gPanel User Management: Overview
Get a full overview of gPanel user management, including tools for onboarding, auditing, and control.
Contents
User Management is the first page you see when you open gPanel. It acts as a home page for gPanel because it gives you the ability to quickly access all the users in your domain, their information, and automate functions from one convenient interface. The fields can be modified by the authorized personnel and can be updated using the save button on the upper right as you switch tabs.
In gPanel User Management you can add users, edit users, and delete users. By clicking on a specific user, you’ll see tons of features offered throughout gPanel. Let’s go through each section.
General Settings
First up in gPanel User Management is the General Settings tab. The General Settings tab holds all the main, necessary information about a user's account and security. Admins use it for a fast overview and easy editing of a user's fundamental setup.
Some details entails Basic Informations, Password, Contact Sharing, Roles, Security Actions & Verification and Recovery Information.
Aliases
The Aliases tab in gPanel allows administrators to assign alternate email addresses, or nicknames, to a user's primary Google Workspace account. These aliases ensure that any mail sent to the alternate address is automatically delivered to the user's single, main inbox, preventing missed communication.
This feature is crucial for managing common name variations, role-based addresses (like support@), and saving costs by avoiding the need for extra user licenses.
Profile
The Profile tab in gPanel User Management is designed to offer a quick, centralized view of a selected user's basic contact and identity details.
This tab displays essential information, such as name, job title, and phone number, similar to a business card. It serves as a rapid reference point for administrators needing to review the user's primary professional data.
Groups
The Groups tab in gPanel User Management is a centralized control area for managing the user's group memberships. Its primary function is to allow administrators to easily add the selected user to any new group within your domain or to bulk add the user into multiple existing groups simultaneously.
This streamlines the process of granting users access to shared resources, mailing lists, and permissions defined by those Google Workspace groups.
Personal Contacts
The Personal Contacts tab in gPanel's User Management allows administrators to view all of a selected user's individual contacts. From this interface, an administrator is able to manage the user's contact list, specifically having the ability to add, move, or remove contacts.
Additionally, the tab provides a necessary function for data management by allowing the entire personal contact list to be exported.
Gmail Settings
The Gmail Settings tab in gPanel gives administrators comprehensive control over a user's mail functionality without needing to access their account. Key features include managing Account Delegation for others to access the inbox, setting up FILTERS and LABELS for message organization, and configuring POP/IMAP SETTINGS for external client access.
Administrators can also control sending options via SEND AS, enable or disable the VACATION RESPONDER, manage FORWARDING rules and addresses, and enforce standardized SIGNATURES.
Calendars
The Calendars tab in gPanel User Management offers comprehensive control over a user's calendar environment, extending far beyond simple creation and editing. It gives administrators the power to transfer ownership of calendars, add or delete existing calendars, manage sharing permissions, and directly set events on behalf of the user.
This centralized control streamlines resource management and scheduling across the organization.
Drive
The Drive tab in gPanel grants administrators deep access to any user's Drive storage for comprehensive management. Beyond viewing restored files and sharing details, this powerful interface allows admins to directly transfer file ownership, rename, delete, or add files, share content, add shortcuts, and create folders within both the user's My Drive and Shared Drives.
This centralized control enables efficient data governance and organizational management.
Drive Search
The Drive Search interface allows administrators to perform comprehensive, domain-wide searches across user files and folders within Google Drive. This powerful tool provides various filters, including searching by Document Title, Full Text content, and sharing status (All, Only Owned, Only Shared), enabling deep data discovery and security audits.
Administrators can use this centralized view to quickly locate specific documents based on ID, file size, location, and the user they were shared with.
Auditing
The Auditing tab allows administrators to establish and manage comprehensive monitors over a selected user's communications for compliance and security purposes.
This feature enables the creation of specific monitoring rules, including defining start and end dates, specifying a Listening User, and choosing whether to capture Full Messages for outgoing and incoming emails, drafts, and chat activity, as shown by the various columns.
Devices
The Devices tab provides administrators with a centralized view for managing and tracking all devices associated with the selected user's account.
This interface allows for control over device access and permissions, while also enabling the monitoring of specific user device activity for security and compliance purposes.
App Passwords
The App Passwords tab provides administrators with necessary security controls over Application Specific Passwords (ASPs) configured by the user. Administrators can view a list of all active ASPs and, crucially, revoke app access instantly to secure the account if a device is lost or compromised. It is important to note that, for security reasons, the administrator is not able to view the actual password itself.
For more information on Application Specific Passwords please see Google's official documentation. In this section you will be able to do the following revoke app access and view the ASP's name, creation date, and last used date.
Third-Party Applications
The Third Party Applications tab provides administrators with a critical security interface to monitor all applications installed by the selected user that connect to their Google account.
This tab clearly displays which applications are currently active, lists the specific data permissions each app has been granted access to, and allows the administrator to immediately revoke access to any suspicious or non-compliant third-party application.
History
The History tab provides administrators with a comprehensive audit trail, allowing them to view and filter detailed activity logs pertaining to the selected user.
This interface is essential for compliance and troubleshooting, as it also allows the entire log history to be exported for external review and record-keeping.
Interested in gPanel?
If you want to protect your company’s data while efficiently managing your user settings, then you need gPanel. As a Promevo customer, you'll receive free support from our Google certified specialists. Also, if you have a feature that you'd like to see in gPanel, our development team can make it happen. Schedule a demo with us here.