Policies and presets
Set rules for your organisation, a group or one person - or apply one of 200 ready-made presets.
Policies are rules for your people, like “everyone needs an authenticator app” or “nobody can change their name”. Owners and admins set them on the dashboard’s Policies page.
What you can set
| Kind | For example |
|---|---|
| Sign-in and passwords | Require an authenticator app, minimum password length, change passwords every so many days, sign people out after a number of hours, only allow sign-in at certain hours, on weekdays, from certain IP addresses or countries, lock an account after wrong passwords |
| Profile | Stop people changing their name, picture or password, turning off their authenticator app, or signing out other devices |
| Administration | Only add people with your email domains; only the owner adds people, gives licences or buys in the shop |
| Each product’s sign-in | Block a product, require an authenticator app for it, or allow it only for admins, at certain times or from certain places |
| SmileMail | Stop linked people changing their SmileMail picture, the name on their mail, or their signature |
| Linked accounts | Stop people linking their accounts, or changing them |
| Smile VPS sharing | Stop people sharing a VPS with groups, or let only admins do it |
| Files, Docs and Forms | Turn Files off, make Organisation files read-only (admins can still change them), stop private My files, or only allow forms for people in your organisation |
Turn a policy on with its switch, or type a value and click Save. Use the search box to find one quickly.
Who a policy applies to
Use Applies to at the top:
- The whole organisation - everyone.
- A group - just the people in it. A group’s setting overrides the organisation’s, and someone in several groups gets the strictest.
- One person - open People, click Manage and then Policies for them. A policy set on a person beats anything set for the organisation or their groups.
Policies for one person
Setting a policy on one person is handy for exceptions - for example one person who mustn’t change their linked accounts, while everyone else can.
Presets
The Presets tab has 200 ready-made sets of policies - 20 kinds of organisation (small business, school, charity, healthcare, law firm and more), each from level 1 (open) to 10 (locked down). Click See and apply to see exactly what a preset turns on, then apply it to the whole organisation, a group or one person.
Applying a preset turns its policies on without turning others off - unless you tick Replace.
WarnungIf you turn on Require an authenticator app before setting one up yourself, you’ll be taken to My account to set one up before you can use the dashboard again. The dashboard warns you first.