The Personnel page 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 filter, customize, 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.

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

If you are using an HR integration Google, Office 365, Bamboo, ADP, and more...your users personnel details will come from those integrations. However, in some cases you may choose to override this data for certain employees like Contractors who are NOT in your HRIS systems.

You can make these manual updates by following the instructions below:

• Head to the Personnel page
• click on any employee's name
• click the Edit button
• make necessary updates and Save
• Important Note: if you uncheck a lock next to a personnel detail field, that means the data is coming from an integration. By unchecking the box, you agree that this particular field will no longer be updated by the integration unless you re-check it.

Bulk Personnel editing 

Bulk editing allows you to edit multiple Personnel at once. To bulk edit:

1. Select the checkboxes next to each of the users you would like to edit, then
2. Click Property and select an option from the dropdown.
   
   

Frequently Asked Questions (FAQ)

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 an 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. In this case, you will need to wait until that date has arrived in order to change the status. 

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?

• Our current Personnel Types or either Employee or Contractor, both of which are highly typical for in-scope compliance. These 2 types are tied to tests, notifications and various other configuration settings. If the personnel in question are out of scope or not relevant to the audit, then you can mark those users as non-personnel. 

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.