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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
  2. Enterprise Setup
  3. User Management
  4. Inviting Team Members
  5. Managing Invitations
  6. Company Settings
  7. Monitoring and Analytics
  8. Security Management
  9. Billing and Subscriptions
  10. Best Practices
  11. 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:

Sales Inquiries:

  • Contact: Sales Team
  • Contact for new Enterprise subscriptions
  • Custom feature requests
  • Pricing information

Technical Support:

  • Contact: Technical Support
  • 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.