How to view and manage back office user profiles on the Back Office Dashboard?

The Back Office Dashboard in GuardsPro provides a dedicated profile for each back-office user, giving you a complete view of their information while also allowing you to manage their profile and related records from one place.

You can review and update profile details, add notes, upload and manage files, and view system logs to track relevant account activity. This keeps important user information organized, accessible, and easy to manage whenever needed.

📌 Prerequisites

Before viewing and managing a back-office user profile, make sure:

• The back-office user has already been added or invited to your GuardsPro account.
• You are logged in to the Back Office Dashboard with the required permissions to view or manage back-office users.
• The relevant clients and post sites are already set up if you need to assign or reassign them to the user.

💡 Note: Some profile and access options may depend on your user role and access level.

✅ This guide will walk you through the steps to view and manage back office user profile on the Back Office Dashboard:

👤 Step 1: Navigate & Select User Profile  

• From the main menu, click on Security Team.
• Select Back Office Team.
• Choose the user profile for which the access level changes need to be made.

⚙️ Step 2: Manage Back Office Users

From the Back Office Users page, you can further manage each user’s profile, access, and account status as needed.

1. Locate the user you want to manage.
2. Click the ⋮ (three-dot) menu next to the user.
3. Select the required option:

• Categorize – Assign the user to a category as well as manage the category.
• View Details – View and manage the user's information such as profile, notes, files and system logs. 
• Archive – Archive the user when the user is no longer needed.

💡 Important: The Status column shows whether the user is Active or still Invited. An Invited status means the user has been sent an invitation but has not yet completed registration.

⚙️ Step 3: Edit & Update Access Level  

To update a user profile, click the back-office user’s name, or click the three dots (⋮) next to the user and select View Details.

• Update the user’s profile image to keep their profile current and easily identifiable if required. 
• Adjust the user’s Access Level as needed to ensure they have the appropriate permissions.
• You can also assign or reassign clients and post sites based on the user’s responsibilities.
• Once the required changes are made, click Update to save them.

📂 Step 4: Manage User Records

Under the Profile tab, you can access additional information related to the back-office user through Notes, Files, and System Logs:

• Notes – Record useful information, updates, or reminders related to the back-office user for easy reference.
• Files – Keep relevant documents and other important files within the user’s profile so they can be easily accessed when needed.
• System Logs – View a record of changes and activities performed by the back-office user within the system.

🗂️ Step 5: Manage Multiple Back Office Users in Bulk

You can manage multiple back office users at once using the Action menu.

1. Select the checkbox next to the user(s) you want to manage.
2. Click Action.
3. Select the required option:
   • Move – Move the selected user(s) to existing categories.
   • Remove – Remove the selected user(s) from the list.
   • Manage Categories – Assign or update categories for the selected user(s).

⚠️ Important: The Remove action permanently deletes the selected user(s) from your account along with the data associated with it. 

📤 Step 6: Search, Filter, and Export Back Office User Data

You can use the Search User field or Filters to quickly find the users you need.

Further, you can export Back Office User information in PDF or Excel format for record-keeping, review, or sharing.

1. Click the ⋮ (three-dot) menu in the top-right corner, next to Filter.
2. Select the required export option:
   • Export as PDF – Export the user list as a PDF file.
   • Export as Excel – Export the user information as an Excel file.

🎯 That’s it! Viewing and managing a back office user profile on the GuardsPro Dashboard is simple and efficient. By following these steps, you can manage user permissions securely and ensure smooth operations across your team.

For further assistance, feel free to contact the GuardsPro Support Team anytime.