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Start here: what to do first, then the tasks people ask for most. Still stuck? Email support and we will come back to you quickly.

Getting started

The five things to do in your first hour, in order.

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Governance

Your obligations register: what you have committed to and when it is reviewed.

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Risk

The risk register: likelihood, impact, and what you are doing about it.

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Compliance

Assessments, evidence and findings: the part your auditor reads.

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Library

Your documents: upload, convert, read, search.

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Getting started

The five things to do in your first hour, in order.

Create your organisation

  1. Sign in. You land on your personal organisation, which is yours alone.
  2. Go to Organisations and create one for your company. Everything you do from then on lives in that organisation, and only the people you invite can see it.

Invite the people who need to see it

  1. Open your organisation, then Members.
  2. Invite by email and give each person a role. Roles decide what they can approve, so give the narrowest one that does the job.

Upload your first document

  1. Open Library and upload a PDF. A policy, a procedure, an audit report, anything real.
  2. We convert it into structured text you can read, quote and search. Large documents take a few minutes.

Ask a question about it

  1. Open Chat. Your question is answered from the documents you uploaded, with the source cited.
  2. If it says it does not know, that is a real answer, not a failure. It means the document does not say.

Set up your first assessment

  1. Open Compliance and start an assessment for a framework you must satisfy.
  2. Work through the requirements. Beacon holds the evidence, your assessor does the judgement.

Governance

Your obligations register: what you have committed to and when it is reviewed.

Record an obligation

  1. Open Governance and add the obligation: a regulator requirement, a parent-company mandate, a contract commitment.
  2. Give it a category and, where one applies, the framework it comes from.

Attach the source document

  1. Upload the policy or agreement to your Library first.
  2. Link the obligation to it, so the register points at the document that says it.

Set a review date

  1. Give every obligation a review date. An obligation with no review date is one you will forget.
  2. Beacon surfaces these when they come due.

Retire rather than delete

  1. When an obligation no longer applies, retire it. Nothing is deleted.
  2. The register stays a faithful history of what you committed to, which is what an auditor asks about.

Risk

The risk register: likelihood, impact, and what you are doing about it.

Add a risk

  1. Open Risk and add the risk with a title and a description.
  2. Set likelihood and impact on their scales. The level is derived from them, so you never hand-maintain a rating that can drift.

Assign an owner

  1. Give every risk an owner. An unowned risk is nobody's problem.
  2. The owner is a person, not a team, because a team is a queue.

Record the mitigation

  1. Describe what you are doing about it. This is the part an auditor reads first.
  2. Update it as the treatment changes; a stale mitigation is worse than none.

Review on a schedule

  1. Set a review date so the register is examined rather than accumulated.
  2. Accepted and mitigated risks are still live risks, and the register shows which.

Compliance

Assessments, evidence and findings: the part your auditor reads.

Start an assessment

  1. Open Compliance and start an assessment for the framework you must satisfy.
  2. Beacon brings in the requirements so you are not transcribing them from a PDF.

Gather evidence against a requirement

  1. Open a requirement and attach the document that satisfies it.
  2. Evidence is versioned and never deleted, so the history of what you showed an auditor is intact.

Work the review queue

  1. Requirements waiting on review appear in the queue with the pages the reviewer flagged.
  2. A QSA can be brought in for the judgement; Beacon does the preparation.

Act on a finding

  1. Raise a finding where the evidence does not support the requirement.
  2. Spawn it to the responsible party and track it to closure. An open finding is visible to everyone who needs to see it.

Export the deliverable

  1. When the assessment is complete, export the report of record.
  2. Every export is recorded with who requested it and when, because that is the trail an auditor asks for.

Library

Your documents: upload, convert, read, search.

Upload a document

  1. Open Library and upload a PDF. Scanned documents are detected and flagged for OCR rather than silently returning nothing.
  2. Conversion runs in the background; you can leave the page.

Review the conversion

  1. Open the document to see the converted text, page by page.
  2. Tables and headings are preserved. Correct anything the conversion got wrong, and your correction is kept.

Organise with sets

  1. Group related documents into a set so an assessment can be given exactly what it needs.
  2. A customer only ever sees their own documents. Nothing from another organisation is reachable, whatever the link.

Ask a question across everything

  1. Chat searches all your documents and cites the source of each claim.
  2. Follow the citation to see the exact passage, so you are checking a quote rather than trusting a summary.

Share a document with an assessor

  1. Invite the assessor to your organisation with the review role.
  2. They see the evidence and the findings, and cannot change your documents.

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