Operations Guide- Super Admin

This guide covers the operation of the GuardWare Partner Portal as a Super Admin. Super Admins are internal GuardWare users with the highest level of access, responsible for provisioning and managing partner accounts, users, and platform-wide configurations.

Access the Portal

The Partner Portal supports two sign-in methods: email credentials provided by GuardWare or an existing Microsoft 365 account. Two-factor authentication (2FA) applies to email-based sign-in only.

1. Navigate to your portal URL and sign in either with your GuardWare-provided credentials or your Microsoft 365 account.
2. If signing in with email credentials for the first time, set up two-factor authentication (2FA) using an authenticator app. This step is mandatory and cannot be skipped.
3. Accept the EULA to proceed. This appears once and must be accepted to continue.

Recover 2FA

If you lose access to your authenticator app, your OTP configuration can be reset in two ways:

1. On the OTP entry page, select Reset OTP.
2. The OTP configuration will be sent to your registered email address.
3. Follow the instructions in the email to reconfigure your authenticator app.
4. Alternatively, another user can reset OTP on your behalf by logging into the Management Console, navigating to the relevant organisation, going to Organisations > Users, and clicking on your entry.

ADMINS

The Admins section provides an overview of all Super Admin accounts and allows existing Super Admins to add new ones.

Add an Admin User

1. Navigate to ADMINS and click +Add Admin User.
2. Enter the user's name, email, and phone number.
3. Click Create Admin.

The new Super Admin will receive their login credentials via email. On first login, they will be prompted to set a new password and configure 2FA using an authenticator app. If signing in with a Microsoft 365 account, 2FA setup is not required.

Update Details

1. Navigate to ADMINS and click Actions on the desired entry.
2. Click Update Details, make the required changes and click Save.

Reset Password

1. Navigate to ADMINS and click Actions on the desired entry.
2. Click Reset Password, enter the new password and click Reset.

The new password must be communicated to the user manually through secure channels, as sending passwords over common channels exposes them to interception.

Delete User

1. Navigate to ADMINS and click Actions on the desired entry.
2. Click Delete User to permanently remove the account. A Super Admin cannot delete their own account.

PARTNERS

The Partners section is where all partner accounts are provisioned and managed. A partner account may represent an MSP (Managed Service Provider) / MSSP (Managed Security Service Provider), SI (Systems Integrator), or Reseller operating under GuardWare.

Add a Partner

1. Navigate to PARTNERS and click + Add Partner.

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Step 1: Partner Details

Enter the partner's information.

1. Partner Name: Enter the partner’s registered or official business name.
2. Partner Type: Select the category that best defines the partner’s role. The partner type determines the licence duration available when assigning product licences to organisations. If multiple partner types are selected, the corresponding licence durations for each apply. To assign licences to an organisation, log in as a Partner.

   Partner Type	Description	Licence Duration
   MSP/MSSP	Delivers ongoing IT management and support services to customer organisations.	Monthly
   SI	Integrates GuardWare into a customer's existing technology environment.	Yearly
   Reseller	Sells GuardWare products directly to end customers.	Yearly

3. Country: Select the country from the dropdown where the partner is legally registered or operates from.
4. City: Enter the city of the partner’s primary business location.
5. Street Address: Provide the full street address of the partner’s primary office.
6. Website: Enter the partner’s official website URL (if available).
7. Phone Number: Enter a valid contact number, including country code.
8. Partner Logo: Upload the partner's logo. (Recommended size is 200 x 200px with a maximum file size of 2MB. Supported formats are: PNG, JPG, JPEG, SVG, WEBP.)
9. Click Next.

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Step 2: Contact Details

Enter the partner's contact details. Assign a primary contact as well.

1. Name: Enter the contact person’s full name.
2. Email: Enter a valid email address for communication and account-related notifications.
3. Phone Number: Enter a contact number, including country code.
4. Designation: Enter the contact person’s job title or role.
5. Department: Specify the department the contact belongs to (e.g., Sales, IT, Support).
6. Is Primary Contact Person: Designates the primary contact for the partner account. At least one primary contact is required, and only one primary contact can be set at a time.
7. Is System Account: Creates a portal account for the contact. Login credentials are sent automatically to the provided email address upon creation.
8. Click +Add Contact and click Next.

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Step 3: Select Products

Partners can allocate these products and issue licences to their customer organisations.

1. Select the products to make available to the partner by clicking the checkboxes.
2. Click Next.

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Step 4: Review and Activate

1. Review the entered details and click Add Partner.
2. Click Back to edit details.

Edit Partner Details

1. Navigate to PARTNERS and click Manage Partner on the desired partner.
2. Update details by clicking :

   

   1. Identification: Partner name, type, contact, and address.
   2. Contacts: Add, remove, or edit contacts and reassign the primary contact.
   3. Products: Add or remove assigned products. To manage licence allocation, log in as a partner user and assign licences to the desired organisation(s).

Deactivate/Restore Partner

1. Navigate to PARTNERS and click Actions on the desired partner.
2. Click Delete Partner to suspend the partner account along with all associated users and organisations.

   
3. Click Restore Partner to restore the suspended partner account.

   

PARTNER USERS

Partner users use the Partner Portal to manage customer organisations, assign products, and handle day-to-day operations. All partner users across all partner accounts are visible in this section, regardless of their affiliated partner. A partner account must be assigned when creating a partner user. There are two partner-level user roles:

User Type	Description
Partner Admin	Partner Admins are created by GuardWare and have the highest level of access in the partner portal. They can create and manage Partner Admins as well as Partner Users.
Partner User	Partner Users can access the Partner Portal and manage organisations, users, and settings for the customers.

Organisation Users are not partner-level users. They are end customers who access the GuardWare Management Console for their assigned organisation and have no access to the Partner Portal. For managing organisation users, see Adding Organisation Users.

Add a Partner User

Partner users are the individuals who will use the Partner Portal to manage customer organisations, assign products, and handle day-to-day operations across managed organisations.

1. Navigate to PARTNER USERS and click +Add Partner User.
2. Select the Partner you want to add the user to from the dropdown.
3. Enter the user's name, email, phone number, and designation.

   
4. Select the partner role, Partner Admin or Partner User, and click Create. A login invitation will be sent to the provided email address.

   

Only Partner Admins can create other Partner Admins.

Edit a Partner User

1. Navigate to PARTNER USERS and click Actions.
2. Click Update Details on the desired user's entry.

   
3. Update the required details and click Save.

Resend Invitation

1. Navigate to Partner Users > Actions.
2. Click Send Invitation on the desired user's entry.

   
3. A new login invitation will be sent to the user's registered email address.

Disable or Restore a Partner User

1. Navigate to PARTNER USERS > Actions on the desired user's entry.
2. Click either Disable to suspend the account or Restore to reactivate it.

   

Reset User Password

1. Navigate to Partner Users > Actions.
2. Click Reset Password on the desired user's entry.

   
3. Enter the new password and click Reset. The user can now log in using the new password.

Communicate the new password to the user manually through secure channels, as sending passwords over common channels (email, unencrypted messages) exposes it.

ORGANISATION

Organisations represent individual customer environments managed under partner accounts. Each organisation maps to a single end customer and has its own users, products, and licences.

Transfer an Organisation

Partner Admins can transfer organisations between partner accounts. This may be required when a customer is moving from one partner to another. The original partner loses access to the organisation immediately upon transfer.

1. Navigate to ORGANISATION.
2. Select the organisations you wish to transfer by clicking the checkboxes.
3. Click Transfer Organisation.
4. Select the destination partner from the dropdown and type 'Confirm'.
5. Click Submit to complete the transfer.

Organisation details can be viewed at any time by navigating to Actions > View Organisation on the desired entry. For creating and managing organisations, refer to adding an organisation.

DATA TYPES

Data Types define what sensitive data GuardWare scans for within an organisation's environment. Data Type Templates group data types into a reusable set, defined once and applied to organisations instead of assigning data types individually each time.

• Data Types: add or manage the individual detection rules GuardWare scans against.
• Data Type Templates: bundle data types together so they can be reused across organisations.

For more details, see the Data Types, and Data Type Template guides.

INSIGHT

INSIGHT templates define the policies and configurations applied to devices within an organisation.

• Advanced Settings: the core monitoring setup, covering detection methods, app/URL/file exclusions, and device-server communication.
• User Policies: control what user activity gets monitored and what actions get restricted.
• Working Days & Hours: set the organisation's working hours so activity tracking reflects actual work time.

For more details, see the Advanced Settings, User Policies, and Working Days & Hours guides.

PROTECT

PROTECT templates define the protection policies applied to an organisation.

• User Policies: control what's available to end users in the PROTECT Agent.
• Application: decide which applications are trusted to open, edit, and save protected files.
• Avoid Folders: exclude specific directories from encryption, with the option to still protect selected subfolders.

For more details, see the User Policies, Application, and Avoid Folders guides.

BILLING

The Billing section covers subscription activity across partners and organisations.

• Alert History: look back at billing alerts already sent
• Upcoming Alerts: see what's coming up for renewal or expiry

For more details, see the Billing guide.

LICENCE STATUS

The Licence Status section tracks licence allocation across INSIGHT, DISCOVER, and PROTECT for every partner and organisation, searchable and filterable by partner, organisation, or expiry date.

For more details, see the Licence Status guide.