Employee settings

Employee settings in TrustCloud are the settings for your overall employee workflows.

Accessing and managing employee settings

1. Go to “Employees” from the left-hand side navigation of your TrustCloud program.
2. Select “Employee Settings.”
3. You can view and edit employee settings for employee workflows.
   The following screenshot shows the “General” tab.
   
4. In the “Reminders” tab, you can choose to send automatic reminders and set the policy attestation start date and attestation completion period.
   The following screenshot shows the “Reminders” tab.
   
5. In the “New Hire Email” tab, you can customize the sender, subject, and content of the email to send.
   The following screenshot shows the “New Hire Email” tab.
   
6. In the “Policies for Attestation” tab, you can view all the required policies for attestation to be compliant.
   The following screenshot shows the “Policies for Attestation” tab.
   

To include policy,

If you wish to include some more policies in your program, follow these steps.

1. Go to the “Employee Settings” page from your TrustCloud program.
2. Go to “Policies and Attestation” tab.
3. Click on the “Include Policy” button.
4. Search and select the policy to include, then click on the “Include Policy” button.
   

To view policy,

1. From “Employee Settings” page of your TrustCloud program, go to “Policies and Attestation” tab.
2. Click on the eye icon next to policy.

To edit highlighted points,

It is nearly impossible to read the entire set of policies, which is why TrustCloud gives you the ability to highlight points for each policy. It enables you to quickly and easily understand the policy.

1. From “Employee Settings” page of your TrustCloud program, go to “Policies and Attestation” tab.
2. Click on the edit icon next to the policy.
   
3. Click on the “+ Add Highlighted Point” button, enter your points, and click on the “Update” button.

To delete policy,

If you wish to delete any policy, follow these steps:

1. From the “Employee Settings” page of your TrustCloud program, go to “Policies and Attestation” tab.
2. Click on the delete icon next to the policy.

Please refer to the documentation for Policies in TrustCloud to understand editing policies better. You can also view the “How to Edit a Policy” video.

NOTE: If changes are made, they will be factored into next year’s attestation cycle unless you manually decide to re-invite employees. Removing policies will still preserve their records. We don’t recommend changes; that’s what the setup period is for.

Employee experience—what will your team see?

Each employee that is required to comply receives an email invitation to set up compliance activities.
The following screenshot shows an email received to set up compliance activities.

1. Click on the “Get Started” button in the invitation mail. This will take you to your TrustCloud program’s “Tasks” page, with a list of policies to attest.
   
2. Click on the “Complete Now” button in front of each policy to attest to the assigned policies.
   
3. Read the policy document carefully and click on the “I’ve read and understand this policy” button.
   
4. Click the checkbox and click on “Confirm.”
5. Complete all your TrustCloud tasks to attest to the different policies of your organization and be compliant.

Getting started with employees post onboarding

Once you complete the onboarding process, ensure the following prerequisites are met:

1. You are assigned the Compliance Admin role.
2. All necessary policies are uploaded and approved in TrustOps.

Refer to TrustCloud’s video tutorials and policy approval documentation before proceeding with policy attestation tasks.

Accessing post-onboarding tasks

1. Log in to your TrustCloud program.
2. Click on “My TrustCloud” from the left-hand menu.
3. Select “Tasks” to view your compliance tasks.

The following steps outline how to manage employees, policies, and compliance tasks to ensure your organization remains audit-ready.

Compliance admin tasks

Bring Employees into TrustCloud

Option A: Automated Import via Integration Tools
Use tools like Okta, Google Workspace, or Microsoft 365 to import employee data.

1. Navigate to the “Bring Employees into TrustCloud” task.
2. Click on “Complete Now.”
3. Select your integration tool (e.g., Okta).
   
4. Click “Pull Data” to fetch employee records.
   1. Exclude Irrelevant Records.
      
   2. You can exclude service accounts, former employees, or others not relevant to the compliance observation period.
      1. Review the imported employee list:
         
         
         1. Employees required for compliance will appear under the “Required for Compliance” tab.
         2. Excluded employees will appear under the “Excluded from Compliance” tab.
   3. Click “Finish” to complete the import process.
      

Note: Any updates to the employee list in the integration tool will sync automatically during refreshing.

Option B: Manual Import

For organizations without integration tools:

1. Click “Complete Now” for the task.
2. Select “I don’t see the tool I use in this list.”
   
   
3. Download the TrustCloud Employee Data Template.
4. Populate the template with employee details.
5. Upload the file and click “Import.”

Select policies for attestation

Policies that are required by your company to attest to and understand. These will be shown during the onboarding process.

TrustCloud preselects policies for employee attestation based on organizational needs.

1. Navigate to the “Set Policies for Attestation” task.
   
2. Review the pre-selected policies:
   1. Add or remove policies as needed.
   2. View or edit highlighted key points in each policy.
3. Click “Mark as Done.”

Customize new hire email

Set up the email from “Employee Settings” page so that new employees will receive it regarding policy attestation.

1. Navigate to the “Customize New Hire Email” task.
2. Customize the following:
   1. Sender name
   2. Subject line
   3. Email body content
3. Click “Mark as Done.”

Set policy attestation period for employees

Define the timeframe for employees from “Employee Settings” page to complete policy attestation.

1. Navigate to the “Set Policy Attestation Period for Employees” task.
2. Set the following:
   1. Start Date: Align with your compliance observation period.
   2. Completion Window: Choose a duration (e.g., 1 month, 3 months, 6 months, or 1 year).
3. Enable automatic reminders for non-compliant employees.
4. Click “Mark as Done.”

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