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Welcome to Whistic Support

User Management

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Table of Contents

Summary

The ability to add and manage users is a feature that only paying customers have access to. If you are concerned if adding users to your Whistic instance will affect your contact, please reach out to your CSM for more details. To get started on adding users, follow the steps below.

IMPORTANT NOTE: If your company currently has SSO enabled and required, the steps in this article will not apply. New users must be added within your IDP and they will need to follow your company bookmark link and login before you are able to view them in User Management. More details on SSO can be found HERE.

🧭 Navigation

User Management

Location: Settings > User Management:

Search - You can search for specific users by Name, Email, and Permission. You'll see the results automatically update as you type.

Add User - This button allows you to invite new users to access your Whistic instance. They will receive an email notification to register and access Whistic.

  • SSO (Add User) - If you do not see this button, your company has SSO required to add new users. They will need to be added to your IDP and assigned the Whistic app. After they have logged in at least once, you will see their information in User Management.
  • SSO (User Not Populating) - Additionally, once you click 'Add User' option and fill out the form when using SSO, the user will not be displayed in the list until they log in via the SSO bookmark link. Login sessions generate the users account.

Status - Indicates if the user is set to 'Activated'. If they are set to 'Inactive', they will not be able to log in to access your Whistic instance

Access - Indicates if the user is set to 'Managed'. Managed users have access to company data and features. Unmanaged users can log in, but they will not be able to see any company data or features. Unmanaged users will not have any privileges listed.

Privileges - Indicates the permissions that have been assigned to them. Manager = Admin. If they are not an admin, the other permissions/access will be listed.

Last Modified By - Indicates the last user who changed the user information. If the email auth0_api@whistic.com is listed here, the user received an email that they were added as a user and have completed registration.

Last Modified Date - Indicates the date the last change was made

➕ Add New Users

1. If you would like to add a user(s) Select Add User at the top right.

2. An iFrame window will appear with prompts to add user information and privileges. Required information includes the First Name, Last Name, Email and Privileges. Select Save.

3. The added user will display as 'Not Registered' until they have followed the link and registered in Whistic

Note: Contact information gathered during the registration process or when adding a user may be displayed internally and externally. For example, contact information may be displayed when you send an assessment request - Click here for more details

The newly added user will receive an email to complete their Whistic registration. The subject will be "Welcome to Whistic" and have a button that says "Complete Your Account." Most of our emails come from info@whistic.com. They will then confirm their information and provide a password. Once registered, they will have access to Whistic according to the privileges you selected.

✏️ Edit Existing Users

To edit a user, select the Edit button on the right, directly across from the user you are looking to make changes to.

  • Making a user "managed" gives a user access to your company data and features.
  • Unmanaged users are connected to your company but do not have access to your company's data or features.
  • If you uncheck the 'Activated' checkbox, the user will still be in your list of users under User Management as an Inactive user. If you need to completely remove them, you will want to archive them. If you already made them inactive and now want to archive the user, simply click the Activate button and then click the red 'Archive' link in the top right of the pop-up box. This will completely remove them from User Management.
  • Email addresses cannot be edited due to registration data. If an email address has changed or was entered incorrectly, please add the new email address as a new user and archive the old one.
NOTE: Answer Self-Assessment / Edit Whistic Trust Center is grayed out if Read Self-Assessment / Whistic Trust Center is checked. Uncheck Read Self-Assessment / Whistic Trust Center first and then check Answer Self-Assessment / Edit Whistic Trust Center.

FAQ

Why was my user not added?

If you attempt to add the user fails, it may be because the user has been already archived on the account. Please contact us to confirm and remedy this for you.

I added a user but they are not showing up on the User Management list, how come?

If you are utilizing SSO, the user will not show up on the list in User Management until they log in and generate their account through the bookmark link.

How come I am unable to make a user managed?

If you leverage IDP-controlled roles with no 'Edit' button in User Management, Support will have to assist with marking that user as Managed.

Whistic SSO does not automatically provision historical users with 'Managed' access.

📚 Additional Resources

  • For help completing registration - click HERE
  • For help archiving a user - click HERE
  • To better understand user permissions - click HERE

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