Add and manage clients

Click Clients in the menu, under Managed service. MSP admins and technicians can both see this page. Only MSP admins can add clients or change alert settings.

Read the Clients page

Plan warnings

If there’s a problem with your plan, a yellow banner at the top explains it. For example, your trial ends soon, or you and your clients have more active staff than your plan covers. When the problem means tests are paused for every client, the banner says so. Your organisation’s billing owner sees a Manage your plan button. Everyone else sees “Your billing owner can change your plan.” See How billing works.

Summary

Box	What it shows
Clients	How many clients you manage.
Need attention	How many clients have a problem. They’re listed first in the table.
Active staff	Active staff across your clients (not counting your own organisation).
Your plan	Active staff counted on your plan, including your own, out of your plan’s capacity.
Tests sent	Tests sent to all your clients’ staff in the last 30 days.
Click rate	The share of those tests where someone clicked the link.

The client table

Column	What it shows
Client	The client’s name, any reasons it needs attention, an Open button and an Alerts link.
Staff	Active staff in the client.
Tests	Tests sent in the last 30 days.
Clicked	Share of those tests where the link was clicked.
Entered password	Share of those tests where a password was entered on the practice sign-in page.
Reported	Not in use yet. OutPhish doesn’t record when staff report a test email.
Training done	Share of the client’s active staff who have completed training.
Overdue courses and Risk review	For optional extra modules. Unless OutPhish has switched those on for the client, they show 0 and None.
Subscription	Your plan when your plan covers the client. Otherwise, the client’s own plan.
Phishing tests	On or Off, and when the last test was sent.

Why a client needs attention

A client is listed first, with the reasons under its name, when any of these apply:

• Permission to test not confirmed: nobody has confirmed you have the client’s permission to test its staff. See Confirm permission to test a client.
• Subscription followed by a status, such as past due: the client still pays for its own subscription, and that subscription has a problem.
• High click rate: at least 20% of tests were clicked, once 5 or more tests were sent in the last 30 days.
• No staff added yet.
• Phishing tests are switched off: the client has staff, but Scheduling is off in its Campaigns.

Add a client

You need to be an MSP admin.

1. Go to Clients and click Add client.
2. Fill in:
   • Client name.
   • Main contact email: an address at the client’s own email domain, such as [email protected]. Each organisation needs a different one. Anyone you later invite to log in for the client must have an address at this domain.
   • Business location.
   • Website (optional): OutPhish uses it to research the client so test emails feel realistic.
   • Timezone: starts as your own organisation’s timezone. Change it if the client is somewhere else.
3. Tick the box to confirm you have the client’s permission. It reads: “I confirm that your business has the client’s permission to send its staff simulated phishing emails and security training through OutPhish, and that the client knows your business will see its staff’s results.”
4. Click Add client.

OutPhish creates the client and switches you into it, so you’re now working in the new client. Your plan covers it straight away.

A new client starts the same way as a new sign-up. Phishing tests are switched off, so nothing is sent until you’re ready. In its Campaigns, Email frequency starts at Weekly and Training frequency at Annually and On Fail.

Set up a client

Open the client first: click Open next to it on the Clients page, or choose it from the menu at the top of the sidebar. Everything then works the same as in any organisation:

1. Add the client’s staff. See Add staff.
2. Ask whoever runs the client’s email to let OutPhish’s emails through. See Allow OutPhish emails.
3. Go through the email templates with the client and turn off any it isn’t comfortable with. Each client keeps its own choices. See Choose email templates.
4. Switch on Scheduling in Campaigns. See Schedule tests.
5. Check results under Reports. See Read your reports.

Your plan decides what’s available in every client. For example, on the trial you can’t switch on Scheduling or open Reports.

The client’s settings, such as its name, website and timezone, are under Settings while you’re working in it. See Organisation settings.

Choose who gets alerts about a client

Alerts are emails about a client that go to your team.

1. Go to Clients and click Alerts next to the client.
2. Under Send an email when, tick the emails you want:
   • Someone fails a phishing test
   • Training completion reports
   • Monthly results report
   • Phishing tests switched on or off
3. Under Who receives them, tick the MSP staff who should get them. Leave everyone unticked to send them to all MSP admins. If everyone you ticked later loses their MSP access, the emails go to all MSP admins instead.
4. Under Extra addresses, you can add up to 5 more addresses, one per line, such as a helpdesk or ticketing inbox.
5. Click Save alert settings.

For a new client, all four emails are ticked and nobody is chosen, so every MSP admin gets them. Each address gets one copy, even if it’s on more than one list.

These settings only add your team. Anyone who logs in for the client still gets their usual emails.

Technicians can see this page but can’t change it.

Confirm permission to test a client

When you add a client, you confirm you have its permission to test its staff. A client can be missing that record, for example if OutPhish moved an existing organisation under your account. The Clients page then shows Permission to test not confirmed.

To confirm it, you need to be an MSP admin:

1. Go to Clients and click Alerts next to the client.
2. Under Permission to test, tick the box.
3. Click Confirm permission.

Once confirmed, the same section shows who confirmed it and when. Click What they confirmed to see the exact wording they agreed to.

Stop working with a client

There’s no button to remove a client yourself. To stop testing a client:

1. Open the client.
2. Switch Scheduling off in Campaigns and click Save changes.
3. Archive its staff, so they stop counting towards your plan. See Staff and your plan.

To have the client taken off your account, contact OutPhish through Help and support. See Get help.