User Provisioning is where ClientSights aligns your connected Google Workspace or Microsoft 365 directory with your ClientSights workspace. When your domain is connected, ClientSights imports users directly from your directory and presents them for administrative review.

Provisioning ensures ClientSights reflects the real structure of your organisation: who is included, how identities map, and which accounts participate in reporting.

Provisioning States

ClientSights uses four states to define how each imported identity is handled.

• New - a new ClientSights profile will be created for this person.
• Link - the imported identity matches an existing ClientSights profile and will be connected to it. Used when an employee already exists in ClientSights or when consolidating multiple email addresses.
• Blocked - the user will be excluded from ClientSights. Useful for service accounts, external identities, test mailboxes, or any account that should not appear in reporting.
• Already Linked - ClientSights has automatically recognised and matched this identity to an existing profile. No action required.

How ClientSights Matches Users

ClientSights compares imported identities to existing profiles based on primary email address and domain alignment. If a match is found, the user appears as Already Linked. If no match exists, the user appears as New until an administrator reviews them.

Administrators can manually set a user to Link when an imported email belongs to someone who already exists in ClientSights under a different address or profile. This prevents duplicate profiles and keeps reporting consistent.

Roles

After provisioning, administrators can assign each user a role that defines their level of access inside ClientSights.

ClientSights includes standard roles: Member, Manager, Executive, Technical Admin, and Owner. Organisations can also create custom roles such as Engineer, Consultant, or Contractor to reflect their internal structure. Custom roles help categorise users but do not replace permission levels.

Reporting lines are established separately. See Assign Manager Relationships for how to define your organisation's hierarchy.

Activity Processing

A user begins displaying activity in ClientSights once they are provisioned. Activity includes email metadata such as subject, recipients, and timestamps; calendar events; and additional signals from connected tools such as Teams messages, SharePoint and OneDrive interactions, Google Calendar events, and login activity.

ClientSights assigns timezone and scheduling context using available metadata.

Users who are Blocked or not yet reviewed do not appear in reporting and do not have activity processed.

Directory Sync

ClientSights stays synchronised with your connected directory. When changes occur:

• New employees appear as New in provisioning and await administrative review.
• Users removed from your directory lose login access in ClientSights.
• Administrators can re-map users, adjust roles, or block accounts at any time.

Provisioning can be revisited whenever your organisation changes.

What Happens Next

Once User Provisioning is complete, continue to Assign Manager Relationships. This step defines your organisation's reporting lines and ensures reporting in ClientSights reflects your real hierarchy.

Related Guides

Assign Manager Relationships - define reporting lines after provisioning is complete

Account Details - edit your account information

Team List - manage users, roles, and category assignments after setup is complete