Groups and Checklists within the People module allow for efficient management of employee onboarding and offboarding. Using these features, you can create employee groups and assign checklists with specific tasks to each group, enhancing workflow and security compliance.
What Are Groups?
You can use Groups to organize employees based on their roles, responsibilities, departments, or any other criteria as required. This makes it easy to assign specific tasks, training, and security checks to particular employee groups. For example, full-time employees might have more extensive security checks, while contractors may have fewer. You can also set security checks based on different departments and any other criteria as required.
To access the groups page:
Sign in to your Scrut account, click People → Employees on the left navigation panel
Click the Settings icon on the top-right
Navigate to the Groups tab
What Is the Default Group?
All employees added to Scrut, whether imported from your HRIS or IDP or manually, are automatically assigned to the default Scrut group. You cannot delete the default group, but you can:
Change the group name
Add or remove employees from the group
Pro Tip!
We recommend using the default group for tasks and trainings that all employees must complete, regardless of their role or department. This creates a consistent security baseline across your organization. You can then create additional groups for specific employee subsets that require additional training or specialized security tasks.
Note:
Employees can belong to multiple groups simultaneously. There are no restrictions.
Creating a New Group
Important:
Make sure to set up checklists before creating new groups, as you’ll need to assign a checklist for the new group you create.
You can create a new group in two ways.
Method 1: Manually
Sign in to Scrut, navigate to People → Employees → Settings → Groups, and click the Add Group button.
Click Add Manually.
Enter the group name, choose a checklist, and click Save.
Method 2: Import a Group from Your IDP
Scrut also allows you to import groups from your connected Identity Providers (IdPs). For this method, first connect an IdP to Scrut, then follow the steps below.
Sign in to Scrut, navigate to People → Employees → Settings → Groups, and click the Add Group button.
Click Import.
Select a group from your IdP, choose the checklist and click Save.
Once you’ve created a new group, the next step is to add employees to it.
Adding Employees to a Group
To add users to a group:
Go to People → Employees and click the All Employees tab.
Select the employees you want to add to the newly created group.
Click Edit and select Group Actions.
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Select if you want to:
Add to Group: Adds the selected employee(s) to the specified group(s).
Move to Group: Removes employee(s) from existing group(s) and moves them to the specified group(s).
Note: Adding or moving employees to specific groups will automatically update their tasks based on the checklists assigned to the individual groups. They will begin to see these tasks in the Employee portal and will need to complete them.
Select one or more groups to which you want to add/move the selected employees.
Enable the Notify employees about new task assignments checkbox to send notifications to employees about new tasks assigned to them as part of their new group.
Click Save.
Edit Employee Group Assignment
Go to People → Employees and click the All Employees tab.
Search for and select the employee whose group assignments you want to change.
Once you’re on the employee detail page, click the pencil icon next to the Group field.
Add or remove groups as needed.
Note:
At least one group must be assigned to each employee. If you attempt to remove all groups, the changes cannot be saved. This safeguard ensures proper employee categorization and prevents compliance tracking issues.
Wrapping Up
By using the default group for overall security and training and forming smaller groups for specific requirements, you can create a strong security plan that scales with your organization while meeting each group's compliance needs.
Pro Tip!
Remember to periodically review and update your group configurations to ensure they continue to meet your evolving security needs and organizational structure.