How to add and manage back-office users on the Back Office Dashboard?

GuardsPro allows you to invite back-office team members to access your company dashboard and assign access levels and permissions based on their roles and responsibilities. You can also control which data and client information each user can view or manage, helping you maintain secure and organized access across your team.

✅ Step-by-Step Guide to add and manage your back office team members: 

➕ Step 1: Navigate to Back Office users

1. From the dashboard, click Security Team in the main menu. 
2. Select Back Office Users from the drop-down menu. 
3. The Back Office Users page displays a list of all existing users, including the Super Admin account details.
4. Click New User to add a new back-office team member.

📝 Step 2: Enter User Details

Enter the required information for the team member:

• Name
• Email Address

You can also define the user's access level and select the clients they can access or manage.

• Once done, click on the Submit button.

💡 Important: 

• Set the user's permissions based on their role and responsibilities to ensure they only have access to the information they need.

• If the user already has access to the GuardsPro Mobile App, use the same email address when inviting them as a Back-Office User. This allows the system to count them as one user instead of two.

The user will receive an invitation link via email. They can use the link to register and access the GuardsPro Back-Office Dashboard.

⚙️ Step 3: Manage Back-Office Users

After adding back-office users, you can manage their access and account status directly from the Back Office Users page.

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.
   • View Details – View and manage the user's information such as profile, notes, files and system logs. 
   • Archive – Archive the user when the user 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 4: 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 5: 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!

By following these simple steps, you can add new back-office team members, manage their access levels and role-based permissions, and ensure each user has the appropriate access to support your day-to-day operations effectively.

If you have any more questions, please feel free to contact our support team anytime.

Please feel free to watch our informative tutorial video on YouTube :