Conceptboard Best Practices for Team Admins

There are free user accounts (Free User) for private use of Conceptboard as well as professional user accounts (Teams) suitable for operational use. As a first step, the responsible parties/admins should ensure that all operational collaboration with Conceptboard takes place within operationally managed teams.

This ensures that the organization has access to and sovereignty over the user content created as well as the accounts used and that no data is in the private sovereignty of the users.

This can also be the case if users have registered free, i.e. non-commercial, user accounts with a company email address. The decisive factor here is often the company's internal guideline or policy. Further details can be found here.

An automatic assignment of user content to existing company teams, e.g. due to a common @domain, does not take place legally on the part of Conceptboard. Cf. terms of use point 1 & 2 et seq. Terms and conditions - Conceptboard

These steps help identify the Free Users in the collaboration environment:

Individual users can identify collaboration partners who are not part of their team on an individual level. The "My Contacts" page clearly lists who of the current participants on the user's boards is part of the team and who is not. This allows for individual evaluation of whether non-team contacts are legitimate and safe.

On a global level, your Conceptboard Customer Success Manager will help you identify users of your organization on our platform who are not part of your professional team and advise you on how to proceed.

Global settings by the admins ensure that binding access settings that cannot be overwritten by the user apply to all team members and their new boards.

These allow the team as well as the content of the users to be completely sealed off from third-party access, to allow this in a restricted manner and exclusively with a password, or to leave this to the individual user in each case and to only make default settings that can be overwritten by the user → Board Access Management

When the global option "Non-team members can be invited to all boards" is selected, defaults can be set at the individual board level, each of which can be overridden by the individual user.

Conceptboard enables secure and fully GDPR compliant use. Please review and disable optional third-party services as needed.

The globally available Public SaaS version of Conceptboard, accessible via the website Conceptboard.com or app.conceptboard.com by Self Sign Up followed by Log In, is fully GDPR compliant without the use of optional third-party services.

Optional sub-service providers are the web conferencing tool Tokbox, Aspose for file conversion, and Zendesk as a help and ticket tool integrated into the app.

Due to the requirements of German institutions and companies in particular, these are optional and can be deactivated for secure DSGVO-compliant operation.

4. Set up Single Sign-On (SSO)

With the use of Conceptboard SSO, users no longer have to use a separate password for their Conceptboard account.

Also, by avoiding password log ins, the sign up and log in process is easier.

The uniqueness of the log-in is ensured by any multi-factor authentication and log-ins become traceable.

The possible sharing or joint use of professional accounts through shared access data is prevented. This should be urgently avoided when using Conceptboard. (IT-side master admin accounts can be an exception here under certain circumstances).

Teams have the ability to notify their employees and external collaboration partners of their own usage rules and organizational measures.

This avoids the need for time-consuming consent documentation, as consent is a mandatory checkmark when clicking on an active link in order to complete the sign-up process..