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How to automatically manage users

Updated

Select the identity provider

To enable automatic user provisioning, the platform must connect to one of two supported identity providers:

  • Microsoft Entra ID (formerly Azure AD) for Microsoft 365 environments

  • Google Workspace

Only one identity provider can be connected at a time.
You must choose either Microsoft Entra ID or Google Workspace - connecting to both simultaneously is not supported.
User provisioning systems section titled Integrate with user provisioning systems. Microsoft Entra ID and Google Workspace each have Connect buttons. Note states only one identity provider can be connected at a time.

Follow the steps below to seamlessly integrate your identity provider with SoSafe, enabling automated user provisioning. Through this integration, you’ll have direct access to sync employee data, ensuring accurate, up-to-date information on SoSafe.

The setup will be based on our integration service provider Kombo, for both Microsoft Entra ID and Google Workspace.

Kombo is one of the third-party entities (referred to as “sub-processors”) that SoSafe engages with to process personal data on behalf of its customers. These sub-processors operate under contractual agreements with SoSafe, ensuring adherence to the commitments outlined in the SoSafe Data Processing Agreement.

For more information regarding the sub-processors and compliance check the page https://sosafe-awareness.com/legal/sub-processors/.

Prerequisites

Before setting up the identity provider integration, ensure that you meet the following requirements:

  1. Administrative privileges

  • Administrative rights in your chosen identity provider system are required. These privileges allow you to authorize SoSafe to sync and manage user data securely, enabling a smooth and secure integration.

Microsoft Entra ID

Connect to Microsoft Entra ID

  1. Click on the Microsoft Entra ID Connect button.

  2. On the Entra ID page, don’t change the user data options to synchronize and click Continue.

  3. Then click on Sign in with Microsoft Entra ID, and then enter the Microsoft Entra ID credentials of a user with the Global Administrator role, as explained here, to set up the synchronization.

Microsoft Entra ID consent dialog titled Connect your Microsoft Entra ID account to SoSafe. Lists permissions: Read legal entities, Read work locations, Read employees, Read groups. Continue button at bottom.
Entra ID sign-in dialog. Text explains: Setting up a connection with Microsoft Entra ID requires logging into your account. Dark blue Sign in with Microsoft Entra ID button visible. Help section below.

  1. On the Permissions requested page, click Accept.

  2. Click on Employee Filtering to edit the synchronization options if needed.

  3. Wait for the initial synchronization of rules to finish. Then, select the criteria to determine which employees to sync, and click on the Share x out of x employees button to finalize the synchronization.

Integration permissions page requesting access for employee data synchronization. Permissions requested dialog with Accept button to grant access and proceed with syncing user data.
Employee filtering configuration dialog titled Configure criteria that will determine which employees will be synced. Tabs for Config and Preview. Dropdowns for Employment status (Active, Pending, Inactive, Leave, No employment status) and Job title. Share 4 out of 4 employees button.

  1. Once Employee Filtering shows Completed, click on Finish.

Integration setup dialog showing Employee Filtering section with status marked Completed. Finish button at bottom to complete the Microsoft Entra ID user provisioning configuration.

Note: The initial sync may take several minutes.

  1. After the initial sync is complete, the Microsoft Entra ID status should show Connected (1) and the list of synced users (2) will be displayed below.

Partner Platform dashboard showing Add users page. License overview displayed. Microsoft Entra ID section highlighted with Connected status marked (1). Synced users list shown below (2) with columns: First name, Last name, Email, Status, Address, Language, Gender, Created on, ID.

Each user's language is determined by their Microsoft 365 display language configuration and cannot be changed on the SoSafe platform.

Change the Microsoft Entra ID integration

  1. Under User management, select the 3 dots next to Microsoft Entra ID Connected.

Add users dialog with user management table showing columns for first name, last name, email, status, address, language, and gender. Multiple entries with Assigned status visible. Microsoft Entra ID integration panel on right shows Connected status with options to reauthorize, edit filters, or disconnect.

  1. If the connection credentials have changed, select Reauthorize connection to enter the new Microsoft Entra credentials.

  2. If you want to edit the Employee filters, select Edit user filters to change the previous selection.

Delete the Microsoft Entra ID integration

  1. Under User management, select the 3 dots next to Microsoft Entra ID Connected, and select Disconnect.

Add users dialog with user management table showing columns for first name, last name, email, status, address, language, and gender. Multiple entries with Assigned status visible. Microsoft Entra ID integration panel on right shows Connected status with options to reauthorize, edit filters, or disconnect.

  1. On the Disconnect Microsoft Entra ID page, select the checkbox and select Disconnect.

Disconnect Microsoft Entra ID confirmation dialog. Heading: Disconnect Microsoft Entra ID? Warning text: Disconnecting will permanently remove all synced users and they will lose access to platform and trainings. Orange warning banner stating This action cannot be undone. Checkbox to confirm and red Disconnect button.

Disconnecting the integration will permanently remove all synced users. They will lose access to the platform and be immediately removed from all ongoing trainings.

Google Workspace

Connect to Google Workspace

  1. Click on the Google Workspace Connect button.

  2. On the Google Workspace page, don’t change the user data options to synchronize and click Continue.

  3. Then click on Sign in with Google, and then enter the Google Workspace credentials of a user with the Administrator role, as explained here, to set up the synchronization.

Google Workspace connection dialog titled Connect your Google Workspace account to SoSafe. Lists permissions: Read work locations, Read employees, Read groups. All expandable. Continue button at bottom.
Google Workspace sign-in screen titled Sign in with Google. Text: Setting up a connection with Google Workspace requires logging into your account. Blue Sign in with Google button. Help section below with connection guide link and Get Help button.

  1. On the Kombo wants access to your Google Account page, click Select all (1) and select Continue (2).

Kombo account permissions page titled Kombo wants access to your Google Account. Shows user email under Kombo account. Select what Kombo can access section with Select all checkbox marked (1). Permissions listed: View user schemas, View group subscriptions, View groups, See info about users, See and download GSuite directory. Trust Kombo section with privacy and terms links. Cancel and Continue buttons marked (2).

  1. Click on Employee Filtering to edit the synchronization options if needed.

  2. Wait for the initial synchronization of rules to finish. Then, select the criteria to determine which employees to sync, and click on the Share x out of x employees button to finalize the synchronization.

Google Workspace integration configuration dialog titled Configure your integration with Google Workspace. Employee Filtering section with description Choose which employees to sync and arrow icon. Finish button below.
Employee filtering dialog with title Configure criteria that will determine which employees will be synced. Config and Preview tabs. Search filters field. Employment status dropdown with checkboxes for Active, Pending, Inactive, Leave, No employment status. Job title dropdown showing No options found. Share 5 out of 5 employees button.

  1. Once Employee Filtering shows Completed, click on Finish.

Google Workspace integration setup dialog titled Configure your integration with Google Workspace. Employee Filtering section with Completed status badge. Finish button at bottom to finalize configuration.

Note: The initial sync may take several minutes.

  1. After the initial sync is complete, the Google Workspace status should show Connected (1) and the list of synced users (2) will be displayed below.

Partner Platform dashboard showing Add users section. License overview with numeric values. Google Workspace section highlighted with Connected status marked (1). Synced users list displayed below (2) with columns: First name, Last name, Email, Status, Address, Language, Gender, Created on, ID.

Each user's language is determined by their Google Workspace preferred language configuration and cannot be changed on the SoSafe platform.

Change the Google Workspace integration

  1. Under User management, select the 3 dots next to Google Workspace Connected.

Partner Platform user management page showing Add users section. License overview visible. User list with search functionality and columns for name, email, and status showing Assigned badges and language information.

  1. If the connection credentials have changed, select Reauthorize connection to re-enter the new Google Workspace credentials.

  2. If you want to edit the Employee filters, select Edit user filters to change the previous selection.

Delete the Google Workspace integration

  1. Under User management, select the 3 dots next to Google Workspace Connected, and select Disconnect.

Partner Platform user management page showing Add users section. License overview visible. User list with search functionality and columns for name, email, and status showing Assigned badges and language information.

  1. On the Disconnect Google Workspace page, select the checkbox and select Disconnect.

Disconnect Google Workspace confirmation dialog. Heading: Disconnect Google Workspace? Warning: Disconnecting will permanently remove all synced users and they will lose access to platform and trainings. Orange warning banner This action cannot be undone. Checkbox to acknowledge and red Disconnect button.

Disconnecting the integration will permanently remove all synced users. They will lose access to the platform and be immediately removed from all ongoing trainings.

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