(Legacy) Adding/Deactivating Users and Setting Roles

To add Officers, Administrators and Users to The Guard (or to update the role for existing Users), login and select People from the left hand Navigation Panel.

To add multiple Officers and Users to a Site at once, click the Bulk Upload button next to the blue Add User option. 

• Officers and Administrators are assigned at the Organization level. Check the Organization box and set that Employee's Role from the Choose Role dropdown menu (Compliance Officer, Security Officer, Privacy Officer, or Administrator).
  • If you work with an outside IT Vendor that will be assisting you with the Risk Assessments, add them as an Org Administrator at the Organization level. You will then be able to assign Risk Assessment questions and Tasks to them to answer.

• Users are assigned at the Site level. Check the Site box and set the User Role for that particular site from the Choose Role dropdown menu.
  
  

*You can learn more about Roles, Responsibilities and Permissions here

Enter your list of email addresses, separated by commas, in the User Email Addresses box on the right. 

Click Save on the bottom right of the screen. A Registration Email will be sent to the Employees that includes a link to complete their registration (adding name and password).

Officers and Administrators can update the Role for any Employee at any time by clicking on the Employee record from the People list and opening their Profile.  Making the necessary changes, and then click the Save button.

Adding Individual Users

In order to maintain your HIPAA compliance, upon hiring a new employee you will have to add them to the People list. To add an individual user to The Guard, select the blue Add User button.  

Fill out the Employee information and select their Role 

*You can also use the bulk upload option to add individual Employees by entering the single Employee's email address instead of multiple emails as stated above.

Choosing Access Roles

When choosing how to set access roles for your employees, there are some things to keep in mind. For Organizations with multiple Sites, you may have designated the same Administrator to oversee more than one of your Locations. 

If you'd like an Employee, who will not be listed as an Officer, to be able to access all of your Sites, you will want to designate them as an "Org Administrator." Org Administrators and Officers are the only Roles that have access to view all Sites at once. Users who are set to access multiple Sites will have to Change Org from the dropdown menu on the top left where they see their name each time they'd like to switch between Sites.

Deactivating a User

Officers and Administrators can deactivate any User in The Guard simply by clicking on the three dashes on the Employee's right-hand side from the People list and selecting deactivate. To deactivate more than one Employee at a time, check the box on the left of the Employee, select the Choose Action dropdown and select "Deactivate selected."

*If you have any questions regarding Officers, Admins, Users, or Roles, please contact [email protected]