From the Smart Banners › Users page, an administrator manages Smart Banners protection for your company mailbox by mailbox: you can enable or disable it for a single person, enable it for all users in one operation, or see at a glance who is currently protected. This is the daily management page, positioned between the initial Setup configuration and the read-only Dashboard statistics.
Prerequisites
- Connected mail provider: the page requires a mail provider (Google Workspace or Microsoft 365) configured for Smart Banners and consent granted in the Setup step.
- Role: the page is reserved for administrators.
- Eligible mailboxes: only standard and active mailboxes can be enabled. Microsoft 365 resource mailboxes (meeting rooms, equipment, and similar) are never listed; shared mailboxes and unlicensed users appear only if your company has chosen to include them.
- Users: a newly created user might not appear immediately, because the user database syncs automatically.
NOTE: until provider consent is granted in Setup, all toggles and buttons on the page remain disabled and show the message Setup not finished.
Page commands
From the Users page, an administrator has the following commands available:
| Command | What it does |
| Department filter | Restricts the list to a single department or shows all (Everyone). |
| Search | Finds users by first name, last name, email, language, department, or status: the search considers all columns in the list. |
| Show only users with banner activated | Hides all mailboxes that are not currently active (Engaged). |
| Engaged toggle (per row) | Enables or disables Smart Banners for that single mailbox. |
| Activate Smart Banners for all displayed users | Enables Smart Banners for all mailboxes not yet active that match the set filters, across every page of the list, not just the one displayed. |
| Deactivate Banners | Disables Smart Banners for all mailboxes in your company. |
| Download (CSV) | Exports the current filtered list — all pages, not just the one on screen — to a CSV file. |
Mailbox protection states
Each row in the list shows the current state of the mailbox via its toggle:
- Engaged (blue toggle): emails from the mailbox are processed by Smart Banners.
- Disengaged (gray toggle): the mailbox does not receive banners.
- Disabled (gray toggle with warning icon, not selectable): Smart Banners could not be enabled for a technical reason. Hovering over the icon shows the specific reason — for example «We can't properly engage the mailbox and process its emails (InvalidProviderAccess)». Most of these issues resolve automatically once the provider issue is resolved.
How activation works
Enabling or disabling a mailbox is not immediate: when you move an Engaged toggle, the mailbox enters a transitional «in progress» state and enrollment (or unenrollment) is initiated with your company's mail provider. The page updates automatically while the operation is in progress: the toggle stabilizes on Engaged or Disengaged only when the provider confirms the change.
Three intervention modes are available:
- One mailbox at a time: move the Engaged toggle on the person's row.
- All filtered mailboxes: the Activate Smart Banners for all displayed users button enables in one go all mailboxes not yet active that match the filters. A confirmation window is shown before proceeding, indicating how many users will be affected.
- Entire company: the Deactivate Banners button disables Smart Banners for all mailboxes in your company, subject to confirmation.
Manual and automatic activation
In addition to manual activation from this page, Setup provides an Auto Engage toggle that progressively enables Smart Banners on all mailboxes in your company not yet active.
The two modes are coordinated: a mailbox manually disabled from this page is «remembered» and Auto Engage will not reactivate it on its own. To reactivate it, an administrator must move its toggle back to Engaged from here.
Search and export
Search filters the list across all columns (first name, last name, email, language, department, and status), not just name and email. The download button exports the current filtered list to a CSV file, which includes all users matching the filters across every page of the list. The file contains first name, last name, email, language, department, and activation status for each user.
Frequently asked questions
Why does the toggle stay «in progress» for a moment?
Because enabling and disabling a mailbox happens asynchronously with your mail provider: the page updates automatically until the provider confirms the operation.
I disabled a user from this page: will Auto Engage reactivate them automatically?
No. A mailbox manually disabled remains excluded from Auto Engage until it is manually moved back to Engaged from this page.
Why is a user's toggle gray with a warning icon?
The mailbox is in Disabled state: it cannot be activated for a technical reason indicated in the icon's tooltip. In most cases the issue resolves on its own once the provider issue is fixed.