How to add, disable and delete a user in ICT Protege GX
Step-by-step help for ICT Protege GX, for property managers and system administrators.
The quick answer
In Protege GX, go to Users > Users and click Add. Enter the first and last name, a PIN if they use keypads, and the facility and card number of each card or fob. On the Access Levels tab, click Add and choose their access level, then click Save. If a card is lost or someone leaves, disable the user first: deleting a user also removes them from the event history.
We’ll do it for you
Short on time, or no admin login? Our team can add, change or remove users, fobs and listings for you, remotely where your system allows it, or on site.
Before you start
Works with: ICT Protege GX. Protege WX works differently; call us for Protege WX help.
Who it’s for: Property managers and system administrators
You need: an operator login that can edit users, the person’s name, the facility and card number of each card or fob, and the access level to give. Access levels must already be set up.
Last updated: October 19, 2026
Add a user
Log in to Protege GX and go to Users > Users.
Click Add.
Enter the First name and Last name. The display name fills in automatically.
If your site uses record groups, choose the right one.
If they’ll use a keypad, enter a PIN.
Enter the facility number and card number of each card or fob. A user can have up to 8 cards.
On the Access Levels tab, click Add, select the access level and click OK.
Click Save in the toolbar, then test the card at a door.
There are faster ways to add users, such as presenting cards at a reader or importing a list. Ask us to set them up.
Start and expiry dates
For contractors, temporary staff or a move-out date, set a start date and an expiry date in the user’s record. The user’s access starts and stops on those dates without anyone having to remember.
Disable a user
Go to Users > Users and select the user.
On the Options tab, tick Disable user.
Click Save. Their cards and PIN stop working right away, and their record and history are kept.
Use this for a lost card or someone leaving. To replace a lost card, change the card number in their record instead.
Delete a user
Go to Users > Users and select the user (or several users).
Click Delete in the toolbar and confirm.
Important: deleting a user removes every reference to them from the event log. ICT recommends disabling users first and only deleting them once their events are no longer needed.
If it didn’t work
The card doesn’t open a door
Check the facility and card numbers match the card, the access level includes that door and time, and the user isn’t disabled or expired.
Add or Delete is greyed out
Your operator login doesn’t have permission to edit users. Ask your administrator, or call us.
You can’t find the user
Check the record group filter, or search by last name.
You need someone’s old door history
If they were deleted, their events are gone from the log. Disable users instead next time.
Rather we did it?
We’ll add, disable or remove users and cards for you, remotely where your system allows it, or on site.
Stuck with a system nobody will fix?
We repair and take over cameras, access control, intercoms and alarms installed by other companies, when your current provider has fallen short.
Questions
Should I disable or delete a user?
Disable. It stops their access at once and keeps their history. Delete only when their events are no longer needed, because deleting removes them from the event log.
How many cards can one user have?
Up to 8, such as a card, a fob and a mobile credential.
Can you import our user list?
Often, yes. Send us the list and we’ll check the format and import it for you.
Can you manage our users remotely?
Often, yes, when the system can be reached remotely and you give us permission. Otherwise we book a visit.
Where can I get more ICT cards or fobs?
From us. We match them to your readers and card format and can add them to the system too.
More answers: Access control questionsGlossary: credentialfail-safe vs fail-secure
Ask us to update your ICT users
Tell us the building, how many users and what needs changing. We’ll follow up to sort it out.
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