KanbanBOX Complementary User Entity Controls

Introduction

This document outlines the complementary controls that users of KanbanBOX must follow to ensure secure, efficient, and compliant use of the software. It explains key functionalities, user responsibilities, security measures, and support protocols designed to maximize the benefits of KanbanBOX while mitigating risk. This document serves as a guide for all user types within the company and helps ensure operational best practices.

Software overview

KanbanBOX is a Software as a Service (SaaS) solution designed to digitalize and streamline pull-based production processes using the Kanban methodology. The platform is accessed through a web browser or mobile app, eliminating the need for local software installations.

User access and authentication

To maintain secure access to KanbanBOX, users must adhere to the following authentication protocols: - Credentials: Access is granted through unique usernames and strong passwords. - Multi-factor Authentication (MFA): As an added layer of security, MFA should be activated for all users where possible. - Single Sign-On (SSO): If configured, SSO simplifies access management while enhancing security. - Role-based Access: User roles are defined clearly with tiered privileges.

Customers are responsible for configuring and managing access control policies according to their internal security requirements.

Features and functionalities

The software provides the following key features:

• Electronic kanban board: A digital interface for simply managing a kanban system
• Shared visibility and real-time collaboration: Enable team members and external partners to monitor and update progress in real time
• Kanban maintenance: Allow to modify the loops dimension according to the actual consumption
• Reporting and Dashboards: Data visualization tools for performance tracking and analytics
• Integration with external systems: API and webhooks are available for the communication

Communication with external systems

To enable communication with external systems, KanbanBOX utilizes a robust API and webhook mechanisms.

• API Connectivity: KanbanBOX's API facilitates secure data transfers between the system and external platforms.
• Webhooks: Automated webhooks deliver real-time updates to external systems, ensuring synchronization of orders and production statuses.

Customers are responsible for configuring and managing these integration settings in accordance with their internal IT protocols.

Usage guidelines

To ensure optimal use of the software, users should:

• Follow security best practices, including safeguarding login credentials.
• Avoid sharing accounts with unauthorized persons.
• Utilize customer support resources when encountering issues.

Data security and privacy

Data processed within KanbanBOX is managed according to industry-standard security measures and best practices, including:

• Compliance with relevant data protection regulations such as GDPR.
• ISO 27001:2022 certification.
• Regular audits and updates to safeguard against unauthorized access.
• Transparent handling of user data in accordance with our Privacy Policy (https://help.kanbanbox.com/hc/en-us/articles/5178079198994-Privacy-Policy).

System requirements

To ensure optimal performance and use, ensure that the environment meets the following requirements:

• Supported Web Browsers: Google Chrome, Mozilla Firefox, Microsoft Edge, Safari (latest versions recommended). Other browsers or older versions could not work properly.
• Internet Connection: A stable and high-speed connection is necessary for real-time updates.
• Handheld device: such as a barcode reader or a smartphone with a camera that runs Android or iOS (recent versions recommended).

Updates and maintenance

Software updates are released periodically to enhance functionality and security. Users will be notified in advance of scheduled maintenance and potential downtimes. An incident management plan is in place that includes:

• Rapid response protocols for security breaches or software malfunctions.
• A clear escalation path and communication strategy for incident reporting.

Support and troubleshooting

For assistance, users can consult KanbanBOX online Help Center or contact the Support team directly opening a ticket.

• Help Center: https://help.kanbanbox.com/hc/en-us
• Ticket to Support: https://help.kanbanbox.com/hc/it/requests/new

This document serves as a guide for users to effectively engage with the software and its features.