How to invite back office users on the Back Office Dashboard?

The GuardsPro allows you to invite back office users 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.

📌 Prerequisites

Before inviting a back-office user, make sure:

• You have the required permissions to add back-office users to your GuardsPro account.
• You have the user’s name and valid email address ready.
• The required clients and post sites are already set up if you plan to assign them to the user.
• You know the appropriate Access Level the user should have based on their role and responsibilities.

💡 Note: If the user already uses the GuardsPro Mobile App, use the same email address when inviting them as a back-office user to avoid counting them as a separate user for billing.

✅ This guide will walk you through the steps to add and manage back office users on the Back Office Dashboard:

➕ Step 1: Navigate to Back Office users

• From the dashboard, click Security Team in the main menu. 
• Select Back Office Users from the drop-down menu. 
• The Back Office Users page displays a list of all existing users, including the Super Admin account details.
• 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 and post sites 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 for billing.

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: Update Access for Existing Users  

To change the access level of an existing member:

• Click on the back office user name or click on the three‑dot menu next to their name.
• Select View Details.

📑 Step 4: Modify Access Level  

• Under the profile section, update the Access Level as required.
• Click Update to save the changes.

💡 Please note: The access level of a back-office user with an Invited status cannot be updated until they accept the invitation and their status changes to Active. While the user is in the Invited status, you can only resend the invitation or update their category.

⚙️ Step 5: Manage Back Office Users

Once added, back-office users can be managed directly from the Back Office Users page. You can categorize users, view and manage their details, or archive them when 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.
   • 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.

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

🎯 That’s it! Inviting back-office users to the GuardsPro Back Office Dashboard is simple and efficient. By following these steps, you can invite new users, assign appropriate access levels, and categorize them to ensure secure and streamlined management of your security operations.

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