Manager Guide

Complete guide to managing roles, policies, employees, and AI platforms in Oximy Shield.

Getting Started with the Dashboard

The Oximy Shield dashboard is your central control panel for managing your organization’s AI security. Access the dashboard at dashboard.oximy.com to configure roles, policies, employees, and AI platform access.

Dashboard Overview

The Shield dashboard has four main sections:

1. Roles - Define roles with specific permissions
2. Policies - Create allow and block policies to assign to roles
3. Employees - Manage employee accounts and role assignments
4. AI Platforms - Control which AI platforms are accessible

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Managing Roles

Roles are the foundation of Shield’s security model. Each role can have multiple policies assigned, and employees inherit the policies of their assigned role.

Creating a Role

To create a new role:

1. Navigate to the Roles section in the dashboard
2. Click Create Role
3. Enter a role name (e.g., “Engineering”, “Sales”, “Leadership”)
4. Add a description to clarify the role’s purpose
5. Click Save

Editing Roles

You can modify existing roles at any time:

• Change role name or description - Click the edit icon next to any role
• View role assignments - See which employees are assigned to each role
• Delete roles - Remove unused roles (employees must be reassigned first)

Role Best Practices

Start with broad roles like “General Employee” and “Manager”, then create more specific roles as needed based on your organization’s structure.

Consider creating roles based on:

• Department - Engineering, Sales, Marketing, HR
• Seniority - Junior, Senior, Leadership
• Access Level - Basic, Advanced, Privileged

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Managing Policies

Policies define what actions are allowed or blocked when employees use AI tools. Each policy can be assigned to one or more roles.

Policy Types

Shield supports two types of policies:

Allow Policies

Allow policies permit specific behaviors or data types:

• Allow sharing certain file types
• Allow specific prompts or content
• Allow access to particular features

Block Policies

Block policies prevent specific behaviors or data types:

• Block sharing sensitive data (PII, credentials, etc.)
• Block certain file uploads
• Block specific prompt patterns or content

Creating a Policy

To create a new policy:

1. Navigate to the Policies section
2. Click Create Policy
3. Choose policy type: Allow or Block
4. Name your policy (e.g., “Block PII”, “Allow Marketing Content”)
5. Configure policy rules:
   • Select data types to monitor
   • Define patterns or keywords
   • Set sensitivity levels
6. Click Save

Assigning Policies to Roles

Once you’ve created policies, assign them to roles:

1. Go to the Roles section
2. Select a role to edit
3. Under Assigned Policies, click Add Policy
4. Select one or more policies from the list
5. Click Assign

Multiple policies can be assigned to a single role. If policies conflict, block policies take precedence over allow policies.

Policy Examples

Here are common policy configurations:

For General Employees:

• Block PII (emails, phone numbers, SSN)
• Block credentials and API keys
• Block financial information
• Allow general business content

For Engineering:

• Block production credentials
• Block customer data
• Allow code snippets (sanitized)
• Allow technical documentation

For Leadership:

• Block extremely sensitive data
• Allow strategic content
• Allow aggregated data
• Require approval for large data uploads

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Employee Management

The Employees section lets you add team members and assign them to roles, ensuring each person has the appropriate policies applied to their Shield extension.

Adding Employees Manually

To add individual employees:

1. Navigate to the Employees section
2. Click Add Employee
3. Enter employee details:
   • Full name
   • Email address
   • Department (optional)
4. Assign a role from the dropdown
5. Click Save

The employee will receive an invitation email with setup instructions.

Importing Employees

For larger teams, import employees in bulk:

1. Click Import Employees
2. Download the CSV template
3. Fill in employee information:
   • Required: Name, Email, Role
   • Optional: Department, Team, Manager
4. Upload the completed CSV file
5. Review the import preview
6. Click Confirm Import

Validate your CSV file before importing to avoid errors. Ensure all email addresses are unique and roles exist in your system.

Mapping Roles to Employees

You can change role assignments at any time:

1. Select one or more employees from the list
2. Click Change Role
3. Select the new role from the dropdown
4. Click Update

Changes take effect immediately and sync to the employee’s extension automatically.

Employee Status

Monitor employee status in the dashboard:

• Active - Extension installed and synced
• Invited - Invitation sent, extension not yet installed
• Inactive - Extension disconnected or not synced recently

Removing Employees

To remove an employee:

1. Select the employee from the list
2. Click Remove
3. Confirm the action

Removing an employee deactivates their extension access immediately. They will no longer be protected by Shield policies.

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AI Platforms Management

The AI Platforms section lets you control which AI tools are accessible to your organization. Shield monitors a wide range of platforms and you can enable or disable them as needed.

Viewing Available Platforms

Shield supports monitoring across major AI platforms, including:

• ChatGPT (OpenAI)
• Claude (Anthropic)
• Gemini (Google)
• Copilot (Microsoft)
• Perplexity
• And many more

View the complete list in the AI Platforms section of your dashboard.

Enabling/Disabling Platforms

To control platform access:

1. Navigate to AI Platforms
2. Browse the list of available platforms
3. Toggle platforms on or off:
   • Enabled - Employees can use with policy enforcement
   • Disabled - Platform is blocked completely
4. Changes take effect immediately

Disabling a platform blocks access entirely. If you want to allow access with restrictions, keep the platform enabled and use block policies instead.

Platform-Specific Settings

Some platforms offer additional configuration options:

• Monitoring level - Basic or advanced detection
• Custom domains - Add organization-specific AI tool URLs
• Allowed features - Enable/disable specific platform features

These settings are available when you click on individual platforms in the list.

Default Settings

When you first set up Shield, all major platforms are:

• Enabled with monitoring
• Protected by default policies
• Synced across all employee extensions

You can adjust these defaults based on your organization’s needs.

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Best Practices

Start Simple

Begin with basic role and policy structures:

1. Create 2-3 broad roles
2. Set up essential block policies (PII, credentials)
3. Assign employees to roles
4. Refine policies based on actual usage

Regular Reviews

Schedule regular reviews of your Shield configuration:

• Monthly - Review employee assignments and access
• Quarterly - Audit policies and role effectiveness
• As needed - Adjust when team structure changes

Communication

Keep your team informed:

• Announce Shield deployment in advance
• Explain the purpose and benefits
• Provide clear setup instructions
• Make yourself available for questions

Transparency builds trust. Let employees know Shield is there to protect the organization, not monitor their every action.

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Support

Need help configuring Shield for your organization?

Contact Support

Our team is here to help you get the most out of Shield.

Next Steps

User Guide

Learn how employees install and use the Shield extension.

Policies Overview

Deep dive into policy configuration and best practices.