The Personnel page (table) allows you to manage your team within Secureframe and see all associated fields related to personnel. This may include onboarding status, policy review, access role, start date, end date, title, and more. 

From this page you can customize filters, columns, and easily track all employees and contractors.

You can make updates at the table level for all employees or at the individual user level by clicking on a specific name.

Customize Personnel Filters

Filtering on the Personnel page allows more refined searches. By selecting the Filter button , a side panel menu will appear and each field will populate a category to search. Multiple filters can be used to find the most relevant, precise information. 

Customize Personnel columns 

You are able customize the columns on the Personnel page. By default, most columns are hidden, but by clicking Column button you can use the toggles to deselect and hide specific columns.

Create new or update existing Access roles

The Access role column allows a Super Admin to edit the type of access for each user, including Admin, Super Admin, Auditor, none or even custom roles.

Update Access Role:

• To update access roles, go to the Personnel page, click on any employee's name, then click the Edit button, then select the appropriate access role and save. 

Create new Access Role:

• To create a new role or edit existing, go to the Personnel page, click on the gear icon located in the top right corner, then navigate to the Roles tab and click on Create Role. You can also click on an existing role to edit. 

Manually update Personnel details

While in most cases we recommend using the source of truth (ex, Human Resources integration) to pull in Personnel details, in some cases it is useful to make manual adjustments to personnel details. 

• To edit personnel details, head to the Personnel page
• click on the name of the personnel in question you wish to update
• click on the Edit button, and you’ll be able to edit the fields displayed
• edit the relevant fields and save

• Note: the source of where the data is pulled from will be displayed in the personnel details page, if you are manually inputting the data that you don’t want overridden by integration data, be sure to click the link icon.

Marking a User as Out-of-Scope (OOS)

You can mark a user as Out-of-Scope (OOS) to indicate they are not in scope for your compliance program. However, this option will only appear if the following conditions are met:

Eligibility Requirements to Mark a User as OOS

A user must meet all of the following criteria:

• User must already have started (start date is in the past) OR have no start date at all
• User must be active
• User cannot be an "external" or "workspace" user (i.e. SPC/Workspaces user)

ℹ️ If any of these conditions are not met, the option to mark the user as OOS will not appear.

How to Mark a Contractor as Out-of-Scope

To mark a contractor as out-of-scope:

1. Go to the Personnel page in your Secureframe dashboard.

2. Locate the user you want to mark as out-of-scope.

3. Click the three-dot menu ⋯ next to their name.

4. Select Mark as out of scope from the dropdown menu.

How to Mark an Employee as Out-of-Scope

To mark an employee as out-of-scope:

1. Go to the Personnel page in your Secureframe dashboard.
2. Locate the employee you want to mark as out-of-scope.
3. Click the three-dot menu ⋯ next to their name.
4. Select Mark as out of scope from the dropdown menu
5. Fill out the mandatory rationale and click Mark out of mark out of scope. 

Remind Personnel to Complete Tasks

If you have personnel with overdue tasks, you can now use the Remind bulk action to prompt them to complete their outstanding items.

To send a reminder:

1. Navigate to the Personnel page.

2. Use filters (e.g., “Overdue tasks” or “High priority”) to identify users who need reminders.

3. Select one or more personnel using the checkboxes.

4. Click the Remind button in the bulk action bar.

This will send a system-generated email to the selected users, reminding them of their incomplete tasks.

Bulk Personnel Actions

You can perform several bulk actions on selected personnel by using the toolbar that appears after selecting one or more individuals. This is useful for quickly managing groups of users.

Available bulk actions include:

• Edit Property

  • Edit groups

  • Edit type (Employee, Contractor, etc.)

  • Edit access role (e.g., Admin, User)

• Invite
  Sends an invite to selected users who haven't joined the platform yet.

• Background check
  Initiates background checks for selected personnel (if configured).

• Merge
  Merges selected personnel into a single profile to eliminate duplicates.

• Remind
  Sends an email reminder to selected personnel who have overdue tasks.

• More actions (⋯)

  • Reset training

  • Reset policy acceptance

  • Mark as non-personnel

  • Mark as auditor

  • Mark as inactive

These actions allow you to efficiently manage your personnel list and ensure everyone is on track with their compliance responsibilities.

Add Singular Personnel

You can now add singular personnel into Secureframe. This option can be utilized to manually add one-off personnel into the platform. To add all your personnel into Secureframe, we recommend adding an HR integration to Secureframe.

How to add singular personnel

1. Navigate to the Personnel page
2. Click on the plus sign then click Add single employee or contractor

3. Complete the modal to add all relevant information for the personnel

4. When you choose either employee or contractor, the default employee or contractor group will be added to the personnel created
5. If you have group based automatic invites enabled, and you add this new personnel to those groups, the personnel will be automatically invited upon creation. To configure/update automatic group invites, please refer to this article. 

Once the personnel is added, you will see a successful toast notification and will be able to find the personnel in the table. 

Manually invite personnel (not part of automatic group invites)

If the personnel you added is not a part of a group that automatically gets invited, you can manually invite the personnel by clicking on the Not invited status and then clicking the Invite button

Frequently Asked Questions (FAQ)

Why am I seeing the message "You have exceeded the number of user licenses you are permitted"?

This banner appears when the number of in-scope personnel (active users who are in audit scope and marked as either an employee or contractor) in your Secureframe account is higher than the number of licenses included in your subscription plan or order form.

If this occurs, there are two options:

• Account Management Outreach – If your personnel count goes over the contracted limit, your Account Manager will contact you to true up your subscription.
• Proactive Contact – You can also reach out directly to our Account Management team at accountmanagement@secureframe.com for assistance with updating your plan.

Until the license count is resolved, you may see this banner and certain user actions may be limited.

We just terminated an employee. Apart from making that person inactive, what else do I need to do in Secureframe?

• When an employee is marked as inactive, we suggest reviewing any connected services (accounts from integrations) associated with the user and ensuring that they are inactive in those accounts as well. This can be done by opening the user's details and clicking the Accounts tab, or by finding them within the Vendor Access page. These pages will show all connected services and their status.
• If there are any active accounts detected, there will be a warning on the user that says "Active Account(s)". This means that the platform is detecting an active connected account for an inactive user in the platform.

Why can't I change a new employee or contractor to in-scope?

• One scenario is that the start date for this user is in the future. Once their start date arrives, they should automatically be switched to in-scope.

How do I mark a Contractor as in/out of scope?

• To mark a contractor in or out of scope, you can use the 3 dot menu > Mark as in/out of scope.
• The checkbox next to the contractor's name can also be ticked and on the bulk bar > 3 dot menu > mark as in/out of scope.

Why can't I edit the name of Personnel Types?

• If the personnel in question are out of scope or not relevant to the audit, then you can mark those users as non-personnel. If the user is an auditor, use Mark as auditor instead — auditors will appear under the dedicated Auditors tab on the Personnel page.

Some of my employee offboarded dates are incorrect, while others are correct?

• The most common scenario here is that a portion of the personnel details were edited manually (unchecked the lock) and so the integration does not update that field going forward.
• You can re-check the box at any point to have the integration sync and now populate this field.
• 
• See this section of the article for more details on how to manually update personnel details.

Can we delete employees from Secureframe?

• Because former employees may still be required in compliance, personnel cannot be deleted from the platform. Instead they should be properly offboarded by being marked as inactive.

How do I update contractors to be in audit scope using the bulk feature?

• To update contractors in bulk, select the users using the checkboxes, then navigate to the bulk action bar > three dot menu > Mark in or out of scope.

Why can't I mark this user as out of scope?

• If you're not seeing the option to mark a user as out of scope, please check the following:
  • Start Date – Make sure the user's start date is set and is in the past.
  • Status – The user must be marked as Active.
  • User Type – The user cannot be labeled as an External (SPC) or Employee user.
  • System Update – A recent platform update refined the rules for this feature. See the note below for more details.

Why is a user's start date not appearing in their profile?

There are a few reasons this can happen:

• Not set manually – The start date may have never been entered. You can add it by going to Personnel, clicking on the user's name, and editing their details directly.
• HR integration not syncing – If the user's details were manually edited (the lock icon was unchecked), the integration will stop updating that field. Re-enabling the lock icon will allow the integration to sync and populate the start date again.
• CSV import – If you manage personnel via CSV, make sure the import file includes the start date column and re-upload it.
• No HR integration configured – Start dates can be synced automatically through integrations like BambooHR, Gusto, or Rippling. Note that if the user was added via Google Workspace, start dates are not pulled in through that integration and will need to come from an HR integration instead.