Introduction
SMARTFENSE is a platform that strengthens the cybersecurity culture within organizations. It allows the execution of awareness campaigns, social engineering attack simulations, and continuous training programs to reduce human risk.
This guide gathers the essential best practices for using the platform efficiently, securely, and in accordance with the terms of service, avoiding operational incidents or potential legal conflicts.
Intended audience
For two types of users within organizations:
Administrator users: those who configure the platform, manage licenses, and create campaigns or content.
End users: those who participate in awareness activities and receive the generated content.
Licensing
Proper licensing control contributes to responsible platform use and ensures the necessary traceability to maintain security and compliance.
Perform periodic checks of the contracted licenses.
Avoid rotation of assigned accounts. Make changes only when they correspond to natural staff movements within the organization.
Access and Security
Secure access management protects the organization's information and ensures the correct operation of campaigns.
Keep personal credentials confidential.
Use strong and unique passwords. The platform allows defining specific security policies.
Enable two-factor authentication to strengthen account protection.
Log out at the end of the session, especially on shared devices.
Avoid sharing sensitive information through unsecured means.
Properly configure whitelists and DMI (Direct Message Injection) to ensure email delivery and avoid false positives in simulation audits. Review these settings periodically, as technologies may update within the organization.
Navigation and General Use
Following these recommendations helps keep the platform in optimal condition and work with greater stability and accuracy.
Keep the browser updated and compatible with SMARTFENSE. Check our minimum requirements.
Avoid opening multiple sessions from different devices unless necessary.
Familiarize yourself with the main menus and sections before carrying out complex tasks.
Use the online help or resources available in the knowledge base of the Help Center.
Data Management
Proper handling of information within the platform is essential to maintain the integrity of results and comply with privacy policies.
Enter data accurately to avoid errors in campaigns or reports.
Review the configurations made in the different sections of the platform before saving changes.
Respect the privacy policy by properly managing and processing personal data. In particular, we remind you that consent or authorization must always be obtained from the individuals who will be recipients of the campaigns.
Content Catalogs
The content available on the platform must be managed carefully to ensure it correctly represents the organization's culture and policies.
Internally review materials before publishing or distributing them, ensuring they comply with the organization's policies, rules, and values.
Adapt messages according to the language, context, and internal culture of the company.
Consult with the corresponding internal departments (legal, compliance, or communications) if there are doubts about the suitability or scope of the content.
Avoid modifying or personalizing materials without prior review that guarantees their consistency with internal policies and applicable national or international regulations for your organization.
Note: Personalized or client-created content exceeds SMARTFENSE's responsibilities.
Incident Resolution
A complete and accurate report helps the support team provide a faster and more effective response.
Consult the knowledge base of the Help Center before submitting tickets.
When contacting the support team, describe the incident in detail, including the steps taken, error messages, and, if possible, screenshots.
Updates and News
Staying up to date with SMARTFENSE updates allows you to make the most of new features and optimize campaign management.
Review the release notes on the official SMARTFENSE website and communications sent by email or newsletters.
Participate in the workshops and training sessions offered by SMARTFENSE, or review their recordings and materials available in the Help Center.
Consult new features or relevant changes before implementing them in the organization.
Specific Best Practices
Applying these recommendations contributes to making awareness programs more effective and sustainable over time.
Conduct an initial measurement of your organization's status with a baseline.
Design an awareness program aligned with your organization's culture and internal policies, including a planned activity schedule.
Periodically evaluate results to measure the progress of the awareness program and adjust strategies.
Review your organization's communication policies before deploying activities, as users will receive emails and notifications.
Use SMARTFENSE components according to the designed awareness program.
Create personalized content respecting the terms and conditions of service.
Have an in-depth understanding of the platform's functionalities to ensure the success of the awareness program.
Create user groups to segment communications and offer more relevant content.
Analyze audit reports for decision-making.
Run test campaigns before sending mass simulations and analyze audit reports to avoid false positives.
Keep whitelists updated to avoid errors in email delivery.
Conclusion
Following these best practices allows you to fully leverage SMARTFENSE's potential, strengthen the cybersecurity culture, and maintain a safer and more efficient work environment.
For more information or assistance, you can access the following official channels:
Website: https://smartfense.com/en/
Help Center: https://support.smartfense.com/hc/en-us