1. Overview

Multi-Tenancy lets an Admin create separate tenant accounts on one backup server, each with its own users, repositories, quotas and permissions. Open Tenants in the backup server to create and manage them.

Tenant users have one of three roles: Full Access, Read-Only or Recovery. Terms such as Unit Quota and registration token are defined in the Glossary at the end of this guide.

Important: The Management Type (Self-Managed, Hybrid or MSP) is chosen when you create the tenant and cannot be changed afterwards.

2. Tenant Types

Choose the type that matches who owns the infrastructure and who runs the backups.

Tenant types · Admin and three management types

Self-Managed and Hybrid tenants own their infrastructure. In an MSP tenant the Admin owns it and runs the backups, and the tenant restores or views.

What each tenant type allows

The Admin can share repositories with every tenant type, and can share hosts with MSP tenants only.

User roles (all tenant types)

These roles apply to every tenant type. What a user can do also depends on what the tenant type allows.

3. Creating a Tenant

Before you begin

• Sign in to the backup server as the Admin. Tenants are created by the Admin.

• Decide the Management Type. It cannot be changed after the tenant is saved.

• Add the repositories you plan to share with the tenant.

• For an MSP tenant, add the hosts, VMs or users you plan to share. You can also share them later by editing the tenant.

• If the tenant's user will sign in with AD/LDAP, add the AD/LDAP server first.

• Configure the Admin's SMTP settings. Storage alerts and report emails use them when the tenant has no SMTP of its own.

• Have the tenant's email address ready. It receives the creation email and, by default, storage alerts.

Procedure overview

1. Go to Tenants and click Create Tenant.

2. Complete the four wizard steps: Tenant Details, Storage Quota, Unit Quota and Review.

3. Use Previous and Next to move between steps, or Cancel to exit without saving.

Step 1: Tenant Details

1. Enter the tenant's name, email, restore location and contact details.

2. Select the Management Type.

3. Turn on Enable Web Access if tenant users need to sign in. It is always on for Self-Managed and Hybrid tenants.

4. Click Add User For Web Access and enter the user's details. For an AD/LDAP user, the AD/LDAP server must already be added.

5. Click Next.

Note: This step lists the fields known from the design specification. Confirm each field name against the Tenant Details screen before publishing.

Screenshot placeholder: Tenant Details page.

Step 2: Storage Quota

1. Under Repository Access, select the repositories where the tenant's backup data can be stored, and set a quota for each with the pencil icon. Tenants with Full Privileges can also create repositories.

2. Under Overall Tenant Usage, click the pencil icon next to Set Overall Quota to cap total storage across all repositories.

3. Under Notifications, tick First notification and enter the percentage of quota that triggers an alert.

4. Optionally tick Second notification and enter a higher percentage.

5. Under Recipients, click the plus icon to add an email address. Click the x on an address to remove it.

6. Click Next.

Alerts are sent from the tenant's SMTP settings, or the Admin's if the tenant has none.

Screenshot placeholder: Storage Quota page.

Step 3: Unit Quota

1. Click the pencil icon on a row.

2. Enter the limit for that type.

3. Repeat for the other types you want to limit, then click Next.

All limits default to Unlimited.

Note: Endpoints added under Hyper-V, KVM, Proxmox and Backup Proxy hosts are currently not included in the Servers & Endpoints count.

Screenshot placeholder: Unit Quota page.

Step 4: Review

1. Check the settings from all three previous steps.

2. Save the tenant.

The server generates the tenant's registration token and emails the creation notice to the tenant's address.

Note: This step has not been verified against the Review screen yet.

Screenshot placeholder: Review page.

After creating a tenant

The tenant appears in the Tenants list with its allotted and used space. The tenant receives a creation email with its user details and access information. The wording depends on the Management Type.

What to do next depends on the type:

• Self-Managed: give the tenant the registration token, or let the tenant use its own token. The tenant signs in with the user you created, installs agents and configures its own backups.

• Hybrid: the same as Self-Managed. You can also install agents with the tenant token and configure backups for the tenant.

• MSP: install or provision the agents, share the hosts, VMs or users with the tenant and configure the backups yourself. Tenant users can sign in only if Web Access is enabled. They can then restore or view data, depending on their role.

To get the token again, click Generate/view token in the Actions column of the Tenants list.

4. Managing Tenants

The Tenants list shows these columns:

Use the Tenant selector at the top of the console to filter pages by tenant, or choose All Accounts.

Edit a tenant

1. In the Tenants list, click Edit in the Actions column.

2. Make your changes. You can share more repositories, add alert recipients, add or remove shared hosts, VMs or users, add or delete one user, and change storage or unit quotas.

3. Save the tenant.

You cannot change the Management Type. You can reduce a storage or unit quota, but not below the tenant's current usage.

Editing does not resend the creation email or regenerate the token. Renaming a tenant updates every reference to it.

Important: A storage quota cannot go below the storage the tenant has already used. A unit quota cannot go below the number of units already counted.

View the registration token

1. Click Generate/view token in the Actions column.

2. Copy the token for agent installation.

Self-Managed tenants cannot regenerate the token.

Activate or deactivate a tenant

1. Click Activate/Deactivate in the Actions column.

Deactivating a tenant blocks its users from signing in and makes its scheduled backups fail with Tenant is deactivated. Reactivating restores everything with no data loss.

Delete a tenant

1. Click Delete in the Actions column.

The tenant receives an email before deletion starts. The server then removes the tenant's jobs, repositories, hosts and settings. If the server restarts mid-way, deletion resumes automatically.

Warning: Backup jobs with immutability enabled are kept until their retention period ends. Tenant users cannot sign in to view their status.

5. Quota Behavior

Storage quota

• When used storage reaches the quota, the tenant's active backup jobs pause.

• Raising the quota while a backup is running lets it continue.

• The quota applies to the whole tenant, not to each job.

• Each alert threshold sends one email. It sends again only after usage falls below the threshold and rises above it.

• The alert shows the tenant name, percentage used, severity (Warning for the first threshold, Critical for the second), used storage and allotted storage. Admin and tenant both receive it.

Unit quota

• When the limit is reached, the tenant cannot add more of that type until the Admin raises it.

• Physical hosts: the limit is checked when the agent is installed with a tenant token. At the limit, installation stops with Entity count limit reached for the user. Admin tokens have no limit. Windows hosts count as servers or workstations, Linux as servers and macOS as workstations. Server Proxy installs are not counted.

• Virtual machines: the limit is checked when a VM starts a backup. A VM backed up before is always allowed. A new VM is rejected once the limit is reached.

• Microsoft 365 / Google Workspace: the limit is checked when a user starts a backup. A user backed up before is always allowed. A new user is rejected once the limit is reached.

• Not counted: endpoints added under Hyper-V, KVM, Proxmox and Backup Proxy hosts are currently not included in the entity restriction count.

6. Sharing with MSP Tenants

• Endpoints: an endpoint can be shared only if the Admin is not using it for any backup. It belongs to either the Admin or one tenant, never both.

• VMs and hosts: the Admin can share specific VMs or whole hosts. A shared VM belongs to one tenant at a time. The Admin can still back it up, and the tenant can restore those backups.

• Microsoft 365 / Google Workspace: the Admin can share specific users. A shared user belongs to one tenant at a time. The Admin can still back the user up, and the tenant can restore those backups.

• Removing a shared host, VM or user: its scheduled backups stop and the tenant cannot configure new ones. The tenant can still restore data backed up before removal.

7. Tenant Console: What Tenant Users See

• Tenant users see only their own jobs, reports, data sources, tasks and audit log. Tenant actions do not appear in the Admin audit log.

• Not available to tenants: Dashboard, Two-Factor Authentication, Branding and License Management.

• Not supported for tenants: secondary copies (including ODR, Backup Copy and Tape), database plugins and Instant Boot for recovery.

• Backup window: defaults to No Preference. If a tenant sets one, it applies to all of that tenant's jobs.

• Templates, restore authentication and time zone: available to Self-Managed and Hybrid tenants. MSP tenants cannot create templates or set a time zone.

• Credentials: Self-Managed credentials are hidden from the Admin. Hybrid credentials are visible and editable by the Admin. MSP tenants have no credential management.

• Restore: Read-Only users cannot restore. Recovery users can.

8. Notification Emails

9. Troubleshooting

10. Known Limitations

• The Management Type cannot be changed after the tenant is saved.

• Storage and unit quotas cannot be reduced below current usage.

• Self-Managed tenants cannot regenerate the registration token.

• Only one Full Access user can be added at creation, for all tenant types.

• Only one user can be added or deleted per edit.

• An endpoint belongs to either the Admin or one tenant. A shared VM or user belongs to one tenant at a time.

• Endpoints added under Hyper-V, KVM, Proxmox and Backup Proxy hosts are not counted toward the entity restriction.

• Self-Managed tenant credentials are not visible to the Admin.

• The tenant console does not include Dashboard, Two-Factor Authentication, Branding or License Management.

Glossary