User management is one of the most critical functions in Confide. Administrators can invite users, assign roles, and control exactly what each user can see and do across the platform.
User Types
When a user is first invited, their permissions are set based on their role type (maximum for Admin, minimum for User/External). Once a user exists in the platform, changing their role type does not automatically recalibrate all their permissions. Always review and update permissions manually when changing a user's role.
There are three user role types in Confide:
Admin
Full access to all platform features. Admins are the primary people performing administrative actions — managing users, running dashboards, and overseeing all workflows. When an admin is added, all permissions are enabled by default (maximum privilege).
User
Limited access by default. Standard users typically conduct investigations or review workflows but do not have administrative rights. They cannot add other users or access administrative dashboards. All permissions are disabled by default (least privilege).
External User
Invited on a per-case or limited basis. Typically used for third-party companies such as law firms or audit firms that need access to specific reports. Access level defaults to the same minimal access as a standard user.
Inviting Users
To add a new Admin to the platform:
To add a new Admin to the platform:
Access User Management. Navigate to "Settings" in the left-hand side bar. Click the dropdown list and go to the Users tab.
- Click 'Admin Access' in the row of tabs on the upper left.
Provide User Information. Under Invite User, fill in the required fields.
- Full Name
- Email Address
- Role (User, Admin, or External User)
- Department
Initiate Invite. Click "Send Invitation" at the upper right corner. An email will be sent to that person with an invitation link.
To add a new Employee/ Reporter to the platform:
To add a new Employee/ Reporter to the platform:
Access User Management. Navigate to "Settings" in the left-hand side bar. Click the dropdown list and go to the Users tab.
- Click 'Employee Access' in the row of tabs on the upper left.
Provide User Information. Under Invite User, fill in the required fields.
- Full Name
- Email Address
- Department
- Workflow Access
Initiate Invite. Click "Invite" at the lower right corner. An email will be sent to that person with an invitation link.
To add a new External User:
To add a new External User:
Access User Management. Navigate to "Settings" in the left-hand side bar. Click the dropdown list and go to the Users tab.
- Click 'Stakeholder Access' in the row of tabs on the upper left.
Provide User Information. Under Invite User, fill in the required fields.
- Full Name
- Email Address
- Organization
- Workflow Access
Initiate Invite. Click "Invite" at the lower right corner. An email will be sent to that person with an invitation link.
Large-Scale User Management
For organizations with large numbers of employees, two additional options are available:
For organizations with large numbers of employees, two additional options are available:
Bulk CSV Upload
Administrators can upload a CSV file containing employee details to add multiple users at once. This is suitable for smaller to mid-sized organizations (e.g., up to a few hundred employees).
Identity Provider (IDP) Integration
For large organizations (thousands of employees), Confide supports integration with Identity Access Management systems such as Google Workspace or Microsoft Azure Active Directory.
This enables automatic employee syncing into the platform via SSO (Single Sign-On) using "Login with Google" or "Login with Microsoft" buttons.
Need IDP Integration? This is configured as a technical integration between Confide and your IT department. Contact Confide Support to get started.
Admin Access Permissions
Access is controlled at the workflow level. Each user can have different permissions for each workflow they are assigned to.
Locate User. Scroll down the Users List until you find your desired user.
Enable Updates. Click "Update Access>" in the fifth column.
Assign Workflows
Assign Workflows
Admins are assigned to all workflows by default while users start with no workflows and must be added manually.
Grant Workflow Access. Click the downward arrow to open the dropdown list.
Select Workflows. Click the boxes of all pertinent Workflows. Double click to remove them.
Configure Report Type Access
Configure Report Type Access
Under each workflow, you can specify which report categories the user can see. For example, HR team members may see Bullying, Harassment, and Work Conditions reports but not Fraud, Bribery, or Conflicts of Interest.
Grant Workflow Access. Click the downward arrow to open the dropdown list.
Specify the Workflow. Select a workflow from the list. Only workflows the user was granted access to above will appear.
Select Report Categories. Choose report categories from the table. To remove already accessible report types, simply click the 'X' next to its name.
Confirm Changes. Click "Save Changes" at the upper right.
Configure Country Access
Configure Country Access
If your organization uses country-level report segregation, you can restrict a user to only see reports submitted from specific countries.
Configure Workflow Access. Click the downward arrow to open the dropdown list.
Select Workflows. Click the boxes of all pertinent Workflows. Double click to remove them.
Select Countries. Scroll down and choose countries categories from the drop down list. To remove already accessible countries types, simply click the 'X' next to its name.
Confirm Changes. Click "Save Changes" at the upper right.
Grant Report Access
Grant Report Access
Gives a user access to a specific report that would otherwise be outside their permitted categories or workflow. Common use case: an HR user needs to be involved in a fraud case on an ad-hoc basis, or an external user (e.g., a law firm) needs access to one particular case.
Configure Workflow Access. Click the downward arrow to open the dropdown list.
Select Workflows. Click the boxes of all pertinent Workflows. Double click to remove them.
Grant Report Access. Scroll down to the dropdown list beneath 'Grant Report Access.'
- Select the report reference of the report being granted access to.
- Take note that the user must first have access to the pertinent Workflow.
Confirm Changes. Click "Save Changes" at the upper right.
Restrict Report Access
Restrict Report Access
Removes a user's access to a specific report they would otherwise be able to see. Common use cases: conflict of interest situations, or restricting sensitive cases from more junior staff members.
Configure Workflow Access. Click the downward arrow to open the dropdown list.
Restrict Report Access. Scroll down to the dropdown list beneath 'Restrict Report Access.'
- Select the report reference of the report being granted access to.
Confirm Changes. Click "Save Changes" at the upper right.
Access Toggles
Access Toggles
For an even more customized accessibility, options can be toggled to further restrict or enhance permissions.
Report Access Controls
User is only permitted to view reports assigned to them.
User is only permitted to view reports assigned to their department.
User is only permitted to view reports and cannot make any changes.
The user is authorized to send messages on all reports.
User is authorized to generate Final Reports.
User is permitted to reopen reports.
Templates Management
User is permitted to create Final Report templates
Data Management
User is permitted to redact reports.
User is permitted to request personally identifiable Information (PII) removal.
User is permitted to access the dashboard and analytics
User is permitted to download Final Report.
User is permitted to download attachments.
Form and Program Management
User is permitted to edit the report form.
User is permitted to edit the program settings
Reporter-Side Workflow Access
In addition to controlling what administrators and case managers can see in the back-end console, Confide also allows you to control who can access the public-facing reporting portal.
Access Types
Each workflow can be configured with one of two access types:
Open / Public Access
The workflow is publicly accessible
Anyone with the URL (employees, vendors, customers, partners, shareholders, members of the public) can view the workflow and submit a report. No login required.
Whistleblowing programs are typically set to public access.
Gated Access (Employees Only)
The workflow requires users to log in before they can view or submit a report.
Used for internal-only workflows such as Conflicts of Interest declarations, Incident Response, or other programs limited to verified employees.
Stakeholder Invite Required is a variant of gated access used for vendor due diligence workflows.
Changing Access Type
Changing Access Type
Go to Workflows. Click the Confide Platform logo on the upper left corner of the sidebar.
Select Workflow. Scroll down to desired workflow and click 'edit' at the upper right corner.
Access Control. Scroll down to Access Control and select one of the three:
- Public Access
- Gates access to employees only
- Stakeholder invite requiredConfirm Changes. Click 'Save' at the bottom right corner.
Security Settings
The Security page allows administrators to configure authentication requirements and network access controls for the platform.
Email OTP (One-Time Password)
Email OTP (One-Time Password)
This setting requires all users to enter a one-time passcode sent to their email address each time they log in.
Access Security. Navigate to "Settings" in the left-hand side bar. Click the dropdown list and go to the Security tab.
Enable Email OTP. Toggle on User must enter email OTP at login.
Once enabled, all users will receive a six-digit code to their registered email address during each login. They must enter this code to proceed.
Sessions are kept active for an extended period, so users may not be prompted for OTP on every login if they remain logged in.
Password Management
Password Management
Administrators can reset passwords on behalf of users, and all users can update their own passwords.
Reset another user's password (Admin only):
Access Security. Navigate to "Settings" in the left-hand side bar. Click the dropdown list and go to the Security tab.
Create Reset Request. Input the email address of the intended user.
Reset Password. Click 'Reset' and the user will receive an email walking them through the password reset.
Update your own password:
Access Security. Navigate to "Settings" in the left-hand side bar. Click the dropdown list and go to the Security tab.
Update Password. Input new password in the text box.
Check Password (Optional). Click the eye icon in order to doublecheck what you are typing is correct.
Confirm Update. Click 'Update.'
TOTP (Time-Based One-Time Password / Authenticator App)
TOTP (Time-Based One-Time Password / Authenticator App)
TOTP provides a higher level of security than email OTP and is considered the more secure authentication method. It uses an authenticator app (such as Google Authenticator) to generate rotating 6-digit codes that refresh every 60 seconds.
How to set up TOTP:
Get Google Authenticator. Download the Google Authenticator app (or any TOTP-compatible authenticator) on your mobile device.
Access Security. Navigate to "Settings" in the left-hand side bar. Click the dropdown list and go to the Security tab.
Enable TOTP Authentication. Toggle 'Setup a Time-based One-Time Password (TOTP) Authentication.
From this point forward, when logging in to Confide, you will be prompted to enter the current code from your Authenticator app instead of receiving an email OTP.
TOTP is significantly more secure than email OTP and is recommended for all admin accounts. Many enterprise customers mandate TOTP for all users as a security policy.
IP Whitelisting
IP Whitelisting
IP whitelisting restricts administrative access to the platform so that only users connecting from specified network IP addresses can log in. This is an enterprise security feature commonly requested by organizations that want to ensure only users on their corporate network can access the system.
Identify Your IP address. You can find this by searching "what is my IP address" in a browser.
Access Security. Navigate to "Settings" in the left-hand side bar. Click the dropdown list and go to the Security tab.
Initiate Whitelisting. Click 'Add IP Address' at the upper right corner.
Input IP Address. Fill in the IP Name and IP Address.
Confirm Submission. Click 'Save'.
Once active, only IP addresses in this list will be permitted to access the administrative side of the platform. Any login attempt from an IP address not on the list will be blocked.
User Role Templates
Going further beyond simply 'Admins', 'Users', and 'Reporters', Confide Platform provides several User Roles templates.
User type | Access family | Primary purpose | Company / workflow scope | Default access | Key restriction |
Whistleblower | Reporter | Submit and follow up on a confidential personal report | Available public workflows; owned reports only | Reporter portal, drafts, messaging, meetings and own-report files | No customer case-management workspace |
Platform User | Case management | Work with specifically assigned case data | Own company; assigned workflows; assignment and department restrictions | Read-only by default | No admin, analytics, settings or case-action permissions by default |
Super Admin | Administration | Administer one customer company | Own company; all workflows and reports | Full case-management, user administration, analytics and workflow settings | Cannot cross the partner-role boundary |
External User | Case management | Give a non-employee limited customer-workspace access | Own company; assigned workflows; assignment and department restrictions | Same read-only default as Platform User | Not an RFI recipient or external signer |
Partner Platform User | Partner case management | Work with assigned case data across customer companies | Assigned customer companies and assigned workflows | Read-only by default | No partner-wide administration |
Partner Admin | Partner administration | Administer multiple assigned customer companies | All workflows and reports in assigned customer companies | Full case-management and partner back-office administration | No access to unassigned customer companies |
RFI Recipient | Single-purpose portal | Respond to one Request for Information | The addressed RFI only | View request, message, respond and upload requested files | Cannot browse the wider report or customer workspace |
Employee | Reporter | Use employee reporting workflows | Public and employee-authorised workflows; owned/shared reports | Reporter portal; may collaborate where sharing is enabled | No customer case-management workspace |
Stakeholder | Reporter | Use stakeholder reporting workflows | Public and stakeholder-authorised workflows; owned reports | Reporter portal for own submissions and follow-up | No customer case-management workspace |
Workflow Admin | Workflow administration | Administer selected workflows for one customer company | Own company; assigned workflows only | Full case-management and configuration within assigned workflows | Cannot administer unassigned workflows or administrator roles |
Partner Workflow Admin | Partner workflow administration | Administer selected workflows across customer companies | Assigned customer companies and assigned workflows only | Full case-management and configuration within assigned workflows | No partner-wide back-office administration |