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Platform Terms Glossary
Task Management
Task Management explained Creating Tasks Setting up Task NotificationsGiving permissions to team members
Organization
Working together in KertosInviting UsersCreating rolesAssigning Data Source AccessCreating Departments and Assigning Users
Integrations
Discovery
Tasks
Device Management
Human Resource Information Systems
Inventory
Inventorization of vendorsInventorization of systemsInventorization of assetsEU AI Act: Inventorization of AI use cases
Risks
Managing risksApplying controls to risks
Trust Center
Setting up your trust center
Incidents
Reporting incidents
KAI
KAI explainedPrinciples of AI at KertosInteracting with KAI
Compliance
Frameworks explainedManaging & implementing controlsCreating & managing policiesCompleting & assigning trainings
Privacy Management
Creating a RoPACreating TOMsCreating DPIAs
Data Subject Requests
API Reference
Ingress API Docs for DSRs Webhook API Docs for DSRs

Inviting Users

To ensure that all users can acknowledge policies and complete necessary training, they must be invited to the Kertos platform. This section will guide you through identifying and inviting users in your organization, so everyone has access to Kertos for these critical tasks.

Kertos offers three options for adding users to your organization:

  • Via one of our HRIS integrations
  • Via the SSO scan
  • Manually

Via one of our HRIS integrations

For a streamlined user management experience, you can integrate Kertos with an HRIS (Human Resources Information System) like Personio. This integration allows for automated user onboarding. By syncing key user information (such as email, department, position, and status) directly from Personio to Kertos, you can ensure that all relevant users have access to Kertos without manual intervention.

To set up the HRIS integration, check out this article.

Via the SSO scan

The SSO scan ist the only discovery channel that enables you to identify the users in your organization.

1. Conduct the SSO Scan as described in this article.

 

 

2. Navigate to “Users”. Identified users will appear in the “discovered” tab of the user overview.

3. Select the users you want to invite to the platform.

4. In the bottom of the screen, select “Set to active”.

 

 

5. The shown-above invite dialogue will be displayed. Select whether the user will have basic or admin access to Kertos and supplement additional information like department (mandatory) and position.

6. Click “Invite”. The user will now receive an invitation with a link to finish the sign-up autonomously.

 

Manually

 

 

1. In the user overview, click “Add User”.

2. The same invite dialogue as described above in Step 5 will appear.

3. Complete it and click “Invite”. The user will now receive an invitation with a link to finish the sign-up autonomously.

 

Mail template for notifying your employees about invites from Kertos

If you want to inform members of your organization about Kertos and why they just received an invite to login on the platform, feel free to use this mail template (don’t forget to customize it):

 

Subject: Introducing Kertos as our new compliance partner

Dear colleagues,
I would like to inform you today about an important change in our company.
As of March 1, 2024, Kertos GmbH is our official partner in terms of compliance / has been officially appointed as our external data protection officer (website: https://kertos.io/de/).
Kertos will support us on compliance topics in the future. This includes the provision of their platform, Kertos OS. This platform will enable us to comply with our compliance obligations, largely by automated means. It also serves as a single source of truth for all documentation in this area, such as vendor management, record of processing activities and, for example, the documentation of controls and associated risks. Another important feature of the platform is the provision of compliance training courses, which will once again refresh our knowledge of data protection law/ISO.
In the coming weeks, you will therefore receive your access data for the Kertos platform via email. This will be followed by invitations to the respective training courses.
If you have any questions about data protection issues in the future, Kertos GmbH is now at your disposal. You can contact them at the following e-mail address: dsb@kertos.io.
We look forward to working with Kertos GmbH and are convinced that this partnership will make a significant contribution to strengthening our compliance management. Please take advantage of the upcoming opportunities to expand your knowledge and ensure that we as a company meet our  obligations and are compliant in this regard.
If you have any questions about the new platform or the training courses, please feel free to contact me or Kertos directly.

Best regards,
Name

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