User Guide

Chapter 1Getting started

Signing in

1. Go to govcleared360.com and click Sign in.
2. Enter your work email and password. Employees and FSOs use the same sign-in page and land in the right place automatically.
3. If two-step verification is on for your account, a six digit code is emailed to you. Enter it to finish signing in.

Forgot your password? Click Forgot your password? on the sign-in page and follow the link that arrives by email.

Two roles

Try it first

Click See it live on the home page to open a sample facility with 50 cleared personnel. No login. Every screen works, but nothing you change is saved.

Chapter 2Overview

Your morning page. It answers one question: what needs me today?

• Queue box. A count of items waiting for you and an Open the queue button. When nothing is waiting it reads All clear.
• Today's queue. The items themselves, most overdue first. Click any row to review it.
• Tiles. Cleared personnel, pending reviews, overdue items, compliance rate, foreign travel pending.
• Clearance distribution. Your roster by level, including DOE/NRC Q and L alongside the defense levels.

The FSO AI Assistant button at the top answers questions about SEAD 3 and 32 CFR 117 reporting. It is trained on the regulations, not on your data.

Chapter 3Personnel

Your complete cleared roster opens the moment you land here. Search narrows it; you never have to search to see people.

Reading a row

• Name and ID. The ID is your own internal employee number if you set one, otherwise the system's.
• Clearance level on the right: Secret, Top Secret, TS/SCI, DOE Q, DOE L, and the others listed below.
• Countdown. If the person has an expiration date on file, the row shows 18d left, expired 9d ago, and so on. People with no date on file, such as those in continuous vetting, show No clearance expiry on file.
• Status. ✓ Compliant or ⚠ 1 Overdue.
• People who have left show a Departed tag and stay in the list for the record.

Opening a person

Click a name. The profile shows the current record, the update form, departure and offboarding, and everything the person has filed, newest first.

Updating a record

1. Scroll to Update Record.
2. Change what you need: work email, clearance level, internal employee number, clearance granted, clearance expires.
3. Optionally type a reason for the change, for example Reinvestigation complete.
4. Click SAVE CHANGES.

Every change is written to the audit log with your name and the time.

Clearance levels available

Confidential, Secret, Top Secret, TS/SCI, DOE/NRC Q, DOE/NRC L, UK SC, UK DV, AUS Baseline, AUS NV1, AUS NV2, AUS PV, agency to agency assurance, clearance reciprocity, and None / Inactive.

Expiration dates

Enter the date you actually work to. For an NRC access authorization that is the review date; for a DOE reinvestigation, the due date. For people in continuous vetting with no fixed date, leave it blank and no countdown or notice is generated.

Departure

When someone leaves, open their profile and click MARK AS DEPARTED. Their account goes inactive and their clearance is recorded as revoked. Their reports and audit trail are kept.

Chapter 4Invite users

Three ways to bring people in.

Choose the role for each invite: Employee (cleared personnel) or FSO (Admin, full facility access). You are asked to confirm before granting FSO access.

Pending invites are listed below the form. You can revoke one before it is accepted.

Chapter 5Action queue

Every open item across the facility in one list: foreign travel awaiting review, debriefs overdue, self-reports awaiting review, invitations about to expire.

• Priority. Urgent, Due soon, or Routine. Based on how overdue the item is and what it concerns. It is a priority for the item, not a score on the person.
• Status. Overdue, Due soon, or Active.
• Click Open to go to the item.

Chapter 6Self-reports

Reports your people file about themselves under SEAD 3: foreign contact, financial issues, personal status changes, and the rest.

Reviewing one

1. Click a report. You see the category, incident date, description, and the filer's signature.
2. Add notes if you want them on the record.
3. Choose one:
   • ✓ CLOSE: NO FURTHER ACTION closes it with you as the reviewing official.
   • ↩ RETURN FOR REVISION sends it back to the person for correction. They get an email, fix it, and resubmit.

Regulator notice

If you have entered a regulator address in Settings, closing a report sends a notice automatically. It carries the facility, the category, the incident date, who reviewed it, and your notes. The person's name and email are included only if you turned that on. See Notices and email.

Statuses

Awaiting Review · Under Review · Returned for Revision · Closed: No Further Action

Chapter 7Travel debriefs

Foreign travel reports filed before a trip, and debriefs filed after.

Before the trip

1. Open the report. It shows traveler details, emergency contact, travel associations, the full itinerary, logistics, and the traveler's signature.
2. The SEAD 3 compliance box at the top flags problems: filed fewer than 14 days out, a country of concern, a debrief overdue.
3. Add notes for the traveler if needed.
4. ✓ APPROVE TRAVEL or RETURN FOR REVISION.

After the trip

The traveler files a debrief answering seven questions (itinerary deviations, questioning by officials, unusual interest, approaches for information, coercion, security incidents, health anomalies) and confirms their devices have been checked. Debriefs appear here for review the same way.

Statuses

Awaiting FSO Review · FSO Approved: Cleared to Travel · Returned for Revision · Debrief Due · Debriefed: Trip Closed

Chapter 8Audit log

Every action in the facility, in order: who did what, to which record, when. Sign-ins, record changes, reviews, invites, settings changes, notices sent. Entries cannot be edited or deleted. This is what you hand an inspector.

Chapter 9Security

Two-step verification

Each person can turn on two-step verification for their own account. A six digit code is emailed at every sign-in. No app to install.

As FSO you can also click Require it for everyone. From then on anyone without it is asked to set it up before they can reach their records.

To reset someone's two-step verification, open their profile and click RESET TWO-STEP.

Chapter 10View as employee

You are cleared personnel yourself with your own travel and self-reports to file. Click View as Employee to switch to your own employee portal without signing out. A pill at the top right shows Employee view; click Back to FSO view to return.

Your own submissions land in your queue like anyone else's, and the record shows you as both filer and reviewer.

Chapter 11Settings

Click SAVE CHANGES at the bottom. Every settings change is written to the audit log.

Chapter 12Notices and email

Regulator notices go out in your facility's name. Replies go to the FSO email, not to GovCleared360.

Chapter 14Help

Questions about the product: support@govcleared360.com. Questions about reporting rules: the AI Assistant inside the app, or your FSO.

This guide is at govcleared360.com/guide.html and is updated with the product.