People

The People module allows for User Account Creation. An Organization may manage which Officers, Admins, and Users have access to The Guard, as well as manipulate User Accounts when/if needed. When an Account is created in the People Module, a Registration Email is sent and requires the recipient to access the email, then provide First and Last Name, as well as create a Password. Once completed, the User may then access The Guard. 

TABLE OF CONTENTS

• Creating Accounts
• Access Permissions
• Managing People
• Related Knowledge Base Articles

Creating Accounts

Accounts may be created via the Add User or Bulk Upload options at the top.

1. Add User

   1. Selecting this button will lead to a form that can be filled in to create a new account.

   2. Required Fields: First Name, Last Name, Email Address, and Access Permissions

   3. Once created, The Guard will send a Registration Email out immediately, where the User can verify details and create their own password to activate their account

2. Bulk Upload

   1. Selecting this button will lead to a form that can be filled in to create a new account.

   2. Required Fields: Email Address and Access Permissions

   3. The Bulk Upload option is built to upload USER Roles in Bulk; but can be used for individual account creations, too.

   4. Once created, The Guard will send a Registration Email out immediately, where the User can access the link and fill in their First and Last Name, as well as their Password, and activate their account.

Access Permissions

The Guard provides simple Access Permission Roles to assign to individuals needing access to the platform. The Roles are assigned based on Org or Site level (Org Name and Site Names can be configured under the Admin module). When creating accounts, an Officer/Admin is presented with a couple of checkboxes – At the top is the Org-Level; Indented below is the Site-Level. If an Organization has multiple locations/sites, then there will be multiple options BELOW the Org-Level. 

Site-Level Roles – User and Site Admin

• User – An Organization’s Workforce Member that needs to complete their Training within The Guard. This Role has simple access to The Guard and will only be able to access the My Tasks and My Documents modules when logged in. A User can Attest to Training and complete any Tasks that have been assigned to them. 

• Site Admin – Allows an Organization to provide permissions that gives an individual “restricted” access in The Guard at the Site-Level. A Site Admin may access all the modules in The Guard, but only for the specific SITE that they have permissions to. A Site Admin can manage all modules, just at the Site-Level instead of Org-Wide. Vendors Module is the only one currently that Site Admin’s have access to, but cannot do much with (Vendors are managed at the Org-Level)

Org-Level Roles – Org Admin, Privacy Officer, Security Officer, and Compliancy Officer

• Org Admin – Allows an Organization to provide permissions that give an individual full access across an Organization, including all Locations. An Org Admin has the same permissible access as each of the Officer Roles, with the exception that an Org Admin may not alter an Officer’s Permissions. Org Admins are often seen as supplementary roles to the Officers – this is a good option if you have someone assisting Officers, but not taking on the responsibility of an Officer. 

• ALL HIPAA OFFICERS HAVE THE SAME ACCESS IN THE GUARD

  • Privacy Officer - https://compliancy-group.com/hipaa-privacy-officer/

    • The Privacy Officer will be automatically assigned any/all Privacy Related Remediation Tasks generated from Privacy Rule related questions in the Assessments

  • Security Officer - https://compliancy-group.com/hipaa-security-officer/

    • The Security Officer will be automatically assigned any/all Security Related Remediation Tasks generated from Security Rule related questions in the Assessments

  • Compliancy Officer - https://compliancy-group.com/hipaa-compliance-officer/

    • The Compliancy Officer (Compliance Officer) will be automatically assigned any/all tasks by-default.

      • If an Organization has 1 Individual filling multiple Officer Roles, we recommend that they be identified as the Compliancy Officer in The Guard. The Guard will, by-default and by-design, assign ANY/ALL Tasks that are generated automatically to the Compliance Officer

Managing People

There are a few options for Managing the People Module. An Officer/Admin can access this area and monitor the Organization’s Active/Inactive/Awaiting Registration Accounts. An Officer/Admin may also leverage additional functionality: Resend Registration Emails, Activation, Deactivation, Account Editing

• Account Editing – Any Officer/Admin may alter any Account’s Details, including Passwords. In the event any individual forgets their Password, an Officer/Admin may edit and reset/provide temporary credentials (Users may also request a Forgot Password Email or reach out to Support to address this issue). Officers/Admins may also change other details, such as Permissions, Name, Contact Details, or Email Address should it be necessary

• Activation/Deactivation – Officers/Admins may Activate/Deactivate an Account

  • Force-Registering Accounts – If an individual is unable to register their account, an Officer/Admin may open the Account in The Guard, fill in the required details and create a temporary password, then manually Activate the User. 

    • https://compliancygroup.freshdesk.com/support/solutions/articles/48001197895-force-registering-users

  • The Choose Action button will also provide for quick options to Activate/Deactivate, although this is primarily used to Deactivate accounts

  • Deactivating an Account will render the account Inactive, but it will NOT remove the account from The Guard – The Account Status will be updated to reflect that it has been marked Inactive

• Resend Registration Emails – An Officer/Admin may resend Registration Emails to Users who are not yet ACTIVE in The Guard. If an Officer/Admin pushes a resend and the recipient still is not receiving the email, please notify support@compliancygroup.com

Related Knowledge Base Articles

• Adding/Deactivating Users and Setting Roles
  
• Roles, Responsibilities & Permissions in The Guard
• Registering for The Guard
• Logging into The Guard
• Force Registering Users
• Multi-Factor Authentication (2FA/MFA)
• How to Reset Your Password
• Changing Account Details and Password