Steps on how to create a new user or edit for your company using the Copla Platform:

1. In the Users page, you will find the “Create new user“ button. Or you can press Edit on the existing user.

2. In the user form here is what’s important to know:

   

   1. You need to use the email that the user is using as their work email.
   2. Role can be selected:

   Global power user (with Copla stream) - full access: can see all information about the company, and manage Copla Platform functions and data (Compliance Framework, Risk Register, Third-Party Register, Copla Stream, etc). Use this for people who own or actively work on the company's compliance program (e.g. CISO, Compliance Officer);

   Chat user (with Copla stream) - limited access: can only see and complete Copla Stream Trainings or Compliance workflows. Use this for staff who only need to complete security awareness trainings or complete Compliance workflows for documents generation or evidences submissions.

   3. From the company position droplist, you can select positions that by default were assigned to the company from technical perspective. This is used mainly for Workflows management.

   4. Compliance Responsibilities is a required field where you assign the specific compliance duties this person is accountable for. Responsibilities generally fall into two groups:

       **Trainings** - e.g. *Awareness Trainings (Boosters)*, *ICT General Awareness Training*, *DORA General Awareness Training*. Selecting one of these automatically enrolls the user in the matching Copla Stream training, so only select the ones relevant to this person's role and to the frameworks your company is in scope for (for example, select **DORA General Awareness Training** only if your company falls under DORA; select **ICT General Awareness Training** if you are pursuing or maintaining ISO 27001/27002/NIS2; **Awareness Trainings (Boosters)** - covers and required for any framework).
      
       **Document generation & evidence submission** - responsibilities tied to producing compliance documents or submitting evidence for specific controls. These are more specialized and depend on your company's compliance program, so please inform your assigned Copla CISO or reach out to [[email protected]](mailto:[email protected]) so they can help assign the correct responsibilities for this person.
      
       Selecting a Role above will pre-fill some default responsibilities, but you should still review and adjust the list rather than rely on the defaults alone.
      

   5. Internal Job Title is used to add your internal job position for user.

   6. Password section is used in two ways:

      You can prepare a complex password for the user, and you will then share it with the user so they can log in to the system.

      Or you can simply not use this field, inform the user with their username, ask the user to press “forgot password“ on the login page to the system and ask them to create their own password.

   7. The “Save” button will be enabled only when all the * fields are filled in.

   8. In the reminder section, you can choose how often the user should be reminded about awaiting or not finished workflows (this feature is in progress and will be launched with a separate notice)

   9. After filling in the profile and selecting the reminder, you can finish creating a user by hitting the “Save” button.

   10. Also you can press Deactivate button if user is not longer required to have access to the platform.