As you’re rolling out SSO, you may need to communicate changes to your organization. Chartbeat has compiled a set of templates, listed below, for different rollout scenarios that you might find yourself using. Feel free to use or adapt these templates for your own rollout.
For users transitioning to use SSO on existing individual accounts
Several organizations who’ve transitioned to SSO have chosen to do so in stages, testing the overall flow with a pilot group of users to ensure that they’re prepared for any internal questions that may arise. In cases like that, organizations often send an email that says:
As part of our effort to maintain high security standards, we’re preparing to move users to log into Chartbeat with SSO. You have been identified as someone in our initial pilot test group.
This is what you need to do:
- Go to Chartbeat’s Sign In & Security page and click Link Account, and link your Chartbeat account to your [Your Identity System] account.
- All pilot test group members are asked to do so by [Deadline].
- Once linked, you’ll go to Chartbeat just like you do now, but when you go to login, you’ll be directed to use your [Your Identity System] account.
Have any questions? Ping [Internal Point Of Contact].
For users transitioning from shared logins to individual logins
Often when transitioning to SSO, an organization may need to set up lots of new users with specific permissions, so they transition away from shared logins seamlessly. Chartbeat’s Support team can help in these cases by creating users in bulk on our end and applying the necessary permissions for domains/tools that they had on their previous logins. To coordinate these types of requests, reach out to your team's Chartbeat Implementation Engineer. Once that coordination is in place, organizations often send an email akin to the following:
You have been identified as someone who makes use of a shared Chartbeat account. We are preparing to require users to log into Chartbeat with [Name of Your Identity System], meaning shared accounts will cease working.
You will soon receive an email invite from Chartbeat to replace the shared account that you currently use.
When you first log into your new individual account, you’ll do so with username and password, but we encourage you to link your account to your [Name of Your Identity System] login. You can do so on the Sign In & Security page.
Taking these steps now will mean you have a seamless experience when we begin requiring all users to log in SSO.
For organizations preparing to switch their SSO setting to Required (vs. Optional)
For organizations who are preparing to require all users to use SSO to login, most have said they like to give users a heads-up about the coming change. (Once SSO is set as Required, users who haven’t yet linked their account to use SSO will be prompted to do so before they can use any Chartbeat tools.) In cases where you want to message the upcoming change, you could send the following email:
As part of our effort to maintain high security standards, we’re preparing to require all users to log into Chartbeat with SSO.
That requirement will go into place on [Deadline].
If you haven’t already, link your Chartbeat account now, so you can begin using SSO ahead of our switch to requiring it. This is what you need to do:
For organizations looking to move users over, but technically keep SSO as Optional
In cases where you want to message the availability of SSO and encourage staff members to use it, you could send the following email:
As part of our effort to maintain high security standards, we’re transitioning users to log into Chartbeat with SSO.
Please complete this easy, one-step process to link your account by [Deadline].
This is what you need to do: