What HR can and can't see about participants
In the FirstSourceTeam employer portal, HR sees each participant's name, contact details, job title, plan, dates and program status, plus status history and an audit log. The portal has no view of coaching conversations, and a participant's reason for declining isn't shown to HR.
FirstSourceTeam gives HR a live view of each participant's program status without giving HR the content of their coaching: the employer portal shows who is in the program, their dates and which status they're in, and it has no screen or export for what a participant discusses with their coach. This page lists what the portal shows, who in your organization can see it, and what FirstSourceTeam stores.
What HR can see
| Data | Where it appears | Admins | Viewers |
|---|---|---|---|
| Name, email address, phone, job title, level, launch group | Participant list and participant page | Yes | Yes |
| Additional details from uploads: department, location, employee ID, job group, cost center, manager name and email, hire and notification dates, reason code, language, work email, notes | Participant page | Yes | Yes |
| Whether and when the invitation email was sent | Participant list and participant page | Yes | Yes |
| Plan, exit date, service start and end dates | Participant list and participant page | Yes | Yes |
| Current status (Scheduled, Contacted, Engaged, Declined, Completed, Expired) | Everywhere | Yes | Yes |
| Activity history: each status change, invitation and decline, its note, when, and who recorded it | Participant page, dashboard Recent Activity | Yes | Yes |
| Counts and rates by status and by plan | Dashboard, Reports | Yes | Yes |
| Audit log of actions in your organization | Reports → Audit Log | Yes | Yes |
| CSV exports of participants and status history | Reports → Export Data | Yes | No |
| Team members' names, emails and roles; pending invitations | Settings → Organization | Yes | Yes |
What HR can't see
- Coaching conversations. The employer portal has no screen, report or export for coaching sessions or what a participant discusses with their coach. HR sees the participant's status, not the content of their program.
- The reason for a decline. When a participant declines, they can pick a reason. The employer portal doesn't show it; HR sees only that the status is Declined.
- Other organizations' data. Every portal page and API request is limited to your own organization's participants, team and records.
Who in your organization can see it
In the employer portal, only people with a portal account in your organization: the admins FirstSourceTeam set up and the teammates your admins invite. (FirstSourceTeam, which runs the program and the systems behind it, also has access to this data.) There are two roles:
- Admin: everything above, plus adding participants, sending invitations, changing statuses, deleting participants, exports and team management.
- Viewer: read-only. Viewers see participants' personal details and the audit log, but can't add, invite, delete or change anything, and can't export.
Because viewers can see participants' names and email addresses, give the viewer role only to people who need it. See Accounts and roles.
What FirstSourceTeam stores
For each participant added through the portal:
| Stored | Details |
|---|---|
| Identity and contact | First name, last name, email address, phone |
| Job details | Job title and level, if given |
| Additional details | The optional upload columns listed above, if your file has them |
| Program | Plan, status, launch group, exit date, service start and end dates, completion date, when the invitation was sent |
| History | Each status change, invitation and decline, with its note and who recorded it |
| Decline | Whether and when they declined, and the reason they picked, if any |
| Links | Private links for their invitation email's Get Started and decline buttons |
For each HR team member: name, email address, role and when they joined. For each invitation: the email address, role, who sent it, its status and its expiry.
The audit log stores each recorded action with who did it, how and when. See Audit log.
Data the portal refuses
The portal has no field for date of birth, EEO category, race, gender, disability, veteran status, Social Security or national ID numbers, salary or other pay data, or health information. Upload columns that look like any of these are marked Not imported (sensitive data), their values are hidden on screen, and they're never saved. See Add participants.
Emails
Emails from the portal (participant invitations, decline confirmations, decline notices to admins,
and team invitations) are sent from noreply@firstsourceteam.com. FirstSourceTeam receives a blind
copy of each one.
Removing data
An admin can delete a participant from the portal, unless they have a paid seat, billing records or coaching activity. Deleting removes the participant's record and their activity history; the audit log keeps an entry recording the deletion, without the participant's details. See Delete a participant. For any other data request, email hello@firstsourceteam.com.
Certifications
FirstSourceTeam doesn't claim any security certification on these pages. If your organization needs a security questionnaire answered, email hello@firstsourceteam.com.
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