From the Users area, you can manage your users, groups, and assign admin and various security roles. Use the links below to learn about the various administrative controls you have beneath the Users tab.
Alternatively, you can watch our user and group management-related videos on our Tutorial Videos page.
- Creating Groups
- Adding Users to Groups
- Cloning Groups
- Archiving Groups
- Deleting Groups
- Smart Groups
- Groups and Phishing Campaigns
- Groups and Training Campaigns
To add users, click on the Users tab and then, select Import Users to be directed to the import users areas. You have three options for importing users:
Use the jump links above to navigate the sections or articles to learn more about each option.
Alternatively, you can enable the Allow Users to Signup setting in your Account Settings to have users added automatically when they sign up for their own accounts. This setting is disabled by default.
Users who are added to the console will also be enrolled in any phishing or training campaign that has the "Enable automatic enrollment for new users" option selected. Before adding users, we recommend checking the settings for each of your campaigns and disabling this option as needed.
The first method to add users is Quick Import. This will allow you to import your users' email addresses only. If you'd like to import additional information about your users, we recommend using CSV Import or Active Directory Integration (ADI).
Quick Import allows you to import your users by email addresses only. If you'd like to import additional information about your users, we recommend using CSV Import or Active Directory Integration (ADI).
- Type or paste your list of user email addresses in the text box. These email addresses must match the required format outlined to the right of the box. Enter one email address per line.
In most cases, the only email addresses accepted are those using the domain your organization signed up with. If your organization uses multiple email domains see our How to Add and Verify Domains article for more information.
- Once imported, users will be asked to create their own password when they first log in for training. If you would prefer to set a single password for all imported users, check the Set Password for Users We recommend only using this option in special cases.
- If you would like to add the imported users to a specific group or groups, check the Select Groups for Users Then, choose one or more groups from the drop-down list.
Once you've entered the users and details of your choosing, click Import Users.
When using the quick import option, ensure that you only import valid single-user email addresses. Do not import distribution lists or generic "catch-all" email addresses.
You can use our CSV import feature to bulk import users and add optional additional information about your users. This feature is located in the Users section under the Import Users tab.
To learn more about how to import users using a CSV file, as well as what user information fields you can include, read our article: CSV Import: How do I import users with a CSV file?
Active Directory Integration
You can use Active Directory Integration (ADI) to bulk import users and add optional additional information about your users. For more information, see our Active Directory Integration (ADI) article.
Managing and Editing Users
The Users tab lists all of your users. From this list, you can add users to or remove them from groups, promote or revoke admin rights, edit basic profile information, and download a list of your users to a .csv file.
- Filters: You can filter this table by the status of the user, whether they are Users or Admins, or by their assigned group or groups.
- Under the Groups filter, you can also select No Groups to search for users who are not currently members of any group.
- Bulk Archive: Clicking this link will open the Bulk Archive window. See this article for more information.
- When viewing Archived users, this will be the Bulk Delete option. See this article for more information.
- Download CSV: Clicking this link will download a CSV file of all users shown.
- Search: This search bar can be used to filter by email or username.
- User Email, Name, and Icon: Click on a user's name to see more details on that user. The icons indicate whether a user was added to the console directly or if the user is AD-Managed.
- The phish icon indicates this user has access to your PhishER platform. See the PhishER Product Manual for more information.
- PPP: This is the user's Phish-prone Percentage. See our How Is Phish-prone Percentage Calculated? article for more information.
- Risk: See our Risk Score Guide for more information.
- Actions: Use the drop-down menu to edit, archive, and grant or revoke admin rights for the specified user.
You can click on any user’s email address to see detailed information about that user’s training history and phishing results. You can also manually edit any information you have imported into the system about that user here. See our User Profile Guide for more information.
If you would like to set up Single Sign-on for your users, please see our How to Set Up SAML/SSO article for more information.
Archiving and Deleting Users
To help manage your user list, you have the ability to archive, restore, and delete users. See our How do I archive or delete a user? article for more information.
Assigning/Revoking Admin Privileges
Admins have access to all available features in the console. You have the option to assign or revoke admin privileges to the users of your choosing from the Users tab. Users who have administrative privileges are shown with a blue background in the Users list. See our How to Assign and Remove Admin Privileges article for more information.
Platinum and Diamond customers can use our Security Roles feature to provide additional access to areas in the console to specific groups of users. Learn more about Security Roles on the resources below.
The best way to get the most out of your KnowBe4 console is to use groups effectively. Groups can be used to target users with specific phishing or training campaigns. To view and manage your groups, navigate to the Users tab. Then, select the Groups subtab.
- + Create New Group: Click this button to create a new group.
- Status and Type Filters: You can filter this table by the group status of Active or Archived. You can also filter by the type of group, Console, Smart, and ADI Managed.
- Download CSV: Clicking this link will download a CSV file of all groups shown.
- Archive: Remove this group from use without deleting it from the console. See the Archiving Groups section for more information.
- Search: This search bar can be used to filter by group names.
- Group Name and Icon: Click on a group name to see more details on that group. The icons indicate whether a group is a console group, an AD-Managed group , or a Smart Group .
- Risk Booster: The current risk booster set for this group. See our Risk Boosters Guide for more information.
- Actions: Use the drop-down menu to clone, edit, or archive a group. You can also choose to remove all users from the group or archive all users within the group.
There are no premade groups, so you will need to create the groups you need.. You can create a group directly in your KnowBe4 console, by using the CSV Import function, or by using Active Directory Integration. See our How Do I Create a New Group? article for more information.
Adding Users to Groups
After importing users, you can sort them into groups. This can be done by department, location, domains, or any other characteristic you'd like. Users can be in as many groups as needed and there is no limit to the number of groups you can set up. See our How Do I Add or Remove a User to or from a Group? for more information.
You can make a copy of any existing group by cloning it. See our How to Clone a Group article for more information.
You can archive groups that you no longer need. Archiving groups will not delete any users in the groups and the group itself will not be permanently deleted.
To archive a group:
- In your KnowBe4 console, go to the Users tab and then, select the Groups
- From the list of groups, find the group you would like to archive.
- Under the Actions column, click the drop-down arrow next to the desired group and select Archive.
Viewing Archived Groups
To view your archived groups, use the Status drop-down above the groups list and select Archived.
Restoring Archived Groups
To restore an archived group, click the drop-down arrow next to the desired group, and select Restore.
You can delete groups that you no longer need. To delete a group, first archive the group. Then, view the archived groups by using the Status drop-down above the groups list and select Archived.
If you click the red Delete button above the groups list, you'll see two options: Delete Selected and Bulk Delete from CSV. Both options will permanently delete groups from your console. Please note, when a group is deleted, the users within that group will stay in the system.
The Delete Selected option, allows you to delete the groups you’ve selected. Click the checkbox to the left of the group or groups you wish to delete. Once you've selected all the groups you want deleted,click the red Delete button and choose Delete Selected.
To use the Bulk Delete from CSV option, you must first prepare a CSV file listing each archived group you wish to delete. Groups named in the CSV that are not currently archived will not be deleted. When you’re ready to upload your CSV file, click the red Delete button and choose Bulk Delete from CSV. The following window will open:
Click Browse... to select and upload your prepared CSV file. Select which users you wish to notify of these deletions (if any). Then, click Delete Groups to permanently delete the groups in the CSV.
Our Smart Groups feature, available on Platinum and Diamond accounts, lets you create dynamic groups of users based on the characteristics of your choice. These groups are beneficial for phishing tests, training campaigns, and generating a variety of reports.
To learn more about Smart Groups, check out this list of articles.
Groups and Phishing Campaigns
Using groups in your phishing campaigns allow you to target a subset of users with specific phishing templates. This can be helpful if you want to target your phishing attempts to certain departments or create spear-phishing attempts on key staff. You have the option to target multiple groups in a single phishing campaign. You can also use groups to conduct phishing campaigns for specific regions or locations if you are interested in specific metrics from these campaigns.
We recommend that you create groups for different locations, repeat clickers, management, and other high-risk sets of users. Our Smart Groups feature streamlines the creation of groups such as these. You can learn more about Smart Groups (Platinum/Diamond only) here.
Under the Phishing > Reports tab and on our Advanced Reporting feature, you will be able to see how Groups are doing in terms of their phish-prone percentage and number of phishing “failures” (i.e. clicks).
Groups and Training Campaigns
Using groups allows you to assign specific training to a limited subset of users. When you set up a training campaign, you can elect to enroll all users or only enroll specific groups. You can set up an automated remedial training for a “clickers” group to provide additional training to your most vulnerable or phish-prone users. Click here to learn how to set up remedial training.
You can use groups to track training progress and run reports on various subsets of users. For example, you could find out how many members of the Accounting group had started, but not completed a specific course. Any training-related report can also be filtered by group. Group reports can be found on the Training > Reports tab as well as under the main Reports tab, see our Advanced Reporting article for more information.