SeatReaper reads the active users in a client's KnowBe4 account: name, email, and when they last signed in to KnowBe4. It never changes users, groups or campaigns.
Each client has its own KnowBe4 account, so KnowBe4 is connected per client, on the client's page.
Get a Reporting API key
- Sign in to the client's KnowBe4 console as an admin.
- Open Account Settings > Account Integrations > API.
- Turn on Reporting API access and copy the Reporting API key. The Reporting API is not available on every KnowBe4 subscription level; if the option is missing, check the account's subscription with KnowBe4.
- Note the account's region from the console address: us, eu, ca, uk or de.
Connect
An owner opens the client in SeatReaper, goes to Data sources > KnowBe4, chooses the region, pastes the key and chooses Connect KnowBe4. SeatReaper checks the key, saves it encrypted and bound to that client, and runs the first sync. After that it syncs every day, and owners and techs can choose Sync now.
What SeatReaper does with it
- People who left: a Microsoft 365 user who is blocked, or has not signed in for the inactivity threshold, is flagged while they are still active in KnowBe4. Users are matched by email (the Microsoft 365 sign-in name or mail address).
- People no longer in Microsoft 365: an active KnowBe4 user with an address on the client's Microsoft 365 domains that matches no Microsoft 365 user.
- Offboarding: the person's KnowBe4 user is ticked for you when you offboard them, and confirmed once they are archived or deleted in KnowBe4.
- Prices: set your monthly cost per KnowBe4 seat in the price book.
KnowBe4 counts active users against the seats you bought, so archiving a person who left frees their seat for someone else or lets you lower the count at renewal.
Disconnect
An owner chooses Disconnect on the KnowBe4 card. SeatReaper deletes the key and the users it synced. Delete or regenerate the key in KnowBe4 to revoke access completely.
In compliance reports
On Growth and Pro, Security training status in the compliance evidence reports lists each licensed Microsoft 365 user, whether they have a KnowBe4 account and their last KnowBe4 sign-in. SeatReaper does not read course completions or phishing test results, so the report does not show them. The Access review lists blocked accounts that still hold a KnowBe4 seat.