Administration FAQ

Users and access

How do I add a new user to my organization?

Go to Settings → Team → Members and select Add member. Enter the person’s email and choose an initial role. VeriProof creates a pending membership and sends the invitation through the configured email service. Only Administrators can send invitations.

To send another invitation, open the pending member’s actions and select Resend.

What role should I assign to a new user?

Assign the minimum role the user needs for their job function:

External auditors → Auditor
Compliance team members → Compliance Officer
Finance and cost owners → Business Owner
Read-only evidence reviewers → Auditor
IT administrators → Administrator

See the full Roles & Permissions matrix.

How do I remove a user who has left the organization?

Go to Settings → Team → Members, open the member’s actions, and select Remove. Confirm the account and transfer assigned work before continuing. Historical audit and review records remain subject to the organization’s retention policy.

Can I have more than one admin?

Yes. Keep enough Administrator accounts to support recovery and separation of duties. There must always be at least one active Administrator; VeriProof prevents deactivating or downgrading the last one.

Can a user have more than one role?

Each member has one main role. An Administrator can also assign an application-specific role under Supplementary role assignments → Manage roles. See Members for role assignments and application access.

How do I reset a user’s password?

VeriProof does not store member passwords. Members reset their password, multifactor method, or recovery method through Microsoft Entra ID or Okta. VeriProof never emails a password-reset link because the identity provider owns the credential. Emergency administrator access is a separate recovery path and is not a member password-reset flow.

API keys

How do I plan an API key rotation?

Check when the previous key expires before updating a running application. Do not assume both keys will remain valid during deployment.

Open the application, then select Config → Keys.
Create the replacement and store it in your approved secret manager.
Update the running application and verify ingest and any runtime policy checks.
Revoke the previous key if it remains active after the update.

See Manage application credentials for planned rotation and exposed-key handling.

What happens when I revoke an API key?

Revoking a key removes its authorization. Applications still using it can lose ingest and policy-check access. Confirm the revocation result and coordinate replacement with the application owner.

I accidentally committed an API key to a Git repository. What should I do?

Treat the key as compromised, even in a private repository. Revoke it promptly from the application’s key settings; do not wait for a routine rotation window.

Deploy a replacement from your secret manager and verify the affected application paths. Review activity during the exposure period. Coordinate repository-history cleanup with its maintainers under your incident procedure. Removing the text does not revoke the key.

Why can I only see the key prefix, not the full value?

For security, VeriProof displays the full key value only once, when it is created. After that, only the prefix is shown. Copy the key to an approved secrets manager when you create it.

Do I get separate sandbox and production customer API keys?

No. VeriProof issues standard compound customer API keys for ingest. The shared sandbox in the Customer Portal is a read-only demo view, not a separate customer key type.

SSO and authentication

Can I configure more than one SSO provider?

The current customer setup supports one active identity-provider configuration. Contact VeriProof before planning a multi-provider deployment.

The member enters a work email. VeriProof uses only its domain to find an active, verified organization connection, then shows that organization’s provider button. Ask your VeriProof contact to confirm domain registration if no connection appears.

A user signed in via SSO but has no access to features. Why?

Add the person in Settings → Team → Members before their first SSO sign-in. VeriProof links the verified identity to that existing membership and keeps the role assigned in VeriProof. Unknown or inactive users are denied.

My SSO configuration test passes but users get an error when signing in. What should I check?

Copy the exact redirect URI shown in the SSO setup and allowlist it in your identity provider. It ends in /v1/auth/callback.
Check that the IdP application is not restricted to specific users or groups that exclude the signing-in user.
Confirm the client secret has not expired in the IdP: expired secrets cause authentication failures.
Confirm that exactly one active VeriProof member has the provider email in the intended organization.
For Okta, confirm the identity response includes the email and marks it as verified.
Confirm that the organization email domain is registered and verified for sign-in routing.

Data lifecycle

How does application deletion work?

Application deletion is a controlled administrative process with review and approval steps. Review the scope and impact shown in the portal before approving a purge. Do not rely on a fixed grace period unless it is stated in your approved account terms. See Data deletion.

Does deleting an application remove its blockchain anchors?

Deletion behavior depends on the configured proof provider and approved purge scope. A public Solana proof cannot be removed by the application. Azure SQL Ledger follows its database retention boundary.

Review the completion evidence for session content, metadata, keys, exports, backups, and provider records.

How long is my data retained?

Administrators set organization-wide session-data and governance-record periods in Settings → Privacy & Data → Retention Policy. Session data supports 30–3,650 days. Governance records support 365–3,650 days and cannot be shorter than session-data retention. A regulated policy may lock the values. See Data retention.

The workflow removes the subject-specific salt used to verify linked commitments and records the outcome. Your privacy and legal teams determine whether the complete process satisfies the request. See GDPR erasure.

Human Review callbacks

My application is not receiving a Human Review outcome. What should I check?

Confirm the review case reached a final outcome.
Check the registered application callback and delivery status.
Verify the raw-body signature, timestamp, event identity, and application binding.
Confirm the receiver stored the event before returning its receipt.
Review retry and acknowledgement history with redacted diagnostics.

How do I verify an outcome callback?

Follow the Outcome callback reference. Verify the signature over the unchanged request body and validate every tenant, application, case, branch, generation, and event binding required by the v1 contract.

I’m receiving the same event twice. What should I do?

Use the event identity to recognize a duplicate delivery. Return the stored receipt without applying the outcome again. Reject a conflicting body for the same identity.

Billing and plan

How do I see my current plan and usage?

Go to Settings → Billing → Subscription and usage. This page shows the plan and the usage information available for the account.

How do I get a cost alert before reaching my spending limit?

Create a cost budget in Settings → Billing → Cost budgets. Set the warning threshold and review the resulting budget status and assigned follow-up. See Spend and usage alerts.

What if the retention controls are locked?

A regulated policy can lock the organization retention periods. Review the policy notice on the Retention Policy page and contact the person responsible for that policy before requesting a change.