People - Employee Portal

Employee Portal

The People module allows an organization's Team Members to access and manage an employee's Employee Portal. When training or attestations are assigned to an employee, they will receive an email containing a link that will redirect them to their Employee Portal. No login is required to access the Employee Portal.

Note: If the One-Time Passcode (OTP) feature is enabled, Employees will need to enter the OTP to access their Employee Portal.

The Employee Portal looks like this for each Employee:

TABLE OF CONTENTS

• Features and Functionality
• Accessing the Employee Portal
• One-Time Passcode (OTP)

Features and Functionality

There are several options available in the Employee Portal. Most importantly, the ability to access and complete assigned Training and Policy Attestations. Here's a brief explanation of each of the numbered tabs above and what functionality these are intended to provide. 

1. My Tasks - Displays the current set of Incomplete Training and Policy Attestation Tasks. Once a Task has been completed, it will be removed from this section.
   • As shown above, Employees may select View & Attest from the main Employee Portal perspective to access Trainings and Policy Attestations. This list will populate on the main page with 5 Tasks, but navigating to My Tasks will provide all available, and pending, Tasks for an individual to complete
2. My Certificates - Completed Training will generate basic Certificates, which can be accessed and previewed from this area. Employees may download/print the Certificates at any point from this page. 
3. Company Policies - Officers/Admins may Publish Adopted Policies in the Policies module. Published Policies are accessible via this "Company Policies" area of an Employee's Employee Portal. These Policies published here do not require an Employee to Attest to them and they are always accessible, as long as they remain Published. 
4. Report an Incident - Employees have the ability to Report an Incident from within their Employee Portal. This provides a Unique URL for the Organization (so this can be bookmarked as well), where a form is provided and an Employee may report an Incident they experienced/encountered. Both options shown above offer the same Incident Reporting form and URL. Organization Officers will be notified if an Incident is Reported in The Guard. 

Accessing the Employee Portal

To Access an Employee's Employee Portal as an Organization Admin or Officer:

1. Navigate to People
2. Locate an Employee you wish to access their Employee Portal, select the Ellipses ( ... ) option on the right-side of the row, then select View Employee Portal:
3. This will provide access to that Employee's Unique Portal, which identifies their name in the top-right. As an Organization Admin / Officer, the URL in the address bar may be sent to the Employee, if ever needed, to provide them with access to their own Portal. 

Alternatively, Send Employee Portal Link may be selected to send a general email notification to the Employee which will provide them with direct access to the Employee Portal URL:

It is NOT required for an Admin to VIEW and then SEND the Employee Portal as detailed in the steps above. 

To Access the Employee Portal as an Employee:

1. After an Officer/Admin has assigned an Employee Training, they will receive the following Email:
   
2. Selecting View Training will direct the Employee to their Unique Employee Portal
3. If needed, Employees may Bookmark this page to return directly to it at a later time

The How to Complete Training Knowledge Base article has been updated to reflect the implementation of the new Employee Portal. This Article is accessible to everyone and may be sent to Employees that need assistance in completing their Training. 

One-Time Passcode (OTP)

Admins/Officers may Enable/Disable One-Time Passcode (OTP) verification for Employees of the Entire Organization via the Admin Module (Admin Module Overview). As noted in the linked article - OTP is an Org-Wide feature and cannot be enabled/disabled on a per Employee basis. 

With this enabled, Employees will be emailed an OTP each time they visit the Employee Portal. 

Admins/Officers will be capable of accessing / bypassing an Employee's Portal - as described in this article above - without requiring an OTP, if Enabled.