User Management

For information on New User Onboarding, click here.

Users can be managed from the Users panel located in the RoboForm for Business administrator interface.

Status

The status column indicates each user's current status.

• "Not complete" Indicates that the user account was created by the company admin, instructions were sent to the user's email, but the user has not yet completed the account setup steps.
• "Active" indicates that the user has completed all steps for account creation and is now fully added to your company as an active user.
• "Invited" indicates that a user with a preexisting RoboForm account was invited to join the RoboForm for Business company account, and the user did not yet accept the invitation. 
• "Suspended" Indicates that the user was suspended by the company admin. Suspended users are revoked from all group data access. Users can be restored from suspended status.
• "Blocked" Indicates that the user’s account has been blocked. The user can be unblocked, clicking their name and selecting unblock.

User Details

Click on any user's row or select User Details from the dropdown list to access the user's details.

User details show a user's Groups, Group Data, Security Overview, Devices, Activity, and personal Policy Report.

 

Suspending a User

If, for any reason, a user needs to be suspended, right-click on the user's row from your list of users and click "Suspend".

Click "Yes" to confirm the user suspension.

Suspending a user revokes access to data that is shared with them through any groups that they belong to. The user will still be subject to all the company's policies, and they will still have one of the company owned licenses assigned to them. The user can be restored at any time. To restore a user, right-click on the user's row from your list of users and click "Restore"

Click "Yes" to confirm the user restore.

 

Blocked User

If a user’s account is blocked by the RoboForm server, the status column will show "Blocked". By right-clicking on the blocked username, an option to unblock them will open.   

 

Add or Remove Users for a Group

By selecting users, the options "Add to Group" and "Remove from Group" will be available.

 

Edit

A user's information can be changed by clicking their name from the user panel to open the User's page.

Click on "User Settings"

From here, the name tied to their account and their email address can be edited.

• Make Admin: This will give the user full permissions, allowing them to add users to the company, make and populate groups, and edit policies.

• Reset Password: This will email a prompt to the user to begin the password reset process. RoboForm is encrypted using AES-256 bit encryption. The only way to retrieve this data is with the correct Master Password. If a Master Password is reset, the user will be able to gain access to their account, but any data that they created themselves will be lost, and they will need to be re-added to any group they are a part of. Be very careful not to forget your Master Password.

• Convert to personal: This will convert a user's account to a consumer account. After being reverted to a consumer account, the user will have access to all of their personal data and will be given a 30-day trial of RoboForm Everywhere. The user will lose access to any data shared with them through groups and will no longer be affected by company policies.

• Suspend: This will put the user in a suspended state until they are either restored or deleted.

Audit

A user's activity in RoboForm can be reviewed by clicking their name in the Users panel and opening the Activity tab.

 

 

This page will show a log of each time the user has accessed RoboForm or edited company data, including their device type and approximate geolocation. These logs can be exported using the Export Activity Log option.