User Onboarding
Introduction
You can start employee onboarding in two ways: either manually in Slack or via an HRIS integration:
To manually onboard an employee in Slack:
- Go to the AccessOwl home tab and click “Onboard New User”, or use
/onboard. - Enter the user’s name, email, manager, and the date to create the user accounts.
- Choose the applications and permissions the user needs. If you’ve configured them, you can also use access templates.
The manager is notified of this selection and can request additional applications and permissions.
To manually onboard an employee in Slack:
- Go to the AccessOwl home tab and click “Onboard New User”, or use
/onboard. - Enter the user’s name, email, manager, and the date to create the user accounts.
- Choose the applications and permissions the user needs. If you’ve configured them, you can also use access templates.
The manager is notified of this selection and can request additional applications and permissions.
You can streamline onboarding by integrating your HRIS directly with AccessOwl. We support integrations with over 40 providers.
Once integrated, AccessOwl automatically receives the start date, name, email, and manager. New onboardings are announced in a private Slack channel to help you select the necessary apps and permissions. If someone takes over the onboarding process, the message updates to show who’s responsible.
Access Templates
Access Templates are preconfigured sets of tools and roles for specific job functions. A template is made up of Template Blocks, which could be a general set of tools for all employees or a specialized set for particular teams (e.g., Engineering).
AccessOwl Org Admins and HR can create or edit templates in the admin interface.
Template Blocks
A template is composed of multiple blocks. For example, a “General” block gives everyone certain basic permissions. You can include this block in other templates, like “Sales Manager” or “Engineering,” to keep your setups consistent.
Changes to a block take effect immediately for all templates using that block.
For instance, if you add “Notion” to the “General” block, all templates containing “General” will now grant Notion access to new hires.
When blocks contain conflicting permissions, AccessOwl resolves them using block order:
- Single-select roles (e.g., Admin vs. User) use “last writer wins”: the highest-priority block overrides the lower one.
- Multi-select roles are combined or merged from bottom to top.
So, if both “General” and “Sales Manager” blocks include a conflicting role, but “Sales Manager” is higher in order, the Sales Manager role will apply.
Best Practices for Using HRIS Integrations
AccessOwl’s integration with HRIS systems like BambooHR, HiBob, or Personio makes onboarding easier by automating account creation for new hires. Follow these steps to maximize efficiency:
-
Add User to HRIS
HR typically adds the new employee to the HRIS system before their first day to set up contracts, payroll, and other necessary details.You don’t need to include the HRIS itself in any AccessOwl templates. -
Receive Slack Notification
Once the user is added to the HRIS, AccessOwl automatically sends a Slack notification to the designated channel.
No manual action is required to initiate onboarding. -
Select an Access Template
HR or IT can respond to the Slack notification by selecting the appropriate access template and onboarding date.
This ensures the new hire receives the correct tools and permissions. -
Automated Provisioning
AccessOwl automatically provisions integrated apps like Google Workspace and Slack.
For apps without integration, respective admins are notified via Slack for manual setup. -
Onboarding Date
Provisioning begins on the scheduled onboarding date, ensuring everything is ready for the new hire’s first day.
FAQ
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