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Enrolling users

Updated

User enrollment in Cypher determines who receives training assignments and earns XP. MSP administrators and company administrators manage enrollment. Once enrolled, users see their assigned sessions on their Cypher dashboard and receive reminder emails until they complete them.

New-Hire Auto-Enrollment

When a new employee is created in the People service, Cypher automatically generates an onboarding record for that user. No manual action is required.

The onboarding record includes:

  • The required modules configured for your company
  • A due date based on your onboarding settings
  • An email to the new hire with a direct link to start

If onboarding is overdue, the daily check flags the onboarding record. An admin alert is addressed to the addresses configured under notification preferences, and it is refused until the MSP has a verified sending domain.

To configure which modules are required and what the default due date is:

  1. Go to Onboarding in the Cypher admin panel.
  2. Click Settings (or the config option).
  3. Set the default due-date window (for example, 7 days after hire).
  4. Select the required modules for new hires.
  5. Save. The settings apply to all future onboarding records.

To create an onboarding record manually (if the automatic creation did not run):

  1. Go to Onboarding.
  2. Click New Onboarding.
  3. Select the user.
  4. Confirm the required modules and due date.
  5. Save. The user receives the enrollment email immediately.

Ongoing Cadence Enrollment

For monthly and annual training, enrollment is driven by the training cadence you set during company setup. Users who are part of your tenant are automatically included in each cycle. You do not need to re-enroll users each month.

To change the cadence:

  1. Go to Setup.
  2. Update the training cadence field (monthly is recommended).
  3. Save.

The next cycle picks up the new setting. Users already mid-cycle are not affected until the following period.

Assigning Compliance Bundles

Compliance training requires a manual assignment since not every user needs every bundle.

  1. Go to Compliance Training.
  2. Click New Assignment.
  3. Pick a bundle — HIPAA, PCI, state privacy, or a custom bundle your admin created.
  4. Select the users or a role.
  5. Set a due date.
  6. Save. Users see the assignment on their dashboard, and the system sends reminders automatically until completion.

Manual Micro-Training Assignment

Admins can assign a targeted micro-lesson to any user at any time without waiting for an automated trigger.

  1. Open the user's profile.
  2. Click Assign Micro-Training.
  3. Choose a reason: phishing click, insider threat, dark-web exposure, or login anomaly.
  4. Select a lesson from the library.
  5. Save.

The user receives the assignment immediately. Note that a 24-hour per-user per-trigger-type cooldown is enforced — if the same trigger type was already assigned in the last 24 hours, the new assignment will not stack.

FAQ

What if a user was added after we activated Cypher? Existing users are covered by the cadence-based enrollment — they are included in monthly and annual cycles automatically. Only the new-hire onboarding track requires a People record.

Can I enroll users from a specific role only? Yes. Compliance bundle assignments and phishing campaigns can be scoped to a role. Standard monthly training covers all users in the tenant.

What happens if a user is removed from the company? Their training history is preserved in Cypher, but they stop receiving new assignments. Contact your MSP admin if you need to offboard a user's data.

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