This guide will help you get started and ensure your success as account administrator. The management console acts as your central command for all SpiderOak accounts. Here you can manage users, change settings, upgrade your account and more.
LOGGING IN TO YOUR SPIDEROAK GROUPS ACCOUNT
You can access the login page for the management console by locating the Welcome email you received on the day you created your Groups account. Click on the ‘Access Management Console’ button in the email.
If you don’t have the email, then you can determine the URL with this formula:
Clean identifier by stripping non alphanum characters and collapsing whitespace into underscore.
e.g.: ‘Your Company Name, Inc.’ ‘your_company_name_inc’
The URL would then be: “your_company_name_inc-mgmt.spideroakblue.com.”
This is a unique URL designed specifically for your company account. Please bookmark this login page so you can access it later. You cannot access your unique administrator login page from SpiderOak.com. The login page at SpiderOak.com is designed for individual users, not administrators.
Enter your administrator email/username and password then log in. You can now navigate through the management console.
Having trouble logging in? Please contact our Customer Relations team at firstname.lastname@example.org.
Once you’ve logged in, you’ll be taken to the Users tab. The process of adding users is quick, simple, and can be done manually or via a CSV file.
ADD A USER MANUALLY
To add a user manually, click the ‘Add User’ button. Enter the user’s name and email address. A default group has been automatically created as your company name. If you would like to assign that user to a different group, you can do so by selecting a group you have created.
The user will be emailed a confirmation message with instructions on how to create a password and set up his or her account.
ADD USERS VIA CSV
If you need to add a large number of people to your account, you can use a CSV file. Here’s how to do it:
- Create a .csv file or a plain text file with the extension .txt. You may name this file anything you like. The format should include the header: email, name, and group name for each user.
- email@example.com,Jane Doe,Unlimited
- firstname.lastname@example.org,John Doe,Unlimited
- If you have not already created your user groups, then you must include ‘default’ for the group value of each user.
- Click the ‘Add CSV’ button under the User’s tab.
- Select ‘Choose File’ button and select your file. SpiderOak will automatically input the values and create each user account.
- Each user will be emailed a confirmation message with instructions on how to create a password and set up his or her account.
At some point, you may need to make changes to a user account. To do this, you can:
- Locate the user by searching on his or her name or email in the search bar.
- Click ‘Detail’ in the User Detail column.
Here you can edit the user name, email, change this user’s group, change the user’s password, disable, or delete the user. Once you’ve made the desired change, remember to click ‘Save Changes’ at the bottom of the page.
ACCESS A USER'S DATA
As an administrator, you can access the data uploaded by a specific user.
- Click on the ‘Detail’ link of the individual user.
- Then click the ‘Access User’s Data’ button.
- If the user has not uploaded any data, this button will not appear.
- This will transfer you to the Dashboard for the user’s account. You can view the web portal exactly as the user sees it.
- Here you can browse the user’s backup and shares.
- To access a file or folder in the Dashboard, go to ‘Manage’, select the Device you want, and navigate as follows. You can click directly on the file to download
DISABLE A USER ACCOUNT
In the event you need to place a user on legal hold, you can disable their account. This status will prevent the user from being able to access their account. You can disable the user account by following these steps:
- Click on the user you wish to access.
- Uncheck the Enabled box.
- Click ‘Save’.
This user is now no longer able to connect to SpiderOak via web access or mobile. The user does however retain access through any currently logged in Desktop Applications.
DELETE A USER ACCOUNT
To delete a user and the data within the user account, simply select the checkbox in the ‘Delete?’ column next to the user’s name you wish to delete. Click ‘Save Changes’ at the bottom of the page.
Alternatively, when accessing User Details, you can click ‘Delete User’ at the bottom of the page. You will be prompted with a confirmation pop up box. Click ‘Yes, Proceed’ to delete user and any data that has not been purged.
As administrator, you have full control over account settings. Once you’ve clicked on the Manage tab, you can set up groups, manage your billing, authorization codes and other account settings.
Creating groups allows you to segment users and customize settings for each.
CREATING A GROUP
To set up a user group, follow the steps below:
- Click on ‘Manage Groups’. Here you can see the default group and any other groups that have already been created.
- Click ‘Add Group’ to create a new group.
- When the pop up box appears, enter a name and choose the storage limit (N/A to Unlimited plans) for each user who will be assigned to this group.
- Webapi enable: Here you can give permission to the users of this group to log in through SpiderOak.com or their mobile devices.
- NOTE: In order to fully retain No Knowledge privacy, SpiderOak recommends users only access their data via the desktop application, which downloads the data before decrypting it locally. When accessing data via SpiderOak.com or on a mobile device, a user must enter their password. The password will then exist in the server memory for the duration of the browsing session. For this amount of time, the password is stored in encrypted memory and never written to an unencrypted disk. The moment the browsing session ends, the password is destroyed and no further trace is left. This represents the only situation where data could potentially be readable to someone else with access to the SpiderOak servers.
- Admin group: If you would like a group to have administrative privileges and access to the management console, select ‘Admin group’.
- Once you’ve made the appropriate selections, click the ‘Create Group’ button
You can change or upgrade your plan at any time. To do so, click on ‘Manage Billing.’ The initial plan size is 10 users. Once you’ve gone over the initial size, SpiderOak will automatically adjust based on whether you have added or deleted users that day. Administrators will receive an email at 5pm CST reflecting any changes in Plan Size that have occurred that day.
Any promotional codes can be entered in the text box provided at the bottom. Click ‘Update’ to apply the code.
Once you’ve made your desired changes, click ‘Next’ to be taken to the payment page.
In order to process payment, you’ll need to enter Name on Card, Card Number, CSV Code, and Expiration Date. Click ‘Next’ to be taken to the Summary page where you can review your order.
To view a text version of your encryption keys, click on ‘View Fingerprint’.
Here you can ensure that the keys are not tampered with at any time. When users first install the desktop client, the fingerprint will be shown to users. By requiring users to verify that the fingerprint they received matches the fingerprint shown here, you can ensure that users have the correct keys and no one outside of your organization can access your files.
Administrators can set up accounts for users by using Auth Codes. Click on ‘Manage Auth Codes’ to create, manage, or disable codes.
CREATE AUTH CODE
To create a code, click the ‘Create Code’ button. Here you can:
- Set the number of days until the code will expire by typing the number into the text box.
- Enable or disable ‘No Devices Only?’ to determine whether the code can be used to access an account that already has an device set up.
- Enable or disable ‘Single Use Only?’ By unchecking the box, the code can be used more than once. If the box remains checked, the code can only be used one time.
- Once you’ve made your selections, click ‘Create Auth Code’.
- The code will be generated and listed on the Auth Code page.
DISABLE AUTH CODE
Should you need to disable a code, you can do so by clicking the ‘Disable Code’ in the Token column of the code you wish to disable.
Settings for your account can be managed by clicking ‘Edit Account’. Here you can indicate set automatic purge; reboot virtual appliance, restart directory / services, add IP blocks, and change the account password.
ADD IP BLOCKS
Consumer Signup Restrictions Netblocks represent network blocks that are not allowed to sign up for the consumer SpiderOak service.
Here you can set the number of days you want historical versions and data in the Deleted Items to automatically purge. Once you’ve typed the number into the text box, click ‘Save Changes’.
Should you want to change the address for Support to end users, you can do so by typing in the address in the box provided. Click ‘Save Changes’ when finished.
REBOOT VIRTUAL APPLIANCE
This will restart the Virtual Machine running the management console.
RESTART DIRECTORY / SERVICES
This will restart the management console.
You have the ability to change the account password by clicking ‘Change Password’ and then entering the new password in the text boxes provided and then clicking ‘Change Password’ when finished.
You can view and access all users' shares by clicking on the Shares tab. Here you can see the number of shares, share names, the creator, email address, time of creation, and access details.
To disable a ShareRoom, simply click on the ‘Details’ link of the Share. Select ‘Disable’ from the 'Active?’ row. The ShareRoom will not longer be active.
You have to option to disable all ShareRooms, by clicking the ‘Disable All ShareRooms’ button at the bottom of the Shares page. You will be asked to confirm. To disable all shares, click the ‘Yes, Proceed’ button. Or ‘Cancel’ to go back.
The Reports page gives you a quick glance at your account. You can see the average number of devices per user, total number of ShareRooms, average GB stored per user, and total number of devices. Additionally, this is where you can access the logs of admin actions.
To access the management console logs, click the ‘Manage Logs’ button. Here you can see all the account actions performed.
To download, scroll to the bottom and click ‘Download Logs’. The download will automatically begin.