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Users, Departments & Roles

BongoShield gives you clear, simple control over who's in your organization, how they're grouped, and what each person can do.

Adding employees

There are two ways employees get into BongoShield:

  • Bring them in automatically. If your organization uses a corporate directory (like Active Directory) or Single Sign-On, employees can be brought in and kept in sync automatically, so new joiners appear without manual work. Your BongoShield contact will help you set this up.
  • Add people manually. You can add individual users yourself — handy for contractors, auditors, or anyone not in your main directory.

New joiners simply sign in with their work email and start with the daily question — no complicated onboarding.

Departments

Departments let you organise employees to match your real structure — for example Retail Banking, Nairobi Branch, or HR.

Departments make it easy to:

Roles and permissions

BongoShield keeps roles simple and clear. Every person has exactly one role:

Role What they can do
Owner Full control, including organization settings, sign-in configuration, licensing, and branding. Usually one or two senior people (for example, your CISO and a backup).
Admin Day-to-day running of the platform across the whole organization — manage users, run campaigns, assign training, and view all reports.
Manager The same day-to-day abilities as an Admin, but limited to the departments they're assigned — perfect for regional or team leads.
Viewer Read-only access to dashboards and reports. Can be organization-wide (great for auditors) or limited to specific departments.
User Every employee. Answers the daily question, takes training, reports phishing, and sees their own points and rank.

Assign the least access needed

A good rule of thumb: give each person the lowest role that still lets them do their job. Most people are Users. Keep the Owner role to a trusted few.

A note on managers and viewers

  • A Manager sees and manages only the departments assigned to them — ideal for a branch or regional lead who should focus on their own team.
  • A Viewer with no specific departments gets an organization-wide read-only view (useful for auditors and board reporting); a Viewer assigned to departments sees just those.

Keeping access safe

  • Roles are always enforced by BongoShield's servers, so people only ever see and do what their role allows.
  • Your organization always keeps a secure way for a trusted Owner to get in, even in unusual situations — so you're never locked out of your own platform.