External User Manager
Last Updated
Overview
External User Manager is a Microsoft 365 guest user management app that gives IT administrators essential controls. It provides approval workflows and access reviews to enhance security and compliance, though some users have requested interface improvements. The software streamlines onboarding and lifecycle processes for stronger data protection.
External User Manager Specifications
- Policy and Document Management
- Regulatory Compliance Tracking
- Risk Assessment and Mitigation
- Regulatory Change Monitoring and Impact Analysis
What Is External User Manager?
External User Manager is a dedicated Microsoft 365 app designed to help IT administrators enhance security and compliance by efficiently managing external users. The software centralizes control over guest users in Microsoft Teams and M365 groups, offering essential governance tools like an approval workflow, automated access reviews, lifecycles, and detailed reporting. This solution reliably protects sensitive company data while significantly streamlining security administration and reducing manual IT workload.
External User Manager Pricing
External User Manager offers tiered pricing based on the number of users, with plans tailored to fit organizations of different sizes:
- Small (1–249 users): €125/month
- Medium (250–999 users): €315/month
- Large (1,000–4,000 users): €505/month
- XL (4,000+ users, per user): €1.50/year
- Enterprise Edition: Custom pricing
Disclaimer: The pricing is subject to change.
External User Manager Integrations
The software supports integration with multiple systems and platforms, such as:
- Microsoft Teams
- Microsoft 365 Groups
- DocuSign
Who Is External User Manager For?
External User Manager is ideal for a wide range of industries, including:
- IT Administrators responsible for Microsoft 365 security
- Compliance and Legal Officers
- Organizations that regularly collaborate with external partners in Teams
Is External User Manager Right For You?
External User Manager is the best fit for organizations using Microsoft 365 and struggling to maintain control and compliance over their external collaborators. Its standout feature is the automated lifecycle management and the customizable, binding onboarding portal, ensuring guests comply with company regulations like signing an NDA or GDPR consent from day one. This significantly reduces IT workload and strengthens data security. Choosing this app ensures a clean, secure, and well-governed Microsoft 365 environment.
Still doubtful if External User Manager software is the right fit for you? Connect with our customer support staff at (661) 384-7070 for further guidance.
External User Manager Features
Guest Onboarding And Approval
The platform allows the definition of a clear process for inviting and approving new guests. Team owners can request access directly, which IT admins can approve or deny in a centralized list, ensuring every new external collaborator is vetted before they access company data.
Guest Management
IT teams can efficiently oversee all guests across Microsoft 365 Groups and Teams. The system facilitates importing already existing guests into the management process, ensuring all external users are accounted for and managed under unified governance policies.
Compliance And Consent
This feature secures data by requiring guests to acknowledge and sign crucial compliance documents. Users can be shown NDAs, GDPR agreements, or other data protection information, and the system records their explicit consent to adhere to company guidelines.
Lifecycle Automation
Governance is maintained by automatically tracking the activity status of guests. The system runs periodic access reviews, sends timely reminders to team owners, and can automatically off-board (remove) inactive guests base on predefined retention policies.
Security And Auditing
Administrators gain deep oversight by being able to suspend and reactivate guests or even entire external organizations centrally. It tracks consent history and allows for the export of audit data via CSV, helping to meet rigorous security standards.
Pros And Cons of External User Manager
Pros
Enables efficient group meetings with seamless collaboration features
Provides advanced audio controls for clearer communication experiences
Offers precise control over external users and access permissions
Cons
The software may require training/support with initial setup
External User Manager Reviews
Total 10 reviews
5
All reviews are from verified customers
Rating Distribution
5
Stars100%
4
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3
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2
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1
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Share your experience
NOT GIVEN, 101-500 employees
“Superb self-service invitation flow”
Pros
One of the best parts is the self-service invitation flow with approval built in. Team owners can invite external users on their own without having to submit a ticket but there's still an approval step in place and guest accounts get an expiry date automatically. That takes a lot of pressure off the admin team while still keeping things under control. Setting it up also feels quite simple because it works as a Teams app. The bigger effort is really deciding your own rules for invitations and expiry, not struggling with a complicated tool. Overall, it fills a real gap in guest access management by helping prevent things from getting out of hand without adding more admin overhead.
Cons
access review notifications could be better. The reminder options feel a bit limited and if an owner is away on holiday, the review can just sit there until the deadline passes. It would be much better if there were an escalation option to send it to a deputy instead.
Rating Distribution
Ease of use
10
Value for money
8
Customer Support
10
Functionality
8
Consulting, 11-50 employees
“Easy to handle guest users”
Pros
Handling guest users and external members in Microsoft Teams feels effortless with this excellent app.
Cons
It has given us much better control over which guest accounts can enter our tenant. Before anyone gets access to Teams, they have to sign NDAs through a smooth built-in workflow. We've also set up lifecycle rules that trigger automated access reviews which remove external users automatically once they no longer need to be involved in a project.
Rating Distribution
Ease of use
10
Value for money
9
Customer Support
9
Functionality
9
Consulting, 11-50 employees
“Works well with Teams”
Pros
Right away, the biggest advantage is how well it works with Microsoft Teams. It gives us a very practical and user-friendly way to handle external collaborators without adding extra complexity. Bringing external users on board has become incredibly simple with this tool. It makes the whole process of inviting, managing and removing access for partners, vendors or clients much more efficient which has made collaboration with outside stakeholders far more convenient for our team. Paired with Teams Manager, it really feels like a complete solution for Teams governance and both applications work together flawlessly.
Cons
Since the latest update to External User Manager and Teams Manager especially with the added cross-functionality between the two apps, I honestly don't have any complaints. Everything related to team management can now be handled in one central place.
Rating Distribution
Ease of use
10
Value for money
9
Customer Support
8
Functionality
9
Frequently Asked Questions
What types of pricing plans does External User Manager offer?
External User Manager offers tiered pricing based on user count. Small (1–249 users) costs €125/month, Medium (250–999) €315/month, Large (1,000–4,000) €505/month, and XL (4,000+ users) €1.50/year per user. Enterprise Edition has custom pricing. Request an External User Manager price quote to choose the best plan.
What other apps does External User Manager integrate with?
The primary integrations are with Microsoft Teams and Microsoft 365 Groups. The Enterprise version offers a specific integration with DocuSign for signature collection.
What language does External User Manager support?
The Solutions2Share website offers content in English, German, Spanish, French, and Norwegian, indicating the software likely supports multiple languages for global use.
What level of support does External User Manager offer?
Support is provided via live chat and a knowledge-based help center, offering resources and guidance for setup, troubleshooting, and ongoing use.
Who are the typical users of External User Manager?
The typical users are IT Administrators and governance/compliance personnel who need to secure and control external user access within their organization's Microsoft 365 environment.
Does External User Manager have a mobile app?
No, External User Manager does not have a standalone mobile app. However, it is fully accessible through the Microsoft Teams mobile application.
Does External User Manager offer an API?
Yes, the Enterprise Edition includes a Webhook Package that supports flows and Azure Functions, allowing for extended onboarding customizations via APIs.