People - Employee Portal

Employee Portal Overview

When training or attestations are assigned, employees receive an email with a link that provides direct access to their portal no login is required unless the One-Time Passcode (OTP) feature is enabled.

Note: If OTP is enabled, employees will be required to enter a one-time passcode sent to their email before accessing the portal.

TABLE OF CONTENTS

• Features and Functionality
• Accessing the Employee Portal
• Reporting an Incident from the Employee Portal
• One-Time Passcode (OTP)

Features and Functionality

The Employee Portal provides several important tools and views for employees. Most notably, it allows them to complete assigned Training and Policy Attestations. Below is a summary of the key areas and their functions:

My Tasks

• Displays incomplete Training and Policy Attestation assignments.

• Employees can select “View & Attest” from the main portal to begin tasks.

• The homepage shows the top 5 tasks; selecting My Tasks reveals the full list of assignments.

My Certificates

• Stores certificates for completed training.

• Employees can view, download, or print certificates.

Company Policies

• Displays policies published by Admins/Officers through the Policies module.

• These are view-only and do not require attestation.

• Policies remain accessible as long as they are published.

Report an Incident

• Provides a link to a unique incident reporting form for the organization.

• Employees can report incidents directly through this form.

• Officers/Admins are notified when a report is submitted.

• The form can also be bookmarked for quick access.

Accessing the Employee Portal

As an Admin/Officer:

To access an employee’s portal:

1. Navigate to People.

2. Locate the employee.

3. Click the ellipsis (…) next to the employee's name.

4. Select View Employee Portal.

This opens a unique portal tied to the selected employee. The URL can be copied and sent to the employee for direct access.

You may also select Send Employee Portal Link to email the employee a direct link to their portal.

There is no requirement to first view the portal before sending the link.

As an employee:

• The employee receives an email notification with a “View Training” button.

• Clicking the button opens their unique Employee Portal.

• Employees may bookmark this link for future access.
  

The How to Complete Training article can be reviewed for additional guidance.

Reporting an Incident from the Employee Portal

Employees can report incidents directly from within their Employee Portal using the "Report an Incident" feature. This tool allows for the confidential or anonymous submission of incidents related to compliance, data security, privacy, health information, employee safety, or HR concerns.

To report an incident:

1. Log into your Employee Portal using the link provided via your training or policy assignment email.

2. From the main portal page, select the "Report an Incident" tab.

3. Complete the incident report form:

   • Report anonymously (optional toggle).

   • Fill in personal details (or leave blank if reporting anonymously).

   • Provide a clear description of the incident, including dates, names, locations, or any relevant details.

   • Select the incident date and discovery date.

   • Choose the type of incident and the location where it occurred.

   • Optionally indicate if the incident:

     • Affected more than 500 individuals.

     • Involved a third-party organization or individual.

4. Attach any supporting documentation using the Upload Attachment button.

5. Click Submit to send the report to the appropriate Officers/Admins within your organization.

One-Time Passcode (OTP)

Admins and Officers can enable or disable the One-Time Passcode (OTP) feature for the entire organization via the Admin module.

• OTP is an organization-wide setting and cannot be applied to individual employees.

• If enabled, employees will be prompted to enter a passcode (sent via email) each time they access their portal.

• Admins/Officers are not required to enter an OTP when accessing employee portals.