Some employees share a common email inbox instead of having individual addresses. How can we create separate user profiles for these individuals in the AwareGO platform?
In some cases, certain employees do not have an email address, but they do share one common email inbox (like support@mycompany.com). In those cases, we need to create “fake” email addresses for those individuals, to be able to track who has done what in the system.
If the shared email is “support” then we register in the AwareGO system “support+jane@mycompany.com;support+jeff@mycompany.com;support+john@mycompany.com; etc).
Example of email addresses with plus signs
In many email servers, all these three examples will be redirected to the support email inbox - as everything after the plus sign is omitted. The support inbox will then get three emails, and since each email will start with the line “Hi <your name>” they can distinguish between who is supposed to do which training.
(More information about "plus addressing" can be found here for Google and here for Microsoft Exchange)
What about if my email server does not support “plus addressing”?
For those instances where the email server does not support this we need to distribute the email links for each individual separately by other means.
To to this we create a campaign for those users and in stead of scheduling delivery we select the option “Download sign in links”.
This creates a CSV file that can be imported into Excel.
As can be seen in this list we have the name of the employee and then a unique link for each one.
Using this list you can create an email and send to the support email with something like this:
“Hi Support team, now it’s time to do your Cybersecurity training. Please click on the link in this email with your name on it to do your assigned training.
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Jane Doe
-
Jeff Doe
-
Jim Doe“
Note that if you have set up a program where each employee does a few lessons per week, you can use this same link for each individual every week. The content changes (lessons get “unlocked”) based on the schedule, but the link itself does not change.
Also note that you need to send out your own reminders for those individuals and remind them to click the link each week to continue their education.