The Users area is where you can manage all of your users and groups within your console. Click below to learn about the various administrative controls you have beneath the Users tab.
Read this tutorial, or watch our User and Group Management-related videos on our Tutorial Videos page, to learn about the various ways to manage users and groups in your KnowBe4 console.
- Multi-domain environments
- Quick Import
- CSV Import
- Downloading a sample CSV
- Active Directory Integration (opens in a new window)
- Creating groups
- Cloning groups
- Deleting groups
- Smart groups
- Using groups in phishing
- Using groups in training
Click on Users and then the Import Users tab to be taken to the area where you can import users. We have three main methods for importing users: 1) Quick import, 2) CSV import, and 3) Active Directory Integration. We are also compatible with Single Sign-on (SSO).
If you have the "Allow Users to Signup" feature enabled in your Account Settings and users sign-up for accounts at training.knowbe4.com/login, those users will be automatically added to your user list. This setting is "off" by default.
Only import valid single-user email addresses. Do not import distribution lists or generic "catch-all" email addresses.
In most cases, the only domain that will be active on your account is the initial domain your organization signed up with. If your organization uses multiple domains in your email system (for example, firstname.lastname@example.org, email@example.com or firstname.lastname@example.org) we can add these additional domains as needed. Please contact support if you need us to allow additional domains.
Adding users – Quick Import
The first method to add users is using “Quick Import”. This will only allow you to import your users' email addresses. If you'd like to import additional information about your users, we recommend using CSV Import or Active Directory Integration (ADI).
Quick Import Screen
1) Click Quick Import beneath Users-->Import Users to view the Quick Import screen.
2) Email Address Format: Your input must be one email address per line with no commas or spaces, and the email addresses must contain your organization's domain(s).
3) Text Box: You can type or paste a list of user email addresses here, matching the required email address format (2).
4) Password: You are given the option to set a password for your users, though this is not recommended except in special cases. If you don’t set a password for your users, they will be able to create their own password when they first login for training.
5) Groups: If you’ve already set up Groups, you can choose to add the users to a group.
6) Import Users: Click this button to import the user email addresses you've placed in the text box.
Adding users – CSV Import
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.
CSV Import Screen
1) Click CSV Import beneath Users-->Import Users to import your users.
2) Upload a CSV file by clicking the Browse button.
3) The CSV Import allows you to import users in bulk with any of the following fields:
- Email (required)
- First Name
- Last Name
- Phone Number
- Manager Name
- Manager Email
- Employee Number
- Job Title
- AD Managed
- Date Format
Notes on importing users with CSV:
- The only required field is the Email field. Other fields should only be included if they are being used during import.
- Any headers (First Name, Last Name, etc.) must match exactly as shown above.
- You can upload users with different domains in their email address only if those domains have been added to your account as “allowed domains”. Generic or personal emails (E.g. Gmail, Yahoo, etc.) will fail.
- If you include the Group header in your CSV file, those groups you list will be automatically created in the system for you if they are not present already.
- You can add employees to multiple groups within one CSV import. If adding an employee to multiple groups, copy the entry for that employee and change the content of the Group field to add them to a different group. This would need to be done for each group you wish to add them to. E.g. if an employee is to be added to 5 groups, they would have 5 lines in the CSV; each with a different group (all other information would remain the same).
4) We've included three Examples of how you can format your CSV depending on your needs. Click any of the three examples in your console to pop open a new window showing the example's formatting. You can also click "Download Example CSV" to download a preformatted sample .csv file.
5) Click the Import Users button to import your CSV. Note that you can import over existing users in the future and it will add any new data or alter any data you have changed, or add them to any new groups you’ve specified. Re-importing your users in the future will not duplicate them or delete their training or phishing history.
Download a Sample CSV:
You can download one of three sample CSVs from within your console. See #4 and #6.
Deleting and editing users
The All Users list under the Users tab allows you to manage your users. You can add them 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.
You can click on any user’s email address to see detailed information about that user’s training history and phishing results. You will also see a timeline showing that user's interaction with tests and training in the console, recording everything from the date and time they were added to the console, to when they last logged in.
You can also manually edit any information you have imported into the system about that user here. Keep in mind, if you're syncing user information with Active Directory (AD), AD will overwrite the information on the next sync if it is different.
If a user’s email address changes, change it in their profile in order to maintain that user’s training and phishing history. If you instead import the new email address to the system, it will create a new account for that user and it won’t carry over their previous history. If you accidentally import the newer email into the system, you can use our merge users feature to merge the two accounts.
Deleting/mass deleting users
To archive a user, simply check the box next to one or more users, click the Delete button, and choose “Delete Selected”. You can also mass archive users from the console by clicking the Delete button and choosing “Bulk delete from CSV”. This will prompt you to upload a simple CSV with a header of “Email” and then one email address per line. No other fields should be used in bulk deleting users from a CSV.
The above two methods will only archive users (their training/phishing history will be retained in our system) but will remove them from your active user list.
To include data from archived users in your phishing reports, visit your Account Settings and check the box to enable Include archived users in reports.
To delete users permanently, you will first need to delete (archive) the user(s) using one of the above methods, then search for "only deleted users" (from the Users tab, click the "Only deleted users" checkbox, then click Search). Once you see the user(s) you'd like to permanently delete, click the drop-down to the right of that user, and click Delete Permanently. Remember, all phishing and training history will also be permanently deleted once you take this action.
Archiving users will not remove training or phishing history, so if you re-add archived users at a later date, this information will be available again. Permanently deleting users will permanently delete this information, however.
Adding users to groups
To add one or more users to a group, you can simply check the box next to each user you wish to add, then select the group in the upper right-hand drop-down box and click the “Add selected to group” button.
If you are importing users into your account using a CSV file, the easiest way to add users to groups is to have this information included in the CSV file upon import. See "Notes on importing users with CSV" under the Adding Users-CSV Import section of this article.
Users cannot be manually added to Smart Groups. Members are automatically added and removed from these groups as appropriate. Learn more about Smart Groups (Platinum/Diamond only) here.
Assigning/revoking admin privileges
To assign a user administrator privileges, simply click the drop-down arrow (1) to the right side of that user and select “Make Admin” (2). The same action can be used to revoke admin privileges. Administrators will show up with a blue background in the user list.
All administrators will have access to all available features within the console. If you want to define specific admin rights over only certain areas of the console, you can create Security Roles (Platinum/Diamond only) (3) to accomplish this. See our Security Roles Product Manual and tutorial video for more information.
Assigning Administrative Controls
If you assign administrator privileges to a user, it is helpful to change that user's time zone to the proper time zone for your organization. This will ensure that reporting features within the console (such as the time a user clicks on a phishing link) will be shown in your time zone. You can do this by clicking the drop-down to the right of that user and clicking on “Edit”.
Security Roles (Platinum/Diamond Only)
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 management console is to utilize Groups effectively. Groups can be used within your console to target users with specific phishing or training campaigns. Many organizations will begin with dividing users into groups by department, location (if you have multiple office locations), or even domains (if there are multiple domains on your account). Users can be in as many groups as they need to be in, and you can have an unlimited number of groups set up.
See the Adding Users – CSV Import section of this document for instructions on adding users to groups upon import. See our Active Directory Integration (ADI) article (opens in a new window) for information on syncing security or distribution groups from your Active Directory into our console.
Our Smart Groups (Platinum/Diamond only) feature streamlines the process of creating and maintaining groups by automatically-populating users based on specific criteria. Learn more about Smart Groups here.
You can apply a Security Role (Platinum/Diamond only) to a group to give additional access to certain areas of the console if needed. Learn more about Security Roles here.
Click on Users, and then Groups, and you will see a list of any groups you have created in your console. There are no groups by default.
Click the "+New Group" button and you can create groups with names from 4-40 characters including spaces.
What does "Smart Group" mean?
Platinum/Diamond accounts will have the option to create a Smart Group when setting up a new group. Smart Groups are automatically-populated user groups based on specific criteria. Users cannot be manually added to or removed from Smart Groups. Learn more about Smart Groups here.
In addition to manually creating groups, you can create groups automatically using a CSV user import. Simply add a "Group" header to the CSV before importing your user list via CSV.
Once a group is created under the Groups tab, click on the name of the group to see who is a member of the group. This screen also allows you to remove users from the group by checking the box next to the user(s) and selecting the “Delete” button, where you will be given the option to remove them from the group. You can also delete the user(s) from the console entirely as well as delete all users in this group from the system. You can download a CSV of all users in the group as well as add users to a different group from this screen.
Example of removing or deleting users from a group
You can make a copy of an existing group by cloning. Visit our How to Clone a Group article for more information.
You can delete groups that you no longer need. Deleting groups will not delete any users within the groups. Groups can be restored by searching for "only deleted groups" while under the Groups tab beneath the Users area of the console.
Smart Groups (Platinum/Diamond Only)
Using Smart Groups, you can dynamically and automatically group users based on specific criteria. You can use these groups with phishing campaigns, training campaigns, or to quickly generate a variety of ad hoc analysis reports.
Smart Groups can be used in conjunction with your existing standard user groups. The difference between Smart Groups and standard groups is that with Smart Groups, you are able to define distinct criteria from an expansive array of options to dynamically include or exclude users. Learn more about Smart Groups using the resources below.
- How to Use Smart Groups (Article)
- Use Cases for Smart Groups (Article)
- Remedial Training/Tiered Phishing with Smart Groups (Article)
- Introduction to Smart Groups (Video)
- Advanced Phishing with Smart Groups (Recorded Webinar)
Using groups in phishing tests
Using groups in your phishing tests allows you to target a subset of users with a specific phishing template. This can be helpful if you want to target your phishing attempts to certain departments or create spear-phishing attempts on certain key staff. You can target multiple groups in a single phishing campaign. You can also use groups to conduct phishing tests by region or location if you want to get more specific metrics from the tests.
It is recommended that you create groups for different locations, repeat clickers, management, or other high-risk sets of users.
The Smart Groups feature streamlines the creation of groups such as these. You can learn more about Smart Groups (Platinum/Diamond only) here.
Under the Reports tab within Phishing, 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).
Prior to sending out any phishing tests to your users, we recommend creating a test group for yourself and any other administrators you have on your account. You can utilize this test group after following our whitelisting recommendations to ensure that our emails will successfully reach your users.
Using groups in training
Using groups allows you to assign specific training to a limited subset of users. When you set up a training campaign, you can select one or more groups from the drop-down. You can even 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.
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 course report can also be filtered by group.