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Your own account

Go to Settings in the left-hand navigation, then My Account. You can change your name, email address and password there.

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Two-step sign-in

Two-step sign-in asks for a 6-digit code from an authenticator app as well as your password, so a stolen password alone cannot open your firm’s records. We recommend it for everyone, and especially for owners.
1

Install an authenticator app

Use any authenticator app on your phone, such as Google Authenticator, Microsoft Authenticator or 1Password.
2

Turn it on

Go to Settings, then My Account, and choose Turn on two-step sign-in. Scan the QR code with your app and enter the 6-digit code it shows.
3

Sign in as usual

From then on, after your password guardbook asks for the code from your app.
If you lose your phone, contact us and we will reset two-step sign-in for you once we have confirmed who you are.

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Owners and members

guardbook has two roles. The owner is the person who created the firm’s account. Firm-level decisions are the owner’s:
  • generating and adopting the AI policy
  • generating and adopting the client disclosure statement
  • signing the material impact determination
  • signing the annual data safeguards check
  • editing the firm’s details and onboarding answers
  • inviting colleagues and removing logins
Members do the day-to-day work. They can use the registers (tools, risks, AI use cases), record Oversight Log decisions, run dip samples, record training and CPD, and keep the People record up to date. Members can see the AI policy, the disclosure statement and the material impact determination, but the buttons to change or sign them are not shown to them. guardbook also checks the role every time something is saved, so these rules cannot be worked around. Every action, by anyone, is written to the audit trail.

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Inviting a colleague

1

Open People

Go to People. The Team logins panel shows who can sign in and how many logins your plan includes.
2

Invite them

Choose Invite someone, enter their name and work email address, and select Send invite. You can also invite someone already on your People record.
3

They accept

They receive an email with a link. They set a password and land in your firm’s guardbook as a member.
An invite lasts seven days. If it runs out or gets lost, use Resend next to it, which gives it another seven days. You can also cancel an invite that has not been accepted. To remove someone’s login, use the remove button next to their name. They are signed out straight away. Their past actions stay in the audit trail.

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Extra logins

Your plan includes one login. Extra logins are £15 a month each. When all your logins are in use, choose Add a login in the Team logins panel. We confirm by email and add it to your account.

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Users and People are different

Users are logins. People is your firm’s record of everyone involved in using AI, and it is what the Oversight Log surveyor picker draws on. Someone can be on your People record without ever signing in, which is usually the right arrangement for a surveyor who does not need day-to-day access.