People Overview

People 

The People module allows the Organization to add and manage its Employees. There are a number of features available to Admins. Employees are not treated as "Users" of The Guard and, therefore, are not required to Register, like an Org Admin or Compliance Officer. Once training is assigned by the organization, employees will receive an email that contains a link to redirect them to their Employee Portal to complete assignments.

TABLE OF CONTENTS

• Creating Employees
• Employee Profile
• Deactivating an Employee
• Employee Portal Options
• Related Knowledge Base Articles

Creating Employees

Employees may be created in either of the following ways:

1. Import -The Guard will allow for Bulk Upload/Creation of People, if needed:
   1. Select Import
   2. Select Download Template
   3. Fill in the Template and then select Choose Spreadsheet to Upload
   4. Confirm and then Finalize
      
      
2. Add Employee - Organization Team Members can Add Employee's individually via the following form:

Employees listed in The Guard can be assigned to specific Locations, Groups, and Types. As an Organization creates users the statistics shown at the top will update in real-time. 

Employee Profile

After an Employee has been created, an Admin may open the Employee from their listed record in the People module. Simply click on the Employee to view the Employee Profile:

There are a number of features related to the Employee Profile. For a deeper dive, please see the following Knowledge Base Article: People - Employee Profile

Accessing an Employee's Profile will allow an Admin to review Employee Information, Training, Legacy Training, Verification Matches (only where Exclusion Monitoring is available and enabled), Policies & Documents, Devices, Incidents, and Certificates. Each of these items can also be viewed in the related Module (Policies, Training, etc). 

Employees can also be Edited or Deactivated from the Employee Profile, if needed, via the Options dropdown menu.

Deactivating an Employee

Employees can be deactivated from the main People table or via the Employee Profile. A few examples of deactivating an Employee are shown below:

• Deactivating an Individual Employee:
  1. Navigate to People
  2. Select the Ellipses Button (. . .) on the right-hand side of the row
  3. Select Deactivate

• Deactivating an Individual Employee (Employee Profile):
  1. Navigate to People
  2. Open an Employee's Profile by clicking on their Name
  3. Select the Options dropdown button in the top-right
  4. Select Deactivate

• Deactivating Multiple Employees in Bulk:
  1. Navigate to People
  2. Select Multiple Employees using the checkboxes on the left-hand side
  3. Select the Bulk Actions drop-down in the top-left
  4. Select Deactivate Selected

Inactive Employees will then display under the Inactive tab available in the People module.  All related assignments displayed in the Employee Profile will be retained for all Inactive Employees. They can be reactivated by navigating to the Inactive tab, selecting the Ellipsis button on the right hand side of their name and pressing Activate.

Employee Portal Options

Admins can navigate to the People module and access an Employee's Portal or Send Employee Portal Links to the Employees from the UI. 

• Sending Employee Portal Link to an Individual Employee:
  1. Navigate to People
  2. Select the Ellipses Button (. . .) on the right-hand side
  3. Select Send Employee Portal Link
  4. An email will be then be sent to the Employee 
• Sending Employee Portal Link to an Individual Employee (Employee Profile):
  1. Navigate to People
  2. Open an Employee's Profile by clicking on their Name
  3. Select the Options drop-down button in the top-right
  4. Select Send Employee Portal Link
  5. An email will be sent to the Employee within a few moments / minutes; Please confirm with the Employee that they received the email

• Sending Employee Portal Links to Multiple Employees in Bulk:
  1. Navigate to People
  2. Select Multiple Employees using the checkboxes on the left-hand side
  3. Select Bulk Actions
  4. Select Send Employee Portal Links
  5. An email will be sent to the Employee(s).

Related Knowledge Base Articles

• People - Employee Portal
• People - Employee Profile
• Admin Module Overview
• Training Overview