Name: How to Automate IT Compliance and Protect Your Business
Uploaded: 2025-09-19T03:00:23.382Z
Duration: 30 min 52 s
Description: How to Automate IT Compliance and Protect Your Business

Transcript for "How to Automate IT Compliance and Protect Your Business": Great. Hi, everybody. Thanks, everybody, for, joining this webinar today, wherever you are, around the world or around Australia. So happy Friday, first of all. I'm coming through from sunny Sydney today, so, hopefully, it's nice and sunny wherever you are. But thanks for joining us on, you know, how to automate IT compliance and protect your business here. So, I think I just wanted to start with just saying, you know, small businesses, you know, managing your IT security and compliance feels like a full time job that, you know, we don't have time for. So, you know, if your business has that data breach or one data breach and their compliance failure, you know, that can quickly your business. So so how can you stay secure and audit ready, you know, without hiring a dedicated IT person or an IT team if you don't have the capacity. So hopefully, I can show you how WebLink can help you with that today. So, firstly, a bit of housekeeping. Session is being recorded, so we'll share that afterwards. We have a q and a and a poll running, in the chats there, so please join in there. And And one lucky winner is gonna win a pair of Ray Ban MetaGlasses, so congratulations to that winner. So please comment, chat, and do the poll. Thanks for joining today. But I think just a a bit about me. Jonathan is my former name, but call me Jono. You know, but I've been at Rippling for fourteen months now or going on fifteen. I've been in the IT industry for going just on over thirty years now. I'm looking at I've worked across all IT functions and roles, such as your IT administrator, you know, your system system and network engineer. I've worked as your solution consultant and solution architect, so in the public and private sector. So I've been around for a while. So I've also run, my own businesses, from professional services, consulting businesses to, prop tech businesses. And I wish Brooklyn was around when I was running those businesses, you know, ten, fifteen years ago because, you know, I was running local staff, and I had BPO services in The Philippines for for a dev team. And it was it was just a nightmare to manage. And, you know, as I was a a cofound in those businesses, I was the IT guy with the tech background. So I could just imagine the headaches that, you know, you're trying to navigate in this day and age of trying to grow your business, but in particular, trying to stay secure and compliant. I mean, I know what to do being an IT background, but I could just imagine that headache for a lot of you. So and and that's one core reason why I came to Red Wing is because of of the IT products and and how they seamlessly work together, you know, with the HR and the payroll software. It's a true all in one platform. So I'd like to show you how that happens today. So some of the things we'll cover today in these thirty minutes is, you know, looking to share this this with the automation of these tasks for you, how we can remotely secure your devices, help you achieve that compliance that you need, but really have that true single source between HR and IT, and we'll show you that today. So the Brooklyn platform is is has quite a lot of modules and and breadth in the newly run platform. So if there's anything that you see there that you'd like to discuss or see more of, please reach out to us. But today, we're gonna focus on the IT side of things. And I think the power of of group lead is represented well in this graph. So if you think about what we call the employee graph or the employee profile or the source of truth, usually, that employee data is needed throughout most applications. Right? So the power of group lead is that whenever an employee is onboarded or off boarded, that information is then rippled across. So, you know, the HR products, IT, finance, depending what you're subscribed to, well, that's a true power, how we can achieve that, you know, that automation between HR, IT, and payroll in this case. So EmployedGraph is that super source of ours in that platform. But enough talking. Let me show you the product as well, and and let's get to it. So this is what the return platform looks like. I'm a super admin, so I've got a lot more access. At the close of top here is where you would see all the, applications that your users could, you know, securely access as a single sign on user. They can just simply click on the apps to be able to access it. And then I've got other dashboards potentially and reports that they might wanna show that's meaningful to them depending on their functionality. But I wanted to start straight away on, you know, the off boarding and the termination side of things because I think that's a important part of the business where, from that perspective, you would normally get asked, you know, to somebody's being terminated, can, you know, revoke access and and remove all the apps that they've got access to. Right? And that's something that you have to do across all the individual apps. Right? And that can be very time consuming. But to show you very quickly, from a web link perspective, this is where in the off point workflow now it depends on your organization. If this can be done by individual across all of it or it could be HR. But what I'll show you today is how it's it's integrated between the HR steps, as you can see here, to do the off boarding termination, but how IT is also part of that flow there. I can see that. So a lot of these tasks that I'm doing now are probably gonna be, you know, performed by a HR person. But let's just take Christopher Clark here who's going to be demarked for termination. I'll just go through the workflow, show you where that goes. But somebody had already started it, but they said stop. And now let's go through it very quickly for you. So just select the reason for the termination, the reason they found a new role, select the date. Now this is the critical part where all the magic happens, you know, based on this termination date and also this termination time. That's when things will automatically happen. Right? And we're gonna show you the list on the last working day. So let's continue through that. So just keep that in mind, a lot of those things will happen based on that termination date. If we hire Christopher in future, yes, we will. He's a great employee. But as we go through, these are the tasks that are automatically transferred. If you remember that employee graphed in the profile information, so you're capturing, you know, their roles and functions, We've automatically known that now. So we're gonna ripple those, in this case, credit card and and some sort of password assignment automatically to someone else because we know that based off that user's profile and that employee graph. That's how we can automate a lot of these things between all those various apps. A termination paycheck, again, you'll find some of these, US centric terminology. We'll keep going through the termination. We're not gonna send you any particular agreement. I wanna keep going through primarily the IT part of it. So here's where we some of the magic happens now. So you can see here what happens is if some of the functions are are relevant, we'll just skip over them. Now we've come to the third party access. So these are the apps that Christa has access to, and you can simply select them all. And it's that simple. This is how we can revoke access to all of these apps during that termination workflow. It's that simple. If you wanted to keep, say, Slack open or Microsoft available so someone else can access it under Clark's, credentials, then you could uncheck it there. But you can see here now, 05:00 on a Friday, and you get asked to terminate somebody. You can at peace of mind, it's gonna be automated for you. Now you can just continue through the workflow, and if Clark, in this case, has some devices as well and with our infantry management, you can take action. So in this case, we're gonna send out a box from our warehouse, and now you can take an action on that device, again, to help you from the security. You can lock it or leave it as is, again, for that safety perspective. And now there's a pin there if you need to lock it. But in this case, you may wanna leave it as is because you wanna get some data off there or you wanna lock it. But in this case, he's actually got two devices. Again, this is all because you've got that, HR and IT data without MDM and and and so on integrated into the one platform. So if you continue through now, we're gonna send that box out to Christopher to to return, and there's all the the cost associated. We continue through. So through the onboarding, they're the two steps that the IT is is relevant. Alright? So you can see here that they just continue through with the relevant HR task. I'm assigning that in this case, this was just about some US insurances, final paychecks. I'll include it in the regular pay run. I need to do a simplified run. And then these are all the the the requests and the review, alright, of what's gonna happen during soft boarding. The reason for and so on. So you can see here, we're we're getting through that termination. We're doing some revoking with he's ripping access. He's gonna get paid on the last pay run. We're gonna transfer some of his his roles and and tasks to, KDR. Again, we know all that because of that employee graph the explanation. In this case, if there were approvals as well, it'll be showing here what approvals are required before termination. But in this case, there's none. Then you just submit that off 40, and and off we go. But so you can see there that off boarding workflow, how the HR and the IT is now, you know, merged together in that process. We can show you how simple it is. And now you have that peace of mind that, you know, on that last day, you don't run the risk of Christopher, in this case, having access to your data or to your business data or to his device, if if you can lock it, you know, post the termination date. It'll just reduce that risk of your business as well. So that's the onboarding workflow there. I want to share that with you. So the other side of the flip side of that is now we got the onboarding. So from the onboarding perspective, again, whether this is gonna be done through your your HR representatives or you as a sole trader. But what I'll show you again is very similar where we've got the HR and IT processes all integrated together. So if we were hiring Ryan here from our ATS system, there's been some interviews with him, and now we wanna progress with that. Similarly, again, on the left hand side, you can see all the tasks related to, this individual, of which, again, the IT is only two steps of those, and we'll go through that as well. So we'll go through the steps, highlight the, enter all the information. So if you remember that employee graph I talked about, this is all information that's now being captured. Right? So when does that start date that's a critical part because a lot of that automation happens on the start date. What type of employee they are, if they're full time or salary, they're part time, if they're getting overtime work. All that information helps in automation. It could be a condition or a trigger in a workflow and the start date here as well. Alright? So a lot of integrations and magic will happen there. So he's gonna be a, sales engineering function as a solution consultant. We'll continue through filling this information. So, actually, I'm just pulling that one just back here. So if you think about getting access to those apps or revoking as I showed you in the off boarding perspective, these are some of those, employee graph information that triggers those. So depending on their department, the location, maybe their title, that will determine what apps they get access to automatically or what apps in this case, they're gonna be revoked in the off boarding. So in this case, it's gonna be part of the sales department, and because of that, you'll see they'll automatically receive certain applications automatically. Again, that'll just reduce, the effort from your side. Goes through filling the details of the salary information, additional employment details here. Will it work in Australia? Yes. Will they get entitled holiday pay, any non probation, and things like that? So these are all the ASR questions that you can just go through. During the onboarding process here. So any agreements and documents that you wanna send to them. And again, based on that role, the location, maybe a department, there may be certain documents that you you may wanna send or can be automatically connected here. In this case, it automatically it's gonna send a fair work statement in this example. Again, it picks that up based on that employee graph information. What sort of duties? It's sort of sales function. Again, this is additional information you can include into the documents that are going to be set. And this is where the IT comes into it. So now in this case, in Australia, we don't have a local store just yet. So but this is where you could assign. Let me just go to The United States to show you what that would look like is how our roofing store could work. Alright. So if you were procuring your devices and storing them in our warehouse, now through here, you can select the relevant device for, in this case, for Ryan, if he was a a salesperson in finance. I could select that device for him. Alright. That simple, but all that is is now seamless and part of the onboarding workflow. So in this case, I wanted to do it because it's in The US, but you can see there, that's one way you can assign the hardware automatically. And this next step is now that automation, again, based off the role, in this case, they're in a sales department or maybe a location, they're automatically gonna get access to these applications as you can see here. This is all done automatically for you. You don't need to go to every individual app and, you know, assign them an account. We can provision them automatically for you. And I'll show you how that can happen as well. We can see here, depending on on the environment as well, you know, we can automatically, also give them the right groups of access. So this is how we can automate and, you know, marry that HR and IT process together. Then we continue through. And then, this is about if you're using a password manager, using ours, they'll automatically get these credentials to be able to log in to their systems securely as well. Again, all based off their, information. Now this is setting up emails. Again, from an IT perspective, you may or may not want to include this in the process. So, you can you can opt in or out for that setting that up. And then the rest of it is all sort of a HR process, you know, seeing the employment agreements, reviewing the costs of hiring Ryan in this case in Australia. We'll give you a summary of all of that. Again, if you wanna know where you are, you can always just check where you are in the process. You can just go through. I'll just continue right through now because even all that HR functions, but you see how the HR and the IT process has been, merged together and simplified during, in this case, the onboarding process. So here's a review of Ryan, your hiring, his information, what agreements you're gonna be sending out, the role, who they're reporting to, salary, the apps they're gonna get access to, if there's any approvals for the hiring. Then we'll continue through that process. Again, a summary of what's gonna happen during the onboarding. It's gonna receive that information, all these contracts and documents. We're gonna receive this information from Ryan. What happens next? It gives you a bit of a summary again of what's gonna happen, if the hiring's approval, if that's required, and so on. Right? You can see here, we we step you through everything. The final thing is the email notification. Again, you can tailor this here, but you can just send that email notification and finish your hiring process. So that's the onboarding workflow. You can see there it it's fairly automated with the IT and the HR processes together. So, hopefully, you know, you get an idea. If there's any questions, please put them in the chat, and we'll get them to them at the end of the the session. But you can see there, it helps if you can automate that, onboarding process, you know, you can make that employee productive from day one. Because, you know, usually, day one, they're missing apps or they have access to things after Chase IT. We've all been there. But by by automating this, and now it's it's known what apps they need, and permissions and so on because of their role and that information in their profile, we can automate that because of that all in one platform. So how do we do all that? I think, the two key things is now to help you be compliant is part of it is that identity and access management and giving access to these apps across here, and a lot of that is accessible through our AppShop. Our AppShop, we've built over the 800 integrations, to various apps. This is a a public facing, so you can go to this link and we can share this as well, and you can check the apps that are in your environment. We've got seven categories. But one I've wanted to show you and and would be beneficial would be like a Google environment, for example, which a lot very common for managing, a user directory if you are doing that, during the onboarding phase. But one call out is when you when you go to the actual application itself, you can expand, review the description. But on the second side here, this is a snapshot or a quick look of what this integration we've built with this application. In this case, it's Google. And part of that automation is, giving that user single sign on access to or in this case, to Google and and the same to other apps. Right? So now they just log in with their corporate email, work email just once in the morning. And because of our single sign on, Brooklyn, and this integration with Google, they don't need to sign in again. Single sign in will give them access to that securely, and and authentication as well. But to help you, again, with that automation and that onboarding is on that start date that you set, now we can also create those accounts automatically for you with this integration in Google. When they're terminated and they're off boarding that termination date and time, we can now suspend the accounts there for you automatically. Again, you'd have to manually do that potentially. And during the life cycle of the user, we can manage their groups or maybe organizational units that they belong to. Again, as as the, you know, transition maybe within functions moving between roles, because of that employee information, employee graph, we know which groups or apps they need access to and not access to, so we can automate the adding those apps and revoking those apps as well during transition. And then with our schema mapping, you know, we can keep those the data attributes in sync between Rippling and, in this case, Google. Right? So if somebody changes roles and departments, we'll keep that in sync with Google for you. I can show you that very quickly with some of these other settings. That's an important task because that's a a nightmare, you know, trying to manage a HR system and then an IT system. You have to usually maintain users in both locations. Right. So in this case, with this, setting we've got here of, attribute mapping, we're gonna keep that user information in sync between Rippling and and Google in this case. We're gonna synchronize all of those attributes automatically for you. Alright. And you can do that on the user creation, which is the provisioning onboarding. And, also, if you choose updates, that's during their life cycle and transitions. So if they change roles, we'll sync that across. If their department changes or their their last name changes due to a marriage, we'll sync that as well for you. So that's what our app shop, can provide for you. We have these settings of and automate a lot of tasks that you have to do mainly like provisioning and deprovisioning. And I'll call that one out with the off boarding and deprovisioning. One of the cool functions from the Google Workspace, which a lot of, from the IT function you have to do is when somebody leaves and terminates, you know, they say, John O's been terminated. Can you give me access to his Gmail and his Google Drive? We just need some customer information on there. That's another task you have to do, but with our integrations and our identity and access management app shop, we've automated that during that off boarding workflow. So you can see here, whenever somebody's off boarding on that termination date, we'll automatically assign an access to their manager. And then we'll revoke all of the Google security accounts associated. We can give that manager temporary access to the Gmail account. You know, we'll give it for thirty days, if you need to. Alright. And then we'll also associate the Google Drive and calendars to the manager as well. This is all automated now with with our identity and access management and the Google integration. This is another way of, you know, having that HR and IT managed to get in the point on platform, reducing these tasks really and automate them for you. So that's the identity and access part, how we can help you there, you know, achieving those compliance for ISA compliance and stock compliance as well. Then we turn to the MDM component and device management. This is where you can now manage the devices in your fleet and keep it secure. So part of the onboarding was, you know, to to reduce the risk of data access post donation, you can lock that device. And you can do that through the MDM functionality that we've got here. So through our MDM, you can have a a access and snapshot of all your fleet here. Right? So you can see automatically that in this case, this device hadn't connected to the MDM for five days. And you can, report on this. You can have this report sent to you automatically to say any devices that haven't connected to the MDM in five days, send me that report, and now you can take proactive action. You know? So now you can you can you wanna make sure that the MDM is working. It's gonna be pushing those policies and all that to secure your environment and protect your data. So with that MDM, you know, you can you can one of the key things is to help you be secure is our policies. You know, we're OS agnostic. We can do Mac, Windows, iOS as well, and all coming soon. But with our templates, for those who are familiar, they're very similar to the the enter templates, but you can now, you know, apply policies to your devices to secure them. You know, you can use this policy to block USB devices. You can use this one to, you know, provide Wi Fi access and give those credentials automatically. You can do that for Mac and Windows automatically here. And you can also, you know, automate the OS devices automatically. Let me just go back on screen. But I want to show you this is where we simplified it. So in this case, if you wanna be SOC compliant and this compliant, we'll create these templates for you. You're gonna select that as a template. So now it's gonna create a policy in this case for all these updates that align with those industry practices. We try and make that simple for you as well. So from an MDM perspective, you know, we can help you be compliant and, you know, we can push software out to those devices automatically, and we'll maintain and patch them for you with our MDM solution. So you can deploy these to your devices. The other thing is to help you automate again is that zero touch deployment. If you are using Apple Business Manager or Entra to manage your Windows machines, they can be registered as the Rippling MDM automatically. So whenever you do order a device and and assign them to your Apple Business, Entra Manager, they'll be deployed automatically with the Rippling MDM agent. So that's why when the user logs in MDM agent connects, it's gonna now then be able to push all those policies you've created, you know, secure the environment with the software you need, and all of those things with the office patching all automatically, with our MDM functionality. So that's sort of, you know, high level just conscious of timing here, but how we can, you know, help you become compliant, with that identity access management, the Rippling, our app shop, how you can automatically automate the provisioning of users during the onboarding, how you can automatically revoke access, remove, remove permissions and all of that. On the off boarding side, lock the devices, remotely wipe them as well. You know, sometimes people leave devices and buses. You can take all that action with the billing, with our Denny access and our MDM functionality. And with our inventory management, you can send those devices out and collect them from our warehouse. We'll securely wipe them, and and give you a certificate of wiping as well if you need it. So that's the overall, I guess, in this session. I've covered a lot. But, yeah, to summarize, you know, from the off boarding perspective, we wanna reduce the risk of your data being a securely accessible or that terminated user. We can automate that for you for that peace of mind, and you don't have to go through app by app to revoke them. On the proactive side and the onboarding, you can have a productive user from day one because you can automatically assign those apps, permissions, and access that they need to to be productive from day one with our identity and also through the devices. You're deploying all the the policies and so on to those devices. And now you can do that in an only one centralized platform, right, with Rippling, and we can do that for you. So I guess to tie it together is, you know, if you try to achieve ISO compliance or soft compliance, you know, that's where the Identity and Access Management can help you with those access controls and getting access and security authentication to those devices. MDN can help you with those ISO requirements. From PCI perspective, you know, use user authentication and access, identity and access can help you with that there. So Rippling is that all in one solution to try and automate and simplify, you know, your business so you can concentrate on growing your business and just have that peace of mind that you know that these tasks are automated, and and you will remain compliant there as well. Just because of the timing here, so we've got four minutes. We'll open it up now for, you know, if there's any questions there. But, look, if if there's something that we can't answer for you today, we'll get back to you. We wanna thank you all for for attending today. And and if there is something else and you wanna see more, get in touch with us, as we've only really scratched the surface here as well. So let me just check the q and a section here. I'm just doing. Going can you rotate those credentials from your platform? I guess not 100% sure what you mean by credentials there, Thad, but, I guess the the access is permission profiles you can set up, and that's all around the, you know, like, think of it like role play access. Right? So you can assign individuals, add new permissions, or standard permissions depending on, their roles as well. So you can enforce, you know, password policies that they need to change or the type of credentials they have access to. So I'm not sure exactly. It need a bit more context on that one, but happy to take it offline and continue as well. James, when you say automated, I can build a workflow to offboarding. It will run all tasks for offboarding users. Correct. So as I showed you there on our onboarding work flow or off boarding workflow, they're they're the the task that, you know, we can control here. But we've also got Workflow Studio, which you can also assign additional tasks or notifications, to Teams if you need to. So if you find that during our onboarding workflow, if there's a step or a task there that you think, I need my team to do, you can also do that. Again, based off conditions and triggers in in our our employee graph, you may say, alright. Because of that termination date, you need to do certain actions on certain systems that aren't, you know, managed by us. You can have those workflows created for you as well and and notify you for that. We'll take a couple more questions. Let me check here, James. This MDM works if we have Internet. So that's, with with MDM, you can only have one MDM on on your physical device. So if you're running other, MDM like Intune or or others, it will be a decision for you. Right? So I guess the beauty of us is that only our platform. But you can still run Intune if you choose to for your MDM, and you can just choose us identity and access to help you with automating, provisioning, and off boarding. We just can't manage the device for you in there. So you have to you can only have one MDM on a device. Probably time for one more question. Rippling James. Yes. Rippling is is a cloud SaaS service. So everything is cloud based. Nothing to install on your devices. It's all browser based as well. Because another quick question. We've got, like, thirty seconds, I believe. So Sagnic, thank you. This resonates with us as we're currently consolidating HR tools while scaling. Oops. At the glance, Could you highlight an upcoming innovation, particularly on AI automation that we should be planning for next year? Good question. I think, AI is definitely in the DNA of of Rippling. We look at it holistically because we're capturing a lot of this information, you know, with with all of the platforms and systems. So we we have the automation and AI built into the product already even from our equipment modules and other places, but we will continue to to invest in that, and an AI strategy is in play. It's just that something specific, I probably couldn't tell you. But if you think about it, eventually, maybe you might say, you know, for AI to say, tell me all the, policies for my Windows machines, you know, and which ones aren't meeting policies. Things like that we're working on so you can just have the AI capabilities for that as well. Look. Thank you, everyone. We're just gonna be over time there. So thank you, everyone, for for joining again today. If you have any questions, please get in touch with us. Happy Friday. Enjoy the rest of your your afternoon, and have a great weekend to everyone. Thanks again for joining.