’s checkbox and click Activate.

3. On the confirmation box, click Activate.

4. You should now see the user status changed to Active (1) and the number of available licenses (2) deducted accordingly with the number of activated users.

5. After a bulk import, you can click on + Add user to add new users manually.

Add Users Manually

1. On the User management page, click on + Add new user.

2. On the Add user page, enter the user details and click Save.

3. Unless the User is active checkbox is cleared, all newly manually added users will be Active by default, and the available license count will be deducted accordingly.

Add Additional Users

When new active users are added, they’re automatically enrolled in any ongoing awareness training campaigns. The training will adjust based on their join date, using that as their individual start point. End dates stay the same for all users.

On the User management page, click on + Add user and select from one of the available options.

As explained in Add the First Users, only users whose email addresses match the client’s Domain(s) can be added.

1. Click Import via XLSX file to open the Upload XLSX page:

   1. Click on Upload to import the template file with the user data.

   2. Click on I don’t have an XLSX template to download the template structure to be filled in with the user data.

   3. Click Import to add new users. Any new information will update existing users (when using the same email address) in the file, but users missing from the XLSX file won’t be removed or deactivated.

2. Click Add manually to add users following the same experience explained above in Add Users Manually.

Edit Existing Users

Go to the User management page.

1. To edit an individual user:

   1. Click on the pencil icon corresponding to the user to be updated.

b. Update the user data and click Save. All user details, including the email address, are fully editable through individual editing.

2. To edit several users simultaneously:

   1. Click on + Add user and import an XLSX file with the updated information. This approach prevents updating user email addresses, as they are used to match new information with existing users.

User historical data will be retained after editing.

Editing an inactive user will not reactivate the account unless specifically configured to do so.

Deactivating or Delete Existing Users

On the User management page:

1. Click the top left checkbox to select all existing users.

2. Click the individual checkbox(es) to select one or more existing users.

3. Then click on Deactivate (2) or Delete (3).

What is the difference between Deactivate and Delete

🔒 Deactivate

Deactivating a user immediately blocks their access to the e-learning platform and prevents them from receiving further phishing simulations.

Their license is freed up and can be assigned to another user.

However, the user’s historical data is preserved. If the user is reactivated later and their previous awareness training is still ongoing, they will resume from where they left off.

🗑️ Delete

Deleting a user will permanently remove them from the user list.

Unlike deactivation, this action erases their presence from the platform and is not reversible.

User Groups

To keep things simple and scalable, we don’t support user groups. For SMB clients with fewer than 250 employees, grouping users is typically unnecessary and adds complexity. Instead, all awareness trainings are configured at the company level, making setup faster and ongoing management much easier.

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