Access and security
Access is yours
Employees sign in with the Microsoft account they already have. You have to be invited to get in. And if a guide should only be seen by the finance department, you put an access group on it - and it doesn't exist for anyone else.
The account they already have
No new passwords to keep track of, and no user list living its own life next to Microsoft.
Sign in with Microsoft (Entra ID)
The employee uses their own work account. The first time they sign in after being invited, the profile is created by itself.
You have to be invited
Nobody gets in from outside because they know the address. Only invited users can sign in, and you send them the link yourself.
Roles are managed from Microsoft
The admin role is set in Microsoft Entra. A change takes effect the next time the user signs in.
Deactivation doesn't touch the account
If you block a user, access to MyGuides is closed. The Microsoft account isn't affected - it belongs to you, not to us.
If you're not in the group, the guide doesn't exist
An access group is put on the guide, not the other way round. That means a restricted guide isn't just hidden in the menu - it's gone.
- It can't be found via search
- A direct link doesn't work for someone who isn't in the group
- It isn't included in an export
- The screenshots in it can't be downloaded
The groups keep themselves up to date when colleagues join or leave a department, so an assignment doesn't have to be redone every time someone is hired.
Your own instance
Not a seat on a shared platform with other people's data next to yours. You get your own, with your own name, logo and colors.
Your own data, your own login
The content lives in your instance, and access goes through your own Microsoft login.
Region, hosting and backup are agreed
Where the instance is located and how it's looked after, we go through concretely with you - before you say yes, not afterwards.
The AI runs in the same place
The import runs against the AI service the instance is set up with - currently Azure. Which region that is, is part of that walkthrough.
We don't record who is reading
A share link for external users counts how many times it has been opened. It deliberately doesn't record who opened it. There's nothing technical in the way of storing that - we've chosen not to, because it's not ours to know.
What IT usually asks
- Where is our data?
- With you, in your own instance, with your own Microsoft login. We go through the specific setup - region, hosting and backup - before you say yes.
- Do employees need a new password?
- No. They sign in with the Microsoft account they already use.
- Can an employee see a guide they haven't been assigned?
- If the guide is restricted by an access group, no - not via search, direct link, export or the images. If it isn't restricted, it's in the library for everyone, even without an assignment.
- What happens when an employee leaves?
- You deactivate the user, and access to MyGuides is closed. We don't touch the Microsoft account - you handle that where you usually do.
- Can we control who is an administrator?
- Yes, from Microsoft Entra. The change takes effect the next time the user signs in.
See how MyGuides creates guides
A demo takes 25 minutes, and you don't need to prepare anything. If you'd like to see it on your own work, you can send us a recording of a task in advance - and we'll use that.