# GetSafeDocs Enterprise Admin Guide

This guide is designed for Enterprise administrators who need to manage their organization's GetSafeDocs account, invite team members, and oversee company-wide document sharing activities.

## Table of Contents

1. [Getting Started with Enterprise](#getting-started-with-enterprise)
2. [Enterprise Setup](#enterprise-setup)
3. [User Management](#user-management)
4. [Inviting Team Members](#inviting-team-members)
5. [Managing Invitations](#managing-invitations)
6. [Company Settings](#company-settings)
7. [Monitoring and Analytics](#monitoring-and-analytics)
8. [Security Management](#security-management)
9. [Billing and Subscriptions](#billing-and-subscriptions)
10. [Best Practices](#best-practices)
11. [Troubleshooting](#troubleshooting)

---

## Getting Started with Enterprise

### Prerequisites

To access Enterprise features, you need:
- **Enterprise subscription** (contact sales for pricing)
- **Admin privileges** in your organization
- **Verified email address**

### Accessing Enterprise Admin

1. **Log in to your GetSafeDocs account**
2. **Navigate to "Enterprise Admin"** in your profile menu
3. **Verify your admin status** and subscription

### Initial Setup

If this is your first time accessing Enterprise Admin:
1. **Create your company profile**
2. **Set up your organization name**
3. **Configure initial settings**
4. **Invite your first team members**

---

## Enterprise Setup

### Creating Your Company Profile

1. **Access Enterprise Admin** from your profile
2. **Click "Create Your Enterprise"**
3. **Enter your company information:**
   - **Company Name:** Official organization name
   - **Number of Seats:** Maximum users (based on your subscription)
4. **Click "Create Enterprise"**

### Company Information

**Required Information:**
- Company name (can be updated later)
- Admin user designation
- Seat allocation

**Optional Information:**
- Company description
- Contact information
- Custom branding (contact support)

---

## User Management

### Understanding User Roles

**Company Admin:**
- Full access to Enterprise Admin panel
- Can invite and remove users
- Can modify company settings
- Can view all company activity

**Subscription Owner:**
- Handles billing and payments
- Cannot be removed by other admins
- Must transfer subscription before removal
- Usually the same as Company Admin

**Regular Users:**
- Full Enterprise features
- Can send/receive documents
- Cannot access admin functions
- Can be removed by admins

### Viewing Company Users

1. **Go to Enterprise Admin**
2. **Click "Enterprise Users"**
3. **View the user table** showing:
   - Email addresses
   - User roles
   - Join dates
   - Last login times
   - Actions available

### User Information Display

The user table shows:
- **Email:** User's account email
- **Role:** Admin, User, or Subscription Owner
- **Joined:** Date user joined the company
- **Last Login:** Most recent login time
- **Actions:** Available management options

---

## Inviting Team Members

### Sending Invitations

1. **Go to "Invite New User"** section
2. **Enter the recipient's email address**
3. **Click "Send Invitation"**
4. **Confirmation message** will appear

### Invitation Process

**What Happens:**
1. **Invitation email sent** to the recipient
2. **7-day expiry** automatically set
3. **Unique token generated** for security
4. **Pending status** until accepted

**Email Contents:**
- Professional invitation message
- Direct link to accept invitation
- Instructions for new users
- Information about Enterprise features

### Invitation Limits

- **Seat-based limits:** Cannot exceed your subscription seats
- **Email validation:** Must be valid email addresses
- **Duplicate prevention:** Cannot invite existing users

---

## Managing Invitations

### Viewing Invitations

**Pending Invitations:**
- Shows all sent but not yet accepted invitations
- Displays send date and expiry date
- Provides management actions

**Accepted Invitations:**
- Shows successfully accepted invitations
- Displays acceptance dates
- Historical record of company growth

### Invitation Actions

**For Pending Invitations:**
- **Resend:** Extends expiry and sends new email
- **Cancel:** Removes the invitation permanently

**For Accepted Invitations:**
- **View details:** See acceptance information
- **No further actions:** Invitation is complete

### Resending Invitations

1. **Find the pending invitation**
2. **Click "Resend"**
3. **New 7-day expiry** is automatically set
4. **Fresh email sent** to the recipient

### Canceling Invitations

1. **Find the pending invitation**
2. **Click "Cancel"**
3. **Confirm the cancellation**
4. **Invitation is permanently removed**

---

## Company Settings

### Updating Company Information

1. **Go to "Company Settings"**
2. **Edit company name** if needed
3. **Click "Update Company Name"**
4. **Changes are saved immediately**

### Company Overview

The overview section displays:
- **Total Users:** Current users vs. seat limit
- **Total Messages Sent:** Company-wide activity
- **Subscription Status:** Current plan information

### Seat Management

**Understanding Seats:**
- **Seat Limit:** Maximum users allowed
- **Current Usage:** Active users in company
- **Available Seats:** Remaining capacity

**Adding More Seats:**
- Contact support to increase seat limit
- Billing adjustments handled separately
- Immediate activation after payment

---

## Monitoring and Analytics

### Company Activity Overview

**Key Metrics:**
- Total number of users
- Messages sent across organization
- Recent activity trends
- User engagement levels

### Recent Enterprise Messages

**Message Tracking:**
- Date and time of messages
- Sender information
- Message subjects
- Activity status

**Accessing Detailed Analytics:**
- Individual user activity (contact support)
- Message tracking details
- Security event monitoring
- Custom reporting (contact support)

---

## Security Management

### User Security

**Account Security:**
- All users have Enterprise-level security
- 2FA available for all users
- Advanced threat protection
- Comprehensive audit logging

**Access Controls:**
- Role-based permissions
- Admin-only functions
- User management controls
- Activity monitoring

### Data Security

**Enterprise Security Features:**
- AES-256 encryption at rest
- TLS 1.3 for data in transit
- Malware scanning for all uploads
- Secure token-based access

**Compliance:**
- PIPEDA compliance (Canada)
- GDPR alignment (EU)
- SOC 2 Type II ready
- ISO/IEC 27001 controls

---

## Billing and Subscriptions

### Subscription Management

**Subscription Owner:**
- Handles all billing
- Receives payment notifications
- Manages seat allocations
- Cannot be removed by other admins

**Transferring Subscription:**
- Contact support to transfer ownership
- New owner must accept transfer
- Billing responsibility changes
- Previous owner becomes regular user

### Seat Management

**Current Seats:** Based on your subscription plan
**Adding Seats:** Contact support for upgrades
**Removing Seats:** Contact support for downgrades
**Billing:** Handled by subscription owner

---

## Best Practices

### User Management Best Practices

1. **Regular User Audits:**
   - Review user list monthly
   - Remove inactive users
   - Verify user roles are correct
   - Monitor login activity

2. **Invitation Management:**
   - Send invitations with clear instructions
   - Follow up on pending invitations
   - Cancel unused invitations promptly
   - Keep invitation records organized

3. **Security Best Practices:**
   - Encourage 2FA adoption
   - Monitor security events
   - Review access patterns
   - Maintain security policies

### Communication Best Practices

1. **Clear Instructions:**
   - Provide context for invitations
   - Explain Enterprise benefits
   - Set expectations for usage
   - Offer training resources

2. **Ongoing Support:**
   - Regular check-ins with users
   - Address questions promptly
   - Share best practices
   - Encourage feedback

### Administrative Best Practices

1. **Regular Maintenance:**
   - Update company information
   - Review user activity
   - Monitor seat usage
   - Plan for growth

2. **Documentation:**
   - Keep user lists current
   - Document policies and procedures
   - Maintain contact information
   - Track important decisions

---

## Troubleshooting

### Common Issues

**"Cannot invite user - seat limit reached"**
- Check current user count vs. seat limit
- Remove inactive users if needed
- Contact support to increase seats
- Verify subscription status

**"Invitation email not received"**
- Check spam/junk folders
- Verify email address is correct
- Try resending invitation
- Contact support if persistent

**"User cannot access Enterprise features"**
- Verify user accepted invitation
- Check user's access level
- Ensure account is verified
- Contact support for assistance

**"Cannot remove subscription owner"**
- Transfer subscription first
- Contact support for transfer process
- New owner must accept transfer
- Previous owner becomes regular user

### Getting Help

**Support Channels:**
- **Email Support:** Direct contact with support team
- **Phone Support:** Available for Enterprise customers
- **Documentation:** This guide and user documentation
- **Training:** Available upon request

**Before Contacting Support:**
- Check this guide for solutions
- Verify user permissions and roles
- Note specific error messages
- Include relevant account information

---

## Advanced Features

### Custom Integrations

**Available Integrations:**
- API access for custom applications
- Webhook notifications
- Single Sign-On (SSO) options
- Custom branding (contact support)

### Reporting and Analytics

**Standard Reports:**
- User activity summaries
- Message volume reports
- Security event logs
- Usage statistics

**Custom Reports:**
- Contact support for custom reporting
- Advanced analytics available
- Export capabilities
- Scheduled reports

### Compliance and Auditing

**Audit Capabilities:**
- Complete activity logging
- User action tracking
- Security event monitoring
- Compliance reporting

**Compliance Features:**
- Data residency controls
- Encryption key management
- Access control logging
- Retention policies

---

## Contact Information

**Enterprise Support:**
- Contact: [Enterprise Support](contact.php)
- Response Time: Within 24 hours

**Sales Inquiries:**
- Contact: [Sales Team](contact.php)
- Contact for new Enterprise subscriptions
- Custom feature requests
- Pricing information

**Technical Support:**
- Contact: [Technical Support](contact.php)
- General technical assistance
- Bug reports
- Feature requests

---

*This Enterprise Admin Guide is regularly updated. For the latest information, visit GetSafeDocs.com or contact our Enterprise support team.*