Consent Management
Last updated
Last updated
LightBeam's Consent Management module is designed to provide a centralized repository for user consents. Within the PrivacyOps dashboard, users can access a dedicated consent management tab. This tab offers a comprehensive view of all given or revoked consents, organized in a chronological consent log. The timeline-based interface facilitates easy tracking and understanding of consent history.
Consent management is a process or system that allows individuals to decide what personal information they are willing to share with a business or organization. It involves obtaining explicit permission from users before collecting or using their data, as well as providing them with the ability to manage their consent preferences.
With LightBeam, you can sync all your preferences in its Preference Center, providing you with a detailed portrait of:
Your preferences regarding consent (choosing to opt in or opt out of a subscription)
Data sources for those consents (CRM Systems, Databases or any remote data source)
Total opt Ins
Total opt Outs
By using Hubspot or CRM Systems, LightBeam creates consent records (sources of consent) to arrange user related consent preferences. This is visible in an easy-to-navigate, one-click access dashboard containing user consent preferences, consent logs etc.
Step 1: On LightBeam’s main dashboard is a tab labeled ‘PrivacyOps’ next to the main dashboard button. Click on it.
Step 2: Then click on the 5th button is labelled ‘Consent Management’ in the ‘PrivacyOps’ drop down menu.
Step 3: This will take you to the consent management dashboard features a quad-pane layout, providing a comprehensive view of collected user information, including:
Viewing Consent Categories:
To view the consent categories you have created, access it from the sidebar, where ‘Consent Categories’ is the 5th button.
This will give you a detailed view of all the consent categories created. It will also give you access to action buttons to copy, edit or delete a category at a glance.
How to create a preference center?
The preference center is prominently accessible from the consent management section. w
Step 1: Access Preference Center from the left sidebar menu.
Step 2: Click on the three dots for ‘Actions’ and then on ‘Manage Preference Center’.
Opening that will direct you to numbered steps you can take to manage any desired settings regarding consent management.
Step 3: Changing General Settings to configure your preference center-
Enter ‘Name of Preference Center’ in the given column. This cannot be skipped.
Enter a description for the Preference Center. This is optional.
Select the applicable regulatory frameworks from the available options, and associating the relevant domains.
Select period of ‘Consent Renewal’. This allows you to set automatic consent renewal or select a desired frequency for consent renewal, specified period in years.
Click save and continue
Select period of ‘Consent Renewal’. This allows you to set automatic consent renewal or select a desired frequency for consent renewal, specified period in years.
Click save and continue
Step 4: Selecting Consent Categories
Select data sources you wish to associate with your preference center. Example, you can select from available data sources containing subscription lists (or mailing lists, activities, or purposes) that you wish users to opt in or out of. Or you may choose from pre-defined consent categories like marketing, product, events, surveys, and personalized, or create custom categories as needed
In case you want to choose from pre-defined consent categories provided –marketing, product, events, surveys, etc click on the subscription list button to add or remove pre-defined categories
In case of wanting to add a new category, select ‘create new category’.
For each subscription list, select if you want to allow opt out by clicking on the ‘Allow Opt Out’ toggle.
Click save and continue
Step 5: Selecting Style and Customization
LightBeam allows you to customize your preference center's appearance by selecting email confirmation, uploading a logo, modifying the body font, choosing button colors, and making other aesthetic decisions.
In the styling section, choose to add a logo
Select font
Select colour of the buttons
Select email confirmation format
Click save and continue to next step
Once created, the preference center enables users to categorize and consolidate consents from various data sources, providing a centralized location for efficient management and streamlined maintenance.
The preference center integrates with Hubspot to synchronize and display all stored consents. Users can view their consent logs within Hubspot and manage preferences directly through the LightBeam preference center. Existing Hubspot preferences will be visible, allowing for easy updates. Notably, while opt-ins are synchronized, opt-outs are currently not reflected in Hubspot.
Step 6: Deployment
The newly created preference center will be accessible via the provided URL
Copy URL and click on ‘Send Verification Email’ to yourself to access it
You may also click on ‘Review’ to see it before sending the verification email.
Users will then be able to manage their consent accordingly, putting them in complete control.
Step 6: To access additional customizable email templates for ‘consent renewal’ and ‘email verification’ click on the ‘Settings’ icon from the left sidebar.
Step 7: Click on email templates
Step 8: Select desired template for ‘Email Verification’ or ‘Consent Renewal’ or both.
Checking Consent Logs:
Step 1: Click on the second icon in the left side bar labeled ‘Consent Logs’
Step 2: Filter or categorize consents
Step 3: You can also export logged consents from the button above displayed consents labeled ‘Export’.
The preference center offers pre-defined consent categories for convenience, but users can also create and customize additional categories by selecting from existing options or defining their own. This easy to follow and access format streamlines and centralizes the consents for the user in one place. Syncing these settings and changes allows for reflection of the same in real-time.
Creating a Data Source
LightBeam’s preference center also supports the addition of multiple data sources, with consents from these sources automatically synchronized and integrated.
Step 1: Click on the ‘Settings’ icon in the left sidebar
Step 2: Select ‘Data Sources’
Step 3: Click on ‘Add Data Source’ button on the right side to add more data sources
Step 4: Save changes made.
To summarize, by using LightBeam users can easily add and manage multiple data sources, with consents automatically synchronized and integrated into a single dashboard. The intuitive interface features pre-built templates, real-time updates, and seamless integration with existing systems, simplifying the process of creating, customizing, and tracking consent preferences. Additionally, LightBeam provides options for periodic consent renewal, customizable email templates, and the ability to filter and view consent logs, ensuring comprehensive control over user data.
