About

People is your client's register of the individuals compliance applies to: employees, contractors and service accounts. It records who each person is, which group they belong to, and whether they have finished background checks, training, document acknowledgements and tasks. Groups and onboarding and offboarding checklists decide what each person has to do.

Open it from the sidebar: Manage › People. The page has three tabs: People, Groups and Onboarding & Offboarding.

The People tab lists every person, with their status, where they came from, their group and whether MFA, a background check and security awareness training are complete.

People and users

People and users are different things:

• A person is a record of someone compliance applies to. A person does not have a ControlMap login by default.
• A user is a login with a role. You manage users under Account Settings › Users.
• A person can be linked to a login that uses the same email address. Inviting a person to My Compliance creates a login with the role Compliance Portal User.

Who can use People

• Super Admin, Compliance Manager, Program Manager, Control Owner and Executive can open the page.
• Only Super Admin, Compliance Manager, Program Manager and Control Owner can make changes: tick people for bulk actions, change a status or edit a person.
• Contributors, Auditors and Compliance Portal Users can't open the page.

Find and review people

On the People tab you can:

• Search by name with Search people.
• Narrow the list with Filter. You can filter by Status, Source / provider, Employee group, Department, Documents acknowledged, Tasks completed, Background check completed, MFA enabled, Security training completed, Service account, Conflicted account and Account count.
• Choose columns and grouping with Display. It can add or hide Email, Accounts, Department, Manager, Privileged Access, Last Active, Documents, Tasks, Terminated and Tags, and it has a Group by option: None, Group, Department, Manager or Status.
• Select the arrow at the start of a row to see that person's linked accounts: name, email, provider, status and privileged access.
• Select a person's name to open the Edit person panel.

A tick in the MFA, background check and security awareness training columns means complete, and a cross means not complete. A dash means it isn't tracked for that person. Records that are not people, such as service accounts, show a Service account badge next to the name. The list loads more rows as you scroll, and the message "No people found" appears when nothing matches.

The Documents and Tasks columns are hidden until you add them with Display. Select a value in either column to open a side panel with that person's mandatory documents or tasks, including acknowledgement details.

Add people

There are three ways to add people: one at a time, from a file, or from a connected HR or identity integration.

Add a person manually

1. Select Add person › Add manually.
2. Fill in First name, Last name and Email. All three are required.
3. Leave Status as Active, or choose another status.
4. Choose an Employee group. It is required unless you switch off Assign group manually, in which case the group rules choose the group.
5. Select Create person. The message "Person created successfully." appears and the person is added to the list.

The panel also has these optional details:

• On General details: Job title (you can add several), Hired on, Terminated on, Department name (type a new one to add it), Tags, and the switches Background check completed, Security awareness training completed and Is a service account.
• On Additional details: Manager name, Manager email, Address and Phone number.

Import people from a CSV file

1. Select Add person › Import from CSV. A panel for importing employees from a file opens.
2. Choose your file and match its columns to ControlMap's fields, then confirm.
3. A message tells you how many records were imported.

In the file, the status values ControlMap accepts are Active, Inactive and Terminated.

Get people from an HR or identity integration

When you connect an HR or identity integration, ControlMap creates people and keeps them up to date for you. The Provider column shows where each person came from. For the HR systems you can connect, see the article HR systems (overview).

• Identity providers such as Google Workspace, Microsoft, Okta and JumpCloud also supply people.
• If a person is no longer in the HR source, ControlMap sets them to Terminated on the next sync.

Groups

Every person belongs to one group. A group decides which onboarding and offboarding checklists its members receive, and which documents they must acknowledge. You assign documents to groups from Documents, not to individual people.

The Groups tab shows each group's name and description, how many people it has (select the count to see them) and its priority. Use Search groups to find a group. The row menu has Edit and Delete.

• Default Group always sits last. It has a Default badge and can't be moved or edited from the menu. People who match no group rule go there.
• Other groups are ranked 1, 2, 3 and so on. Drag a group to reorder them. You can't reorder while a search is active.

Create a group

1. Select Groups › Add group.
2. Enter a Group name and a Group description.
3. Under Map group with checklist, choose an onboarding checklist and an offboarding checklist. Members of this group receive the selected checklists.
4. Optionally add a rule under Automatic group criteria.
5. Select Create. People who match the rule move into the group straight away, unless you assigned their group by hand.

How automatic group rules work

Each group can have one rule. A rule has three parts:

• An attribute: Department, Job title, Supervisor, Status, Created date, Created by, Background verified, NDA acknowledged, EHS signed, Security awareness training, Job description, Hired date, Termination date or Terminated.
• An operator: Equals or Does not equal. Date attributes use Greater than or equal to, or Less than or equal to.
• A value.

These rules apply:

• If a person matches more than one group, the group with the highest priority wins. Rank 1 is the highest.
• Two groups can't use the same rule. ControlMap shows "A group with this criterion already exists."
• A group you assign by hand is never moved by the rules.
• If you delete a group, its people are reassigned by the remaining rules. ControlMap asks you to confirm with "Delete employee group?".

Change a person's group

• One person: select their name, switch on Assign group manually and choose the Employee group. Switch it off to let the rules decide again.
• Several people: tick them, select Change group and choose a group.

Onboarding and offboarding checklists

Checklists are templates of tasks that people complete when they join or leave. A group's checklists decide which ones a person receives.

On the Onboarding & Offboarding tab, the Onboarding and Offboarding sub-tabs each show how many checklists they hold. Select Create checklist to add one. Each checklist is an expandable card with a title and description.

Inside a checklist you can:

• Select the percentage acknowledged to see who has acknowledged and when.
• Select Edit checklist to change the title and description. Onboarding checklists also have Acknowledgement frequency: Never, Once, Quarterly, In 6 months or Annually. When it isn't Never, you also set a Start date.
• On the Tasks tab, select Add task and enter a task name and an optional description. Use the up and down arrows under Order to reorder tasks, and Actions to edit or delete a task.
• Tick tasks and select Reset acknowledgement so people acknowledge them again.
• On the Mandatory Documents tab of an onboarding checklist, see the policies, procedures and governance documents linked to it, and unlink any you no longer need.

Onboarding checklists carry tasks and mandatory documents. Offboarding checklists carry tasks only. The built-in checklists that ship with ControlMap, such as Default Onboarding, can't be deleted, and the built-in offboarding checklist can't be edited. Use the card menu for Edit checklist and Delete checklist.

The same checklists are also under Account menu › Account Settings › Onboarding.

Change a person's status

Each person has a status. You can change it in three places: the Status drop-down on the person's row, the Status field in the Edit person panel, or the Status menu in the bulk actions bar. The drop-down offers Active, Disabled and Terminated.

Offboard a person

1. Choose Terminated in the person's Status drop-down. Optionally fill in Terminated on in the Edit person panel.
2. If the person has a ControlMap login, it is disabled and any signed-in session ends. Setting the person back to Active turns the login back on.
3. The person stays in the list with the status Terminated, so your audit history is kept. Their offboarding checklist tasks show in My Compliance.

Send people to My Compliance

1. Tick the people you want to invite.
2. Select Invite › Invite people and confirm "Confirm employee invitations?".

Each person gets an email to My Compliance Portal. Once they accept, they can see their assigned tasks and documents. To send a message instead, tick people and select Notify. Choose "Send reminder", add a Subject and a Body, and ControlMap sends it by email.

Update many people at once

Tick people to open the bulk actions bar. It offers:

• Security awareness training and Background check
• Status, Department and Job titles
• Add tags
• Change group
• Invite and Notify
• Delete

Select all can cover every person who matches your current filters.

Edit a person

Select a person's name to open the Edit person panel. It has the same fields as adding a person, plus a Documents tab where you can Upload employee documents, for example a signed NDA, and download or delete them. Select Update person to save. The message "Person updated successfully." appears. If you open another person with unsaved edits, ControlMap asks "Unsaved changes" and lets you choose Discard changes or Keep editing.

A service account is a non-person identity. Switch on Is a service account to exempt it from training, background checks and acknowledgements.