Employees

Managing employees in TrustCloud

Employees play a critical role in maintaining security, privacy, and compliance within an organization. Their participation is necessary for understanding security principles and following best practices.

TrustCloud provides tools to manage employee compliance by allowing organizations to:

1. Create, store, and distribute security and compliance policies.
2. Track employee acknowledgment and adherence to policies.
3. Monitor compliance-related tasks and activities.

These features help organizations ensure that employees remain informed and compliant with security and regulatory requirements.

TrustCloud offers two primary sections for managing employees:

1. My Employees
2. Employee Settings

This guide covers how to navigate these sections, manage employee records, and ensure compliance.

My Employees

The “My Employees” page provides a comprehensive list of employees and contractors, helping you monitor their compliance status.

Key features:

1. User Records: displays details such as name, email, role, department, and compliance status.
2. Actionable insights: Track and remind employees about compliance tasks to meet standards.
3. Policy Attestation: View or update an employee’s attestation to policies.
4. Categorization: Employees are segmented into two categories:
   1. Required for Compliance
   2. Excluded from Compliance

Employees required for compliance

These employees actively contribute to your organization’s compliance efforts. They include roles such as:

1. Compliance officers
2. Legal counsel
3. HR specialists
4. Risk managers
5. Data protection specialists
6. Executive leadership

Compliance-focused employees play a critical role in upholding ethical standards, mitigating risks, and ensuring adherence to regulations.

Employees excluded from compliance

Some individuals may not directly participate in compliance activities. Examples include:

1. Frontline staff
2. Administrative personnel
3. Temporary workers
4. Former employees (depending on the audit observation period and termination date)

Excluded employees retain a record of their policy acknowledgment, but they are no longer required to participate in ongoing compliance processes.

Business Justification for Exclusion:

1. Contractors outside the policy scope.
2. Former employees or no-shows.

This approach allows auditors to independently access relevant data while maintaining a complete history of policy attestation across the organization.

Compliance status categories

Each employee record includes a compliance status:

1. Compliant: The employee has acknowledged all assigned policies.
2. Non-Compliant: The employee has not acknowledged all assigned policies.
3. Invitation Not Accepted: A policy attestation invitation sent to an employee but not accepted.
4. Not Invited: The employee has not been invited to attest to policies.
   

Admins can use these statuses to monitor and take appropriate actions.

Actions

You can take the following actions with the “Employee” page:

See policy attestation info

This will give you the policy attestations that are completed or pending for the particular employee.

Send invitation

You can send an invitation for the policies that are not attested by the employee as a reminder to do the needful.

Moving employees between categories

In certain scenarios, employees may temporarily transition between compliance statuses. For example:

1. An employee on leave may be excluded temporarily.
2. A contractor transitioning to full-time may be included in future compliance cycles.

TrustCloud retains all historical policy acknowledgments, even for excluded employees, ensuring audit readiness.

View software utilization

You can view access and utilization of all software and offboard the user when access is no longer needed.

Edit employee details

You can edit employee details below to save changes to your employee directory

1. Name
2. Email
3. Role
4. Type
5. Manager
6. Department

Adding employees

TrustCloud provides flexibility for adding new employees, either individually or in bulk.

Adding a Single Employee

1. Go to the My Employees page.
2. Click the “Add” button and select “Add Single Employee.”
   
3. Enter the required details, such as name, email, and role.
4. Click “Add People.”

Adding Multiple Employees

1. Go to the My Employees page.
2. Click the “Add” button and select “Add Many Employees.”
   
3. Download the provided template.
4. Fill in the employee details in the spreadsheet.
5. Upload the completed file.
6. Click “Add Employees.”

The “Employees” page in TrustCloud ensures seamless management of employee compliance. By categorizing employees, tracking their compliance status, and maintaining policy attestation records, TrustCloud enables organizations to foster a culture of accountability and security.

Have you checked out TrustTalks? Your go-to podcast series by TrustCloud that explores the evolving landscape of security and GRC.