Managing Users and Groups

Users and Groups Management Guide

From the Users tab, you can manage your users and groups, assign admins, and create and assign various security roles.

Adding Users

You have four options for importing users:

  1. Quick Import
  2. CSV Import
  3. User Provisioning
  4. Create Single User

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.

Important:Users who are added to the console will also be enrolled in any training campaign that has the "Enable automatic enrollment for new users" option selected. Before adding users, we recommend checking your campaigns' settings and disabling this option as needed.

Quick Import

The first method to add users is Quick Import. This method allows you to import your users' email addresses. If you'd like to import additional information about your users, we recommend using CSV Import or User Provisioning.

  1. Navigate to the Users tab and click Import Users.
  2. Type or paste your list of users’ email addresses into the text box. These email addresses must match the format outlined to the right of the text box. Make sure you only enter one email address per line.
    Note:In most cases, the only email addresses the import will accept are addresses that use the domain your organization signed up with. If your organization uses multiple email domains, please see our How to Add and Verify Domains article for more information.
  3. Once imported, users will be asked to create their own password when they first log in for training. If you prefer to set a single password for all imported users, select the Set Password for Users checkbox.
    Note:We recommend only using this option in special cases. You can select the new Require users to reset initial password set by admins check box to require users to change their set passwords after their first login.
  4. If you would like to add the imported users to a specific group or groups, select the Select Groups for Users checkbox. Then, choose one or more groups from the drop-down list.

Once you've entered your users and details accordingly, click Import Users.

Important: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.

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.

To learn more about how to import users using a CSV file and what user information fields you can include, read our article: CSV Import: How do I import users with a CSV file?

User Provisioning

You can use Active Directory Integration (ADI) or SCIM to bulk import users and add optional additional information about your users. For more information, see our Active Directory Integration (ADI) article or our SCIM Configuration Guide article.

Create Single User

You can manually add a user with details such as their first and last name, email, and job title. To add a user, navigate to the Users tab. Click the Add Users drop-down and then click Create Single User.

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 export a list of your users to a CSV file.

  1. Add Users: Use this drop-down to create a single user or bulk import users. When creating a new user, you can add details such as their first and last name, email, and job title.
  2. Filters: You can filter this table by status, the type of user, whether you want to see end-users, Admins or both, or by their assigned group or groups.
    • Under the Groups filter, you can select No Groups to filter by users who are not currently members of any group.
  3. Bulk Archive: Clicking this link will open the Bulk Archive window. See the How Do I Archive or Delete Users article for more information.
  4. Generate CSV: Click this button to generate a CSV file. Once generated, you can download the CSV file from your Download Center. See our Download Center Guide for more information.
    Note:If you have more than 51,000 users, your download will be divided into multiple CSV files with a maximum of 50,000 users in each file.
  5. Search: This search bar can be used to filter the list by email or user name.
  6. User Email, Name, and Icon: Click on a user's name to see more details on that user. The icons indicate different information about a user. See the following list to learn more about each icon.
    • When ADI is enabled, these icons indicate whether a user was added to the console directly or if the user is managed by ADI .
    • When SCIM is enabled, this icon indicates the user is managed by SCIM.
    • The phish icon indicates this user has access to your PhishER platform. See the PhishER Product Manual for more information.
  7. PPP: This is the user's Phish-prone Percentage. See our How Is Phish-prone Percentage Calculated? article for more information.
  8. Risk: See our Risk Score Guide for more information.
  9. Actions: Use the drop-down arrow to edit, archive, or change admin rights for the specified user.

Editing Users

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 from this window. See our User Profile Guide 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 or Revoking Admin Privileges

Admins have access to all available features in the console. You can assign or revoke admin privileges to users from the Users tab. Users who have admin privileges are shown with a blue background in the Users list. See our How to Assign and Remove Admin Privileges article for more information.

Security Roles

Platinum and Diamond customers can use our Security Roles feature to provide additional access to areas in the console to specific groups of users. See our How to Use Security Roles article or watch the How to Use Security Roles video for more information.

Managing Groups

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 or manage your groups, navigate to the Users tab. Then, select the Groups subtab.

  1. + Create New Group: Click this button to create a new group.
  2. Status and Type Filters: You can filter this table by the group status, either Active or Archived, and by the type of group, options include: Console, Smart, SCIM Managed, and ADI Managed.
  3. Generate CSV: Click this button to generate a CSV file. Once generated, you can download the CSV file from your Download Center. See our Download Center Guide for more information.
  4. Archive: Remove this group without deleting it from the console. See the Archiving Groups section for more information.
  5. Search: This search bar can be used to filter the table by group names.
  6. 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 .
  7. Risk Booster: The current risk booster set for this group. See our Risk Boosters Guide for more information.
  8. Actions: Use the drop-down arrow 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.

Creating Groups

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. Sorting can be done by department, location, domain, 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 create. See our How Do I Add or Remove a User to or from a Group? for more information.

Cloning Groups

You can make a copy of any existing group by cloning it. See our How to Clone a Group article for more information.

Archiving Groups

You can archive groups that you no longer need. Archiving groups allows you to remove your group from use while maintaining users that were a part of the groups. You can also unarchive the group at any time to reinstate the memberships. To archive a group, follow the steps below:

To archive a group:

  1. In your KnowBe4 console, navigate to Users > Groups.
  2. From the list of groups, find the group you would like to archive.
  3. 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 menu 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.

Deleting Groups

You can delete groups that you no longer need. However, please be aware that any group you delete will be permanently deleted.

Note:When deleting a group, the user data within the group will remain unchanged. Only the group will be permanently deleted from your KnowBe4 console.

To delete a group, first archive the group. Then, view the archived groups by using the Status drop-down menu above the groups list and select Archived.

Click the red Delete button above the groups list. When a group is deleted, the users within that group will stay in the system.

  1. 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.
  2. To use the Bulk Delete from CSV option, you must first prepare a CSV file to list 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:
    1. Click Browse to select and upload your prepared CSV file.
    2. Select which users you wish to notify of these deletions (if any). Then, click Delete Groups to permanently delete the groups in the CSV.

Smart Groups

Our Smart Groups feature, available for Platinum and Diamond accounts, lets you create dynamic groups based on specific criteria that you define. These groups are beneficial for phishing tests, training campaigns, and for generating a variety of reports.

To learn more about Smart Groups, check out this list of Smart Group articles on our Knowledge Base.

Groups and Phishing Campaigns

Using groups in your phishing campaigns allows you to target a subset of users with specific phishing templates. Groups can be used to target certain departments or create spear-phishing attempts on key staff members. You can even target multiple groups in a single phishing campaign. By using groups, you can conduct phishing campaigns for specific regions or locations if you are interested in obtaining specific metrics from these campaigns.

We recommend that you create groups for different locations, repeat clickers, management, and other sets of high-risk users. Our Smart Groups feature helps with the creation of these types of groups. You can learn more about Smart Groups (Platinum or Diamond only) in our Smart Groups Overview article.

To see how Groups are doing in terms of their Phish-prone Percentage and number of phishing failures, such as clicks, go to Phishing > Reports to use our Reporting feature.

Groups and Training Campaigns

When you set up a training campaign, you can choose to enroll all users or only enroll specific groups of users.

You can also set up an automated remedial training for a Clickers group to provide additional training to users who frequently fail tests from phishing campaigns. Then, you can remove those users from the Clickers group upon completion of the remedial training. You can also re-enroll the users in the future if they fail another phishing test. For more information about remedial training, read our Using Groups for Remedial Training article.

You can use groups to track training progress and run reports on different groups of users. For example, you could find out how many members of the Clickers group have started but not completed a specific course. Any training-related report can also be filtered by group. Group reports can be found on the Reports tab as well as under the main Reports tab, see our Reporting article for more information.

You can also use groups to track the training progress of users on a staggered or ordered basis. For example, you could set up four campaigns, one for each quarter of the year. Each campaign can start at the beginning of each quarter, with the Q1 campaign targeting All Users. The subsequent three campaigns can target a Q2 group, Q3 group, and Q4 group. Your Q1 campaign could add completed users to the Q2 group, your Q2 campaign could add completed users to the Q3 group, and so on. This way, users will only be enrolled in the additional courses if they have completed the previous campaign's courses, such as a prerequisite.

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