People Module: Groups & Checklist Feature

Scrut introduces a powerful new feature: Groups and Checklists. This enhancement to the 'People' module allows users to create employee groups and assign them different onboarding and offboarding tasks.

What are Groups?

Groups enable you to organize multiple users with similar responsibilities, tasks, or job descriptions. By grouping users, you can efficiently assign checklists to multiple individuals, ensuring that the right people manage and complete specific tasks.

• Efficient Task Management: Assign checklists to groups to simultaneously manage tasks for multiple users.

• Customizable Security Requirements: Modify security requirements for all users or specific subsets, such as contractors vs. full-time employees.

The 'Groups' page allows for quick and efficient management of these groups. To access it, navigate to the left-hand panel, click "People", then "Employees", and finally, the "gear" icon at the top right.

Creating Groups

Follow these steps to create a group:

1. Go to the 'Employees' page.

2. Click the 'gear' icon at the top right.

3. Navigate to the 'Groups' section and click "Add Group".

4. You can either create a new group within Scrut or import a group from connected Identity Providers (IDPs).

   Note: Ensure all security requirements (checklists) are created before adding users to the group.

Add Users to the Group

• From the 'People' page, search for the user you wish to add to a specific group(s) and click the "Bulk Actions" button on the top left screen.

• You can now select the group(s) you want to assign to this user.

Updating Groups in IDP

• When adding or removing users from groups within IDP, the changes will automatically reflect in Scrut.

• If changes are not visible immediately, click "Refresh" to update.

Reassigning Groups

• Users assigned to a group through IDP cannot be reassigned from within Scrut. However, they can be added to or removed from any group created within Scrut.

• To manage a user's group through Scrut, remove the user from the IDP-created group or delete the imported group in Scrut.

• To rename a group imported from IDP, make the change within IDP. The new name will reflect in Scrut once saved.

Removing Imported Groups

To remove an imported IDP group:

1. Open the 'Groups' page and select the 'IDP-imported' group you wish to remove.

2. Click the "Delete" icon in the Actions column.

When an imported group is deleted, all users from that group are reassigned to their prior Scrut default group. The identity provider group will be removed from Scrut but can be re-imported if needed.

Employees in Multiple Groups

An employee can be added to multiple groups. When this occurs, their tasks will be the combined tasks assigned to each of their groups. This feature is useful for assigning different tasks to overlapping groups of employees. For example, you might assign policy acceptances to all employees, background checks to US-based employees, and security training to engineers. A US-based engineer can be assigned to all relevant groups.

Using Groups Effectively

Identify Employees Based on Roles:

• Use groups to indicate an employee's role. This helps manage access and security based on risk levels. For instance, an account executive may have less stringent security requirements compared to an engineer.

Different Groups have different requirements:

• Not all employees need to complete the same onboarding activities. For example, board members may not need to accept all policies or have their machines monitored.

• Contractors may already have their machines monitored by their firm and may not require your company's MDM or the Scrut agent.

Checklists

A checklist is a collection of tasks that can be assigned to a group. Checklists can be created and edited from the 'Checklists' Page.

Creating a Checklist

To create a checklist, follow these steps:

1. From the left-hand navigation panel, under 'People', select 'Employees'.

2. Click the "gear" icon at the top right and go to the 'Checklists' tab.

3. In the top right-hand corner, click the "+Create Checklist" button.

1. Enter a name for your checklist.

2. From the 'Ongoing tasks' tab, select all tasks that should be included in this checklist.

3. From the 'Offboarding tasks' tab, select all tasks that should be included when an employee leaves the company.

4. Review your checklist.

5. When you're done, click "Save".

Checklists can be managed and viewed from the 'Checklists Page'.

Employee Tasks

Tasks are how you track each employee's completion of their security requirements in Scrut. A task is a single security requirement for an employee that is tracked and must be completed. Tasks can serve various purposes, such as ensuring employees have undergone background checks, accepted policies, or installed a device monitoring tool on their computer.

Task Types

Ongoing Tasks

• Ongoing tasks are assigned to current employees. They include both onboarding tasks (tasks that must be completed when someone joins your company) and recurring tasks (e.g., re-accepting company policies annually).

Offboarding Tasks

• Offboarding tasks are assigned to former employees. An admin must complete these tasks for employees who have left the company (e.g., ensuring their access is removed from company systems).

Employee & Admin Tasks

Some tasks need to be completed by employees, while others need to be completed by admins on behalf of employees.

Employee Tasks

• Employee tasks are those that your employees need to complete. Typically, these tasks can be completed within Scrut. When employees have tasks to complete, they can sign in and access the 'Onboarding Page', which will guide them through the process.

Admin Tasks

• Admin tasks are those that admins must complete. Depending on the task, these can include running a background check or downloading an MDM onto an employee’s computer.

Assigning Tasks to Employees

Tasks are assigned to employees through groups and checklists. To assign a task to an employee, you should:

1. Add the employee to a group or find one of their existing groups.

2. Edit that group’s checklist to include the new task (or create a new checklist for the group).

If you have any questions or issues, please reach out to your assigned Customer Success Manager. They'll be happy to assist you!

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