Quick start guide: Onboarding admin users of an organization

In this article, we will explain more about the admin portal and the specific functionalities available for admin users.

If you want to know how to set up your account first, read the Quick Start Guide for users.
 

Access to the admin portal

When you have admin rights, you will see an additional option in Guardey that gives you access to the admin area.

Step 1: Go to Guardey and log in.

Step 2: Open the menu in the top right corner and choose admin portal.

In this portal, you can manage all users, settings, and statistics for your organization.

Welcome to the admin portal

After opening the admin portal, you will land directly on the dashboard. Here you can see:

• The overall progress of your organization
• An overview of the gamification results

The dashboard serves as a starting point that allows you to quickly navigate to specific areas such as users, teams, content, or statistics.

Inviting users

You can add users in three different ways:

1. Manually via email

   Add one user at a time by entering their email address.

2. Bulk via CSV upload

   Ideal for larger organizations; upload a single file containing all user information.

3. Through Azure/Entra ID synchronization

   The user list stays automatically up to date when your organization uses Microsoft Entra ID (Azure AD).

For more detailed instructions, read: Inviting Users

User overview

In the user overview, you can see all accounts within your organization.

For each user, you can view details such as:

• Status (active / inactive)
• Team/group assignment
• Role (user / admin)
• Last activity

From this screen, you can open individual user profiles for more details, adjust their roles, or deactivate accounts when needed.

User settings

When you click on a user, you open that user’s detail page. Here, you can perform various admin actions. Below is an overview of all the functions you can find on this page, based on the options shown in the screenshot.
 

Actions for the user
 

Admin rights

Enable this option to give the user admin rights. An admin can:

• Manage other users
• Manage teams
• View billing information
• Change organization settings

Reset password

Send a password reset link to the user. Useful if someone can no longer log in.

Resend invitation

Resend the invitation email to the user’s email address.

Deactivate user

Temporarily deactivate the account.

The user’s data will be kept for 90 days, allowing you to restore the account later if needed.

Allow team statistics

When enabled, the user can view match statistics for the teams they belong to.

This is not an admin permission but provides additional insights.

Pause game

Pauses the awareness game for this user.

• Their streak will remain intact
• Game-related emails will not be sent temporarily
• The user will not receive new challenges until the pause is ended

You can also schedule a pause if needed.

Send game statistics

Send a report with the user's game statistics over a selected period (e.g., April 1–30, 2025).

View game week

Shows the game week the user is currently on.

Reset game progress

Reset the user’s awareness game.

This restarts the user at game week 1 and clears all previous progress and completed challenges.

Delete user

Permanently delete the user account.

Important: this action is irreversible.

Impersonate user

Temporarily log in as the user in order to:

• see exactly what the user sees
   

Important: For more detailed information and step-by-step guides on user management, please visit our User management page in the Help Center. It provides an overview of all available guides for admins.

Organization settings

In the admin portal, under settings, you will find the organization settings. Here you can manage everything that applies at the organizational level.
 

Organization details

In the Details section, you can set or modify the basic information for your organization:

• Company name
• Billing address (including postal code, city, and country)
• Contact email
• Phone number
• VAT number
• Default language for new users – this language is used when inviting new users.

This information applies to the entire organization.

Important: For more detailed information and step-by-step guides on management and other sections, please visit our for Admins page in the Help Center. It provides an overview of all available guides.

Organization notification settings

At the bottom of the page, you can manage notifications for the entire organization. Here you can choose which emails are sent and how often.
 

New challenge notifications

Emails and notifications about new challenges for all users. New challenge emails are sent every Tuesday as soon as a new challenge becomes available.
 

Weekly security reports

Weekly emails with security reports for all users.

Please note: these reports are only sent if VPN is included in your Guardey plan.
The email is sent every Monday.
 

Monthly game statistics (gamification report)

Monthly emails with game statistics. These are sent to admins at the beginning of each month, so you can quickly see the organization’s progress and engagement at a glance.