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.
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.
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.
For instance, if you add “Notion” to the “General” block, all templates containing “General” will now grant Notion access to new hires.
- 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.
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
Who selects applications and templates for onboarding?
Who selects applications and templates for onboarding?
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.
Note: Templates must be chosen manually, as AccessOwl does not currently auto-select templates based on department or role information from your HRIS.
Note: Templates must be chosen manually, as AccessOwl does not currently auto-select templates based on department or role information from your HRIS.
How do I onboard contractors or users not in HRIS?
How do I onboard contractors or users not in HRIS?
For users not listed in your HR system—such as contractors—simply provide their personal or external email during onboarding. AccessOwl will manage approvals and record-keeping in the same way as for regular employees, even if they are not added to your HRIS.
Can we restrict onboarding and offboarding permissions to HR only?
Can we restrict onboarding and offboarding permissions to HR only?
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.
How do scheduled onboardings work?
How do scheduled onboardings work?
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.
How do I onboard an employee who was previously offboarded?
How do I onboard an employee who was previously offboarded?
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.