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Introduction

You can start employee onboarding in three ways: manually via Slack, via the web interface, or automatically via an HRIS integration:
To manually onboard an employee in Slack:
  1. Go to the AccessOwl home tab and click “Onboard New User”, or use /onboard.
  2. Enter the user’s name, email, manager, and the date to create the user accounts.
  3. Choose the applications and permissions the user needs. You can also select one access template.
The manager is notified of this selection and can request additional applications and permissions.
AccessOwl ensures that a Google Workspace or Office 365 email exists for the new hire before provisioning begins. If no email is found and neither service is part of the onboarding template, provisioning is paused. You can manually create the email, sync AccessOwl, and resume the onboarding process without delays.
If an application has mandatory objects configured, you must include them in the onboarding selection. If mandatory objects are missing, you’ll see a validation error listing the required roles/permissions.

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Onboarding Contractors and External Users

If you need to onboard a contractor, consultant, or any user who is not in your HRIS and does not share your organization’s email domain, you can create them as an external user in AccessOwl. Requesting access for an external user in Slack
1

Open Access Request in Slack

Go to the AccessOwl home tab in Slack and click Request/Change Access
2

Type the full email address

In the Access for field, type the full email address of the contractor, including their external domain. You will see a “Create [email you typed]” option appear. Select it to create the external user in AccessOwl only. The user will not be added to any of your directory workspaces
3

Select applications

Select one or more applications that you need for this user. You can also add them to applications that are not automated by AccessOwl, so you have a complete overview of their access
4

Submit the request

Click Next. The request will be processed like a regular access request
Having all contractor access tracked in AccessOwl gives you a centralized report view of who has access to what, which is useful for security reviews and compliance

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Access Templates

Access Templates define which applications and permissions a new hire receives based on their job role. Combined with an HRIS integration, they enable zero-touch onboarding-new employees automatically receive the right access without manual intervention. Key features:
  • Application bundles: Define which applications and permissions each role requires.
  • Auto-assignment rules: Automatically apply templates based on HRIS attributes (department, team, job title).
  • Conflict resolution: Configure attribute priority to handle overlapping permissions.
  • Simulator: Test which templates apply before actual onboarding.
See the Access Templates guide for setup instructions.

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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:
  1. 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.
  2. 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.
  3. Select Access Templates HR or IT can respond to the Slack notification by selecting the appropriate access templates and onboarding date. Alternatively, if you’ve configured auto-assignment rules, matching templates are applied automatically (zero-touch). This ensures the new hire receives the correct tools and permissions.
  4. 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.
  5. Onboarding Date
    Provisioning begins on the scheduled onboarding date, ensuring everything is ready for the new hire’s first day.

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FAQ

By default, HR or Org Admins select applications for new users. If you’d prefer managers to handle this task, you can adjust that in settings.For HRIS onboardings, templates can be auto-selected based on employee attributes if you configure auto-assignment rules.
Yes, AccessOwl can restrict permissions so that only HR can manage onboarding and offboarding processes. By default, both HR and Org Admins can perform these tasks.
During onboarding, you can set a specific provisioning date for granting access. Approvals are processed immediately, but accounts and permissions will only be activated on the date you select. This ensures everything is ready for the new hire’s first day.
If a user was offboarded previously, any new onboarding may fail. To resolve this, go to their profile in the admin interface and click the arrow icon next to the “Offboarded” status to reset the user.