Passless Admin Guide: Setup & Dashboard Overview

Table of Contents

• Quick Setup Guide
• Creating an Organization
• Email Verification
• MFA Account Security 
• UI & Theme Customization
• Security & Activity Monitoring
• User Management
• Applications Catalog
• Roles & Permissions
• Session Management
• Inviting Users
• System Settings

This guide is designed for administrators setting up a new organization in Passless. We’ve organized the dashboard to be your central command center, making security management as straightforward as possible.

What is the fastest way to get my organization running on Passless?

To quickly deploy Passless for your team, follow this high-level checklist:

1. Click Get Started on the homepage and enter your admin details to create your account.
2. Verify your email address using the 6-digit code sent to your inbox.
3. Set up MFA by scanning the QR code with an authenticator app.
4. Enable a Passkey for fast, secure admin logins.
5. Navigate through the Admin Dashboard sections to customize your environment.
6. Go to the Users section to invite your team and assign roles.

How do I create a new Passless organization?

To start, navigate to the Passless homepage and click Get Started. Enter your name, company email, company name, and a password that meets the security requirements (8+ characters, including uppercase, lowercase, numbers, and symbols). Once you click Create Account, the system will generate your secure environment (known as a "Tenant").

How do I verify my Passless administrator email address?

After entering your account details, you must verify your email to proceed:

1. Check your inbox: Look for an email containing a 6-digit verification code.
2. Enter the code: Type the 6-digit code into the verification boxes on the Passless setup screen.
3. Submit: Click Verify Email to continue to the MFA setup.

Note: If you don't receive the code within a few minutes, check your spam folder or click Resend code after the timer expires.

How do I secure the Passless administrator account?

As an administrator, you must complete a high-security enrollment process to protect your organization's entire identity management system. You will first be prompted to scan a QR code with an authenticator app, such as Google Authenticator or Authy, to enable Multi-Factor Authentication (MFA). Following this, you can register a biometric passkey using Face ID, Touch ID, or Windows Hello. A passkey can also be added later under Profile Settings.

How do I customize my Passless administrative interface and theme?

You can easily personalize your workspace appearance for optimal visibility by clicking the theme icon (sun or moon) located in the top header. From the dropdown menu, you can choose between Light, Dark, or System appearance. Selecting "System" ensures the platform automatically follows your device's preferred interface setting.

How do I monitor Passless security and recent activity?

The Admin Dashboard acts as your central command center, providing a real-time overview of your organization's health and safety. You can monitor your environment through several key metrics and live feeds:

• Real-Time Statistics: At a glance, you can track Total Users, the number of currently Online Users, and Pending Invitations awaiting acceptance.
• Activity Feed: View the Activity section to monitor a live log of standard registration and login events as they occur across your tenant.
• Security Events Monitoring: Check the dedicated Security section to review incidents from the past 24 hours. This includes critical data on failed logins, MFA failures, and access denied events to help you identify potential threats.

How do I manage Passless user accounts and monitor their activity?

The Users section serves as your primary interface for supervising every member of your organization and controlling their access.

• Comprehensive User Directory: The All Users list provides deep visibility into your team, displaying critical data points for each person including their Role (e.g., Tenant Owner, Administrator, or User), current Status (e.g., Active or Pending), and precise Last Login time.
• Real-Time Presence Tracking: You can immediately identify which team members are currently authenticated by checking the live Online Status indicator.
• Advanced Administrative Actions: By selecting the three-dot menu next to a user's name, you can access several granular management options:
  • View Details: Review complete profile and security information.
  • Edit User: Modify roles or personal details as needed.
  • Send Welcome Email: Manually re-trigger an onboarding email for new or pending members.
  • Delete User: Permanently revoke access and remove the user from the organization.

How do I manage the Passless Applications and SSO integrations?

The Applications section serves as your centralized hub for adding, configuring, and supervising the various software tools your team needs to access through Single Sign-On (SSO).

• Centralized Application Hub: This dashboard allows administrators to manage enterprise SSO integrations and oversee the digital ecosystem for the entire organization.
• Performance Monitoring: At a glance, you can monitor critical app-related metrics, including the number of currently Active integrations, Total Logins (all-time SSO logins), and Active Today (usage within the last 24 hours).
• Infrastructure Management: The system provides dedicated views for managing different authentication protocols, such as SAML Service Providers and OAuth2 / OIDC Clients.
• Search and Filter Capabilities: You can quickly locate specific integrations by searching for an application's name or entity ID, or by filtering the list by their current Status.
• Custom SSO Setup: When you're ready to add a new tool, use the Create SSO Integration or Create Service Provider buttons to begin the configuration process, where you can upload security certificates and manage metadata.

How do I configure Roles & Permissions for Passless?

The Roles & Permissions section allows you to define and manage the access control hierarchy for your organization.

• Role Management: This allows you to view and manage roles, permissions, and access controls tailored for your specific tenant.
• Built-in Roles: You can review canonical roles like Administrator and User, which come with predefined scopes and origins.
• Role Customization: Administrators can Edit existing roles to adjust permissions or view the Hierarchy to understand how different access levels interact.
• Access Control: Use the Manage Permissions feature to further refine what users in specific roles can see or do within the platform.

How do I monitor and manage active user sessions in Passless?

The Session Management section provides administrators with a high-level overview and granular control over every active connection within the organization. This interface is essential for identifying unauthorized access and ensuring security compliance across all devices.

• Real-Time Session Metrics: At a glance, the dashboard displays critical totals for your tenant, including Total Sessions, currently Active Sessions, the number of Unique Users logged in, and a count of Expired or Revoked sessions.
• Security Alerts & Threat Detection: A dedicated monitoring area tracks session-specific security risks. You can view the number of Total Alerts, Critical Alerts, and High Risk events, as well as the Queue Size for security processing.
• Comprehensive Active Session List: The main table provides deep visibility into every individual connection, including:
  • User Identification: The name and email address of the authenticated user.
  • Location & Device: The specific IP address and the browser/operating system used (e.g., Chrome on macOS).
  • Status & Risk Scoring: A real-time assessment of the session, such as Active with a specific Risk level (e.g., "0.1 TRUSTED").
  • Activity Timing: The total Duration of the current session and the time of the Last Access.
• Direct Administrative Actions: For any suspicious session, administrators can use the Actions menu to either View Details for more forensic information or immediately Terminate/Logout the user to revoke access.
• Advanced Filtering & Auditing: You can quickly find specific sessions by searching for a user, IP, or browser, or by filtering based on Tenant and Status. For deeper investigations, use the View Audit Logs or Export buttons to generate documentation for security reviews.

How do I invite new users to Passless and assign roles?

Go to the Users section and select Invite User. Enter their email, then choose their role and desired Auth method:

• Administrator: Full access to settings and user management.
• User: Access to assigned applications only.
• Authentication Enforcement: We recommend setting the mandatory Auth Method to Passkey during the invitation process for maximum security.

How do I configure System Settings for Passless?

The System Settings section serves as the primary control center for your organization's identity provider environment, allowing for deep technical configuration across several key areas.

• Core System Configuration: Manage basic information such as the System Name, Support Email, and a public-facing description of your platform. You can also define global Session Timeouts and Token Expiry durations to balance security with user convenience.
• Security & MFA Enforcement: Define mandatory protection levels by enabling MFA Enforcement for all users signing in with passwords. This section also provides a snapshot of current User Statistics, showing how many members are protected by MFA or using biometric passkeys.
• Ownership & Administrative Control: Manage the highest level of authority within the tenant, including identifying the Current Tenant Owner and initiating a Transfer of Ownership if necessary.
• Email & Domain Management: Configure Email Domain Mappings for automatic tenant detection during user logins, ensuring a seamless authentication experience for your team.
• Maintenance & Auditing: Access real-time System Health monitors and comprehensive Audit Logs to track all administrative actions and system events. If necessary, administrators can activate Maintenance Mode to temporarily restrict new logins during system updates.

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