What is it all about?
The User Management section in Guardz allows admins to:
View all users pulled from Google Workspace & Microsoft 365
Assign & manage Guardz licenses and roles per user
Automate user activation/deactivation
Monitor security issues per user across modules
And more.
User Status & User Role
Each user displayed in the users dashboard is associated with two attributes:
Status and Role.
User Status:
Only 'Active' users consume Guardz licenses and receive protection
Here is how users statuses are defined based on the workspace mode:
Guardz Status | Workspace Source / Definition |
"Active" | Microsoft: user is Enabled (i.e., not disabled, pending, guest, deleted, etc.)
Google: user is not defined as Archived or Suspended |
"Inactive" | The user was set to Inactive by the MSP in the Guardz platform, or was never active in Guardz (for example, disabled from the start or set up as a guest). |
"Suspended" | User was active in Guardz, but then got disabled in Microsoft/Google. Guardz syncs user suspension and reactivation with the cloud directory, suspended users are marked as suspended (not inactive), their issues are archived but still viewable, they no longer count toward subscription seats, and if reactivated in Google or Microsoft, both the user and their issues are automatically restored |
"Deleted" | User removed from Microsoft/Google completely |
"New" | The user has been added to the platform and is awaiting a defined status, as the MSP has not set up automatic status assignment |
User 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 |
Note: by default, users are created as ‘Members’.
How to Access the Users Dashboard?
1. Log into Guardz
2. Navigate to ‘User Management’ tab from the left sidebar
Note: the view does not include endpoint devices – it focuses only on user accounts.
Users Management Dashboard - an Overview
General View:
By default, the view presents only active users:
Admins can change the filter to show all users
The view presents the following data per user:
Status
Email address and full name
Risk Level: represents the calculated potential risk of a user, determined by analyzing activity data from all enabled security controls
Security Controls status: displays the activation status of each security control for every user
Symbol | Meaning |
(?) | Module not activated for the organization |
(❌) | User has open security issues |
(✅) | User has no open issues |
Last recorded activity
Groups: show in which cloud group the user is part of (managed in Google/Microsoft and sync automatically into Guardz)
Single User View:
Admins can select a specific user to view their detailed information
The data shown mirrors the general view and also includes the user’s role information
Available Actions in User Management
1. Individual User Management:
Role change:
Select a specific user and click on the relevant record
Modify the role type according to your requirements
Changing a user’s role in Guardz does not affect their Google/Microsoft permissions
User status change
Select a specific user and click on the relevant record
Modify the status according to your requirements
Note that switching a user to Inactive mode disables their protection
2. Bulk Changes:
User status bulk change
To apply bulk user status changes click on the ‘Settings’ button
Apply a filter to a specific group and/or select the top checkbox to proceed
Once all users are selected, choose the desired status
Click ‘Save'
3. Automation
Set Guardz to auto-activate or deactivate users based on their status in Google Workspace/Microsoft 365
This feature ensures licenses are automatically assigned based on real-time user status
To apply the automation:
Select a specific tenant and go to the ‘User Management’ tab
Click on the ‘Settings’ button
Choose activate or deactivate for all users, or just for a specific group
Click save
By default, both checkboxes are ticked
4. Export
Admins can print / export user lists to CSV by clicking on the ‘Download’ button
Exports include:
User roles & license status
Cloud apps connected per user
Security issue summaries
Users & Billing Assumptions
Guardz billing reflects a snapshot of the active users for the entire month ahead, meaning it shows the expected amount based on the purchased plan and the current active users in the system
Any new active users added after the 1st will be charged starting from the following month
Unlicensed users will be billed unless specifically excluded and marked as ‘inactive’ via the User Management dashboard