Using Assessments with External Users

This guide explains how to work with external users (without existing Osano accounts) in Assessments. External users receive temporary access to complete assignments and have specific requirements for login and password management.

Overview

When you assign assessments to external users, they receive an assessments account via email that allows them to access their assignment. These users have a 7-day window to log in. Once they log into their Assessments account, they can complete their assigned work.

Getting Started

Note: The following roles have access to create assignments: Admin, Advisory Manager, Assessment Admin, Assessment Manager

1. Create or navigate to your assessment

2. Assign the assessment to external users:

• Click the "+" button to create a new assignment

• Name the assignment

• Enter the external user's email address exactly as provided

• The user will receive an email with login instructions

Note: If you're adding users who already have Osano accounts within your organization, they will log in with their existing Osano credentials and do not require temporary passwords or email invitations.

For External Users

• Check your email for the assessment invitation

• Use the provided account information to log in at assessments.osano.com

• After logging in with your temporary password, you will be immediately prompted to create a permanent password

• Complete your assigned assessment

Important Requirements

Email Address Case Sensitivity

• Critical: Email addresses are case-sensitive. Users must enter their email address exactly as shown in the "Username" field of their invitation email.

• Examples: If the invitation email shows "Username: John.Smith@example.com":

• User must enter: John.Smith@example.com (correct)

• User enters: john.smith@example.com (incorrect)

• If the invitation email shows "Username: jane.doe@company.org":

• User must enter: jane.doe@company.org (correct)

• User enters: Jane.Doe@company.org (incorrect)

Temporary Password Expiration

• 7-day window: External users have exactly 7 days from the invitation date to log in with their temporary password

• After 7 days: After 7 days: The temporary password expires. Admins cannot resend the invitation or reset the password. Users must contact Osano Support at osano-help@osano.com or via the in-app "Contact Osano Support" option under the help menu for assistance

• Best Practices:

• Communicate the 7-day deadline clearly to vendors/users

• Remind vendors/users about email case sensitivity

• Monitor assignment completion status

Troubleshooting

Common Issues

"There is an issue with your email or your password. Please try again. Emails are case sensitive."

• Check that the email address is entered exactly as shown in the "Username" field of your invitation email (case-sensitive)

• Ensure the temporary password is copied correctly from the email

• Verify you're logging in within the 7-day window

• If the temporary password has expired, the user must contact Osano Support directly. Admins are not able to reissue invitations or reset passwords for external users.

Password reset not working

• You must successfully log in with the temporary password first

• Password reset only works after initial login

• If the temporary password expired, contact support

No password reset email received

• Check spam/junk folders

• Ensure you logged in successfully with the temporary password first

• Contact support if the issue persists