🚀 Guardz User Management: Roles, Licensing, and Automation
📌 Introduction
The User Management section in Guardz allows administrators to manage user licenses, assign roles, and monitor user security status.
✅ Key Features:
🔍 View all users pulled from Google Workspace & Microsoft 365.
🛡️ Assign & manage Guardz licenses per user.
🔄 Automate user activation/deactivation.
📊 Monitor security issues per user across modules.
📌 Available in: All Guardz Plans (Starter, Pro, Ultimate)
📌 Accessing User Management
1️⃣ Log into Guardz.
2️⃣ Navigate to User Management from the left sidebar.
3️⃣ View all users synced from your primary cloud directory.
📌 Note: This section does not include endpoint devices – it focuses only on user accounts.
📌 User Management Features
🔹 View & Modify License Status
✅ Check the license status (Active ✅ or Inactive ❌).
✅ Activate or deactivate Guardz protection per user.
✅ Bulk change user statuses using checkboxes.
📌 License Assignment Rules (Default Behavior):
User Type | Default License Status |
Regular Employees | Active (Paid License) ✅ |
Shared Inboxes | Active (Paid License) ✅ |
Inactive/Suspended Accounts | Inactive ❌ |
Conference Rooms | Inactive ❌ |
External/Temporary Users | Inactive ❌ |
💡 Only active users consume Guardz licenses and receive protection.
🔹 Bulk License Management
1️⃣ Select multiple users using checkboxes.
2️⃣ Click Activate or Deactivate at the bottom of the page.
3️⃣ Save changes to apply updates.
📌 User Roles in Guardz
Each user has a role that defines their permissions and platform access.
🔹 Role Types & Permissions
Role | Permissions |
Member | Basic user role – Can access the User Portal (e.g., awareness training, email security actions). |
Single Customer Admin | Can activate modules, manage issues, and edit user settings for a single company. |
MSP Admin | Can manage multiple customer accounts, subscriptions, reports, and security settings. |
Viewer | Read-only access to platform sections. Cannot make changes. |
📌 Changing a user’s role in Guardz does NOT affect their Google/Microsoft permissions.
📌 Automating User Activation & Deactivation
🔹 Automatically Assigning Licenses Based on Cloud Directory
✅ Set Guardz to auto-activate or deactivate users based on their status in Google Workspace/Microsoft 365.
✅ Specify user groups that should be automatically assigned Guardz licenses.
📌 Where to Find This Setting:
1️⃣ User Management > Settings (or)
2️⃣ Security Controls > Cloud Directory
🔹 Group-Based License Automation
Choose specific groups for auto-activation.
Automatically deactivate inactive, suspended, or deleted users.
Quickly filter users to ensure correct activation settings.
🚀 This feature ensures licenses are automatically assigned based on real-time user status.
📌 Monitoring User Security Status
🔹 Modules Status Overview
View which security modules are active per user:
📊 Indicators per module:
Symbol | Meaning |
(?) | Module not activated for the organization. |
(❌) | User has open security issues. |
(✅) | User has no open issues. |
🔹 Modules Monitored:
Compromised Data
Cloud Apps
Awareness Training
Web Browsing Protection
💡 This helps identify high-risk users who may require additional security controls.
📌 User Management Settings & Exports
🔹 Managing User Settings
Enable/disable Guardz licenses.
Change user roles.
Automate license assignments.
🔹 Exporting User Data
📤 Export user lists to CSV.
🖨️ Print user reports.
📌 Exports include:
User roles & license status.
Cloud apps connected per user.
Security issue summaries.
📌 FAQ: User Management in Guardz
🔹 How do I add internal team members to Guardz?
✅ Steps:
Add the user to Google Workspace/Microsoft 365.
Assign them a Guardz license.
Guardz automatically syncs new users into the platform.
🔹 Do new users receive an invitation to Guardz?
❌ No invitation is sent. Users can log in using:
🔗 app.guardz.com/login (Microsoft/Google credentials required).
🔹 How do I add a coworker to my MSP account?
✅ Steps:
Ensure the user is synced in Guardz.
Navigate to User Management > Assign Role.
Choose Admin (full access) or Viewer (read-only).
🔹 How do I assign a user to a different group?
✅ Groups are managed in Google/Microsoft and sync automatically into Guardz.
🔹 What happens if a user doesn’t have an Azure license?
✅ The user remains enabled in Guardz and still requires protection. We do NOT recommend deactivating the user.
📌 Best Practices for User Management
✔ Use auto-activation to manage licenses efficiently.
✔ Review module statuses to identify high-risk users.
✔ Assign appropriate roles to enforce least privilege access.
✔ Regularly export user data for security audits.