Overview

There are two primary ways to add users to the revel8 platform:

Manual Creation: Admins can manually add individual users through the dashboard.
Auto-Provisioning (SSO): Users are automatically synchronized from your Identity Provider (e.g., Microsoft Entra ID) via SAML.

Note: For more information on setting up automated provisioning via SAML, check out the article.

🛠 1. Navigating to User Management

To manage your users, follow these steps:

In the revel8 platform, go to the Settings section in the left-hand sidebar.
Select Employees.
Ensure you are on the Users tab at the top of the page.

➕ 2. Adding a User Manually

If you need to add a user outside of your automated sync, you can do so manually:

Click the Add button in the top right corner of the Users view.
In the Add User modal, provide the following details:
- First Name
- Last Name
- Email (This will serve as their username)
- Role (Select from the dropdown menu)
Click Save.

🔑 3. Understanding User Roles

When adding a user, you must assign a role to define their level of access within the platform.
Note: You can a more detailed user matrix at the bottom.

Role	Description
CISO	Full Plattform Admin. Security-focused administrative access for managing insights and platform administration.
DIRECTOR	High-level access, typically used for oversight and reporting across a specific part within the organization. This role allows access to the Human Risk Monitor (Reporting) without any further admin functionalities.
EMPLOYEE	The default role. Provides access to the personal space, such as the leaderboard or academy modules. This is the default role for all auto-provisioned users.
EDITOR	Content creator role for the Academy. Allows creating and editing training modules within the Learning Academy. Does not provide access to reporting or phishing-related features.

💡 Managing Group Access for Director Roles

When assigning the DIRECTOR role, you can define specific data visibility using two group fields:

Aggregated Groups: Select the groups this user can view within the Human Risk Monitor. Data for these groups will be anonymized.
Clear Name Groups: Select the groups for which this user is allowed non-anonymized (clear name) view access.

Examples:

Full Transparency: To allow a Director to see all data for a specific group with clear names, assign that group to both fields.
Full Anonymity: To ensure all data remains anonymized, assign groups to "Aggregated Groups" and leave the "Clear Name Groups" field empty.

📧 4. Onboarding & First Login

Once a user is added manually, the system triggers an automated onboarding process:

Welcome Email: The user will receive a "Welcome to revel8" email at the address provided.
Credentials: The email contains their Username and a Temporary Password.
First Login: Upon clicking Access Dashboard and logging in for the first time, the user will be prompted to change their temporary password to a permanent one of their choosing.

🔄 5. Sync Employees

The Sync employees feature allows you to reconcile the data in the revel8 platform between your employee data and user data.

It is important to understand the distinction between these two categories:

Employees: These are the employee data records synchronized from your directory (e.g., Entra ID).
Users: These are individuals who have been granted access to the revel8 platform to access dashboards or manage settings.

How the Sync Works

Click the Sync employees button in the top right of the Employees dashboard.
A Sync preview modal will appear, showing a summary of changes:
- Create: New users who will be invited to the platform.
- Update: Existing users whose details (like first or last name) have changed in the directory.
- Delete: Users who will have their platform access removed.
Review the counts carefully and click Execute sync to apply the changes.

⚠️ Caution Before Executing

Executing a sync will automatically create accounts and trigger notification emails (including temporary passwords) to all newly created users. Ensure your filters and groups are correctly configured before clicking Execute sync to avoid inviting unintended users to the platform.

Further Details on User Roles - Access Matrix

Platform Area	CISO	DIRECTOR	EMPLOYEE	EDITOR
Human Risk Monitor (Reporting)	✅ for all data anonomyzed or clear names can be defined on tenant level	✅ Limited to assigned groups (Aggregated / Clear Name can be specified)	❌	❌
Threat Composer(Local Simulation Library)	✅	❌	❌	❌
Campaign Management	✅	❌	❌	❌
Platform Management (Employees, Settings, Integrations, User Mgmt.)	✅	❌	❌	❌
Academy Admin(On Demand Training Platform)	✅	❌	❌	✅ Limited to creating and editing training modules
Personal Space (Leaderboard, Academy Progress)	✅ if user also exists as employee (not user: EMPLOYEE)	✅ if user also exists as employee (not user: EMPLOYEE)	✅ if user also exists as employee (not user: EMPLOYEE)	✅ if user also exists as employee (not user: EMPLOYEE)