Getting Started with GDPR4All

GDPR4All is a multi-tenant compliance platform designed to help organisations of every size meet their obligations under the General Data Protection Regulation. Whether you are a small business taking your first steps towards compliance or a large enterprise managing hundreds of processing activities, GDPR4All provides the tools, workflows, and documentation you need — all in one place.

This guide walks you through your first login, explains what you will see on the dashboard, and helps you understand the role your administrator has assigned to you.

First Login Experience

When your organisation signs up for GDPR4All, the person who registers becomes the Client Admin. That admin can then invite additional team members by email. If you have been invited, you will receive an email containing a link to set your password and access the platform.

On your first login you will be asked to:

1. Confirm your details — verify your name and email address.
2. Set a secure password — if you registered with email and password rather than Google or Azure AD single sign-on.
3. Land on the dashboard — you are taken straight to your organisation's compliance dashboard.

If your organisation uses Google Workspace or Microsoft Azure AD, you can sign in with a single click using the corresponding button on the login page. Your account will be linked automatically.

Dashboard Overview

The dashboard is your command centre. It provides a high-level snapshot of your organisation's compliance posture and surfaces the items that need your attention most urgently.

What You See by Role

Not every user sees the same dashboard. GDPR4All tailors the view based on your assigned role:

• Client Admin — the full picture. You see compliance module summaries (ROPA, Breaches, Consent, DPIAs, DSRs, Documents, Vendors), team activity, training progress, alert banners for overdue items, and links to organisation settings, billing, and user management.
• Compliance Officer — essentially the same compliance view as the Client Admin. You can create, edit, and manage all compliance records. The difference is that you do not have access to organisation settings, user management, or billing.
• DPO (Data Protection Officer) — if you are assigned as a DPO, you may oversee multiple organisations. Your dashboard includes a tenant switcher that lets you move between the organisations you are responsible for. You see compliance modules, training, documents, and alerts for whichever organisation you are currently viewing.
• Client User — a streamlined view. You can see your assigned training courses and their completion status. You have read-only access to compliance modules but cannot create or edit records.

Key Dashboard Elements

• Stat cards — quick counts of active processing activities, open breaches, pending DSRs, and overdue training assignments.
• Alert banners — prominent warnings when a breach is approaching or has passed the 72-hour notification deadline, when DSRs are nearing their 30-day response window, or when vendor DPAs are about to expire.
• Recent activity — a feed of the latest actions taken across your compliance modules.
• Quick-action buttons — shortcuts to create a new processing activity, log a breach, or generate a document.

Navigation Overview

GDPR4All uses two primary navigation elements: the sidebar and the top bar.

Sidebar

The sidebar runs along the left-hand side of the screen and is your main way of moving between modules. It is organised into logical groups:

• Dashboard — your home screen with the compliance overview.
• Compliance — expands to reveal ROPA, Breaches, Consent, DPIAs, DSRs, Documents, and Vendor Management.
• Training — access courses, assignments, and the training dashboard.
• Settings — profile, organisation details, and DPO assignment (Client Admin only).

For DPO users, the sidebar also includes the Tenant Switcher component, which appears below the navigation links and allows you to change which organisation you are currently viewing.

Top Bar

The top bar sits at the top of every page. It displays:

• Your name and role — so you always know which account you are signed in with. DPO users see "Data Protection Officer" as their role label.
• Organisation name — the tenant you are currently working within.
• Sign-out button — to securely end your session.

Understanding Your Role

Roles in GDPR4All follow the principle of least privilege. Each role grants only the access necessary for that person's responsibilities.

Client Admin

The organisation owner. Client Admins have unrestricted access to every feature: all compliance modules, document approval, user management, DPO assignment, billing, and organisation settings. If you are the person responsible for GDPR compliance at your organisation, this is likely your role.

Compliance Officer

A compliance-focused role with the same access to ROPA, Breaches, Consent, DPIAs, DSRs, Documents, and Vendor Management as the Client Admin. Compliance Officers can create, edit, and delete compliance records and submit documents for review. They cannot, however, manage team members, adjust billing, or change organisation settings.

Client User

Designed for general staff members who need awareness of compliance activities but should not modify records. Client Users can view compliance data in read-only mode and, most importantly, can complete training courses and quizzes assigned to them. This role is ideal for onboarding employees into your GDPR awareness programme.

Data Protection Officer (DPO)

The DPO role is unique because it can span multiple organisations. A DPO may be an internal employee or an external consultant appointed under Article 37. In GDPR4All, DPOs can:

• View and manage compliance records across all organisations they are assigned to.
• Approve or reject DPIAs and documents.
• Switch between organisations using the tenant switcher.
• Update internal notes and reassign DSR requests.

DPO assignments are managed by the Client Admin from the Settings page, or by a Reseller Admin on behalf of their client organisations.

Quick Tour

When you first log in, take a few minutes to explore:

1. Visit the Compliance hub — open the Compliance section in the sidebar to see all available modules and their current status.
2. Check your alerts — look at the dashboard for any overdue items or approaching deadlines.
3. Review your ROPA — if processing activities have already been entered, browse them to familiarise yourself with the data your organisation handles.
4. Complete your training — if courses have been assigned to you, start with the first module to build your GDPR knowledge.

Next Steps

Now that you are familiar with the platform layout and your role, here are the recommended next steps:

• Set up your Records of Processing Activities (ROPA) — this is the foundation of GDPR compliance. See the ROPA guide for a detailed walkthrough.
• Configure your team — if you are a Client Admin, invite your colleagues and assign appropriate roles. See the Team Management guide.
• Review your settings — update your profile, organisation details, and assign a DPO if applicable. See the Settings guide.
• Explore compliance modules — each module (Breaches, Consent, DPIAs, DSRs, Documents, Vendors) has its own dedicated guide in this knowledge base.

GDPR compliance is a journey, not a destination. GDPR4All is here to make that journey structured, transparent, and as straightforward as possible.