In this article, you'll learn about the Users, Groups, and Provisioning tabs in the User Management section of your KnowBe4 Platform. From these tabs, you can view and manage users in your account, organize them into groups, and set up automatic directory sync to keep your user and group records up to date.
Users
On the Users tab, you can view every user in your account and manage their platform access and admin permissions.
For more information about the Users table, see the list below:
- Filtering: Use the search bar, User Status drop-down menu, the Admin Access drop-down menu, or the More Filters link to refine the table. Use More Filters to filter users by additional criteria, including status.
- Download CSV: Click this button to export the Users table.
- Columns: Select the columns you want to appear on the Users table.
- User: The user's name and email address. Select the column header to sort the table by this column.
- Sync: The directory sync connection that added or manages this user, such as Okta Workforce Sync, Workspace Directory Sync, or HQ Directory Sync. Waiting to be synced appears if the user is managed by a sync that hasn't processed them yet. This section will show a dash if the user was added manually and isn't managed by a sync.
- User Access: The number of platform applications the user can access. Select the link to view which apps they can access.
- Admin Access: Whether the user has admin permissions, shown as Platform Admin, full admin access, or Custom Admin, a scoped admin role with limited permissions. This section will show a dash if the user has no admin access.
- Actions: Select the three dots icon next to a user to edit their details, edit their access, or archive them.
Select the Add Users drop-down menu at the top-right corner of the page to add one or more users to your account, either manually, through a CSV file, or through quick import.
To perform actions on multiple users at once, select the check box next to each user, or select the check box in the table header to select all users on the page. A toolbar appears above the table showing the number of users selected, along with the following options:
- Clear: Deselects all selected users.
- Add to Group: Adds the selected users to a group.
- Archive: Archives the selected users.
- Restore: Restores the selected archived users.
- Delete: Deletes the selected users.
- Connect to Sync: Connects the selected users to sync.
- Disconnect from Sync: Disconnects the selected users from sync.
For more information about adding users to your KnowBe4 platform and assigning admin functions, see our Users and Groups Management Guide and Assign and Remove Admin Functions from a User article.
Groups
On the Groups page, you can organize your users into groups to make it easier to assign platform access, apps, or training in bulk.
For more information about the Groups page, see the list below:
- Filtering: Use the search bar, Group Status drop-down menu, or the More Filters link to refine the Groups table. Use More Filters to filter groups by additional criteria, including status.
- Download CSV: Click this button to export the Groups table.
- Columns: Select the columns you want to appear on the Groups table.
- Group Name: The name of the group. Select the column header to sort the table by this column.
- Created On: The date and time the group was created. Select the column header to sort the table by this column.
- Sync: The directory sync connection that created or manages this group, such as Workspace Directory Sync or Okta Workforce Sync. Waiting to be synced appears if the group is managed by a sync that hasn't processed it yet. Shows a dash if the group was created manually.
- User Access: The number of platform applications the group can access. Select the link to view which apps they can access.
- Actions: Select the three dots icon next to a group to edit its members or archive the group.
Select + Create Group at the top-right corner of the page to create a new group.
To perform actions on multiple groups at once, select the check box next to each group, or select the check box in the table header to select all groups on the page. A toolbar appears above the table showing the number of groups selected, along with the following options:
- Clear: Deselects all selected groups.
- Archive: Archives the selected groups.
- Restore: Restores the selected archived groups.
- Delete: Deletes the selected groups.
- Connect to Sync: Connects the selected groups to sync.
- Disconnect from Sync: Disconnects the selected groups from sync.
For more information about adding groups to your KnowBe4 platform and assigning admin functions, see our Users and Groups Management Guide.
Provisioning
In the Provisioning section, you can connect an identity provider or directory service to automatically sync users and groups into your KnowBe4 account, and review the history of those sync runs.
Sync Configurations
The Sync Configurations tab lists every directory sync connection set up on your account. For more information, see the list below:
- Configuration Name: The name given to the sync connection.
- Service: The sync protocol or service used for the connection, such as SCIM, ADI, or GUP.
- Test Mode: Shows Active if the configuration is running in test mode, which lets you preview the users, groups, and memberships a sync would create or update without applying changes to your account.
- Last Synced: Shows the date and time of the last sync. Shows a dash if the configuration hasn't synced yet.
- Notifications: Whether email notifications are Enabled or Disabled for this configuration's sync results.
- Actions: Select the three dots icon next to a configuration to edit or delete it.
Select the Add Configuration drop-down menu at the top-right corner of the page to set up a new directory sync connection, and then select ADI, SCIM, or GUP.
Select the More actions drop-down menu next to Add Configuration to manage which users and groups are connected to sync in bulk:
- Connect all users to sync: Connects every user in your account to sync.
- Disconnect all users from sync: Disconnects every user in your account from sync.
- Connect all groups to sync: Connects every group in your account to sync.
- Disconnect all groups from sync: Disconnects every group in your account from sync.
Sync Report
The Sync Report tab shows the history of every sync run across your configurations, so you can confirm a sync completed successfully or troubleshoot one that didn't. If no configurations have run yet, the tab shows No sync runs found. For more information, see the list below:
- Date and Time: When the sync ran. Select the column header to sort the table by this column.
- Configuration Name: The sync configuration that ran.
- Service: The sync protocol or service used for the connection.
- Result: The outcome of the sync run: Complete, Complete with Errors, or Failed.
- Test Mode: Shows Active if the run was a test and didn't apply changes to your account.
- Errors: The number of errors the sync run encountered.
- Warnings: The number of warnings the sync run generated.
- Users: The number of user records the sync run processed.
- Groups: The number of group records the sync run processed.
- Memberships: The number of group membership records the sync run processed.
Use the Configuration Name and Result drop-down menus to filter the report to a specific configuration or outcome.
For more information about provisioning, see our Provisioning Subtab Guide.