*IT01 - Employee Onboarding Process

Brandon Muncy

Feb 20, 2024

PEPPERPOINTE EMPLOYEE ONBOARDING

Google Suite- Google Admin Console

https://admin.google.com/

Create User Account

Login with an administrator account
On the left side of the dashboard select Directory > Users
Select Add new user
Enter the required information including employee’s name, primary email address (using the following naming convention John Smith [email protected])
Organizational unit should remain pepperpointe.com
Select Choose Password and create a temporary password for initial login. Ensure that you select to require user to change their password once they sign in
Select Add New User
You can preview and send the sign in information to the employee’s supervisor or select Done and provide sign in information to the supervisor directly
Create email signature
- Update the following template and email to the employee. Configure email signature in Gmail settings during employee systems training on Day 1

Full Name

Title

PepperPointe Partnerships

O: XXX.XXX.XXXX

105 Spruce Street Lexington, KY 40507

www.pepperpointe.com Follow Us: LinkedIn

Groups

Assign employee to appropriate email groups. Defer to direct supervisor for clarification. Standard groups include:
- All Users
- PepperPointe Staff
- Spruce Street Employees
- Specific department/team group- Leadership, Strategy, Operations, Finance, Insurance, HR, Marketing, IT, etc.
- Specific sub department groups- Bill Pay Team, Ops Support, Recruiting, Area Managers, etc.
From the Google Admin portal search for the user account at the top
Click on Groups
Select Add User to Groups
Begin searching for group by name or email address and select result
You may add more than one group at a time
Select Add
Ensure all selected groups populate in the user account. Note: It can take up to 10 minutes for all groups to populate

Assign Role (if applicable)

Select Admin Roles and Privledges under user’s account
Select appropriate role from the list
- For more information on each role, click the link associated with the role
Review and edit appropriate privileges

Update License

All PepperPointe employees should be assigned a Google Business license. By default, new users are assigned a Google Basic license.

Select Licenses under user’s account
Select the current license and choose Google Business from the dropdown menu
Select Save

Drive

Contact direct supervisor to provide necessary Drive access
Go to Google Drive (drive.google.com) and locate the appropriate Shared Drive or Folder
Right click file or folder and select Manage Members (Shared Drives) or Share (MyDrive)
Search user name and assign appropriate permissions
Ensure “Notify” is selected so user receives an email notification that you shared the item(s)
Select Share

Active Directory - Microsoft 365 Admin Center

Once you are logged in, on the left hand side of the screen there is a menu. From this menu, you will select Users and then Active Users.

Then you will select Add a User.

From here, you will complete the following information:
1. First Name
2. Last Name
3. Display name will populate itself after entering first and last name
4. Username (this will be the first of the user’s email address)
5. You can either leave the check box checked for Automatically create a password to have one generated for you or uncheck it to create one yourself.
6. Check the box for Require this user to change their password
Once this information is completed, select Next.
On this page you will select the license type that this user will need. This will most likely be Microsoft 365 F3.

Select that option and click Next to get to optional settings.
You will not need to do anything on this page.
Click next.
On this page verify that all the information is correct and if it is click on Finish Adding to save the user.

Webroot (update?)

Bloom Growth

Select your Account Name from the upper right corner of the dashboard
Select Manage Organization
Select Add User from the upper right corner
Enter name, email, and select the option for an email invitation
Search appropriate manager
Choose appropriate Permissions and Settings if applicable
Search for appropriate meetings. Defer to direct supervisor for clarification if necessary
Select Save
Employee will receive an email invitation

Asana

Contact direct supervisor for instruction on whether employee should have a license

Select Members on the left of the dashboard
Select Invite Members from the upper right corner
Choose to Invite with email
Select the appropriate team from the dropdown menu
Add to specific project(s) or leave blank
Enter email address
Select Send
Employee will receive an email invitation

DocuSign

Contact direct supervisor for instruction on whether employee should have a license

From dashboard, select Settings
On the left under Users and Groups select Users
Select Add a User
Enter email address and select Next
Enter required information along with Job Title and enter PepperPointe’s address along with employee’s phone number and select Next
Create a one time access code and select Next. Share the access code with the employee
Select permission profile. Choose from DS Admin, DS Sender, or DS Viewer. Most common selection will be DS Sender
Select Add User
User will receive an email invitation

Share appropriate Templates with the user:

Select Templates from the top of the dashboard
Locate the appropriate template and select the dropdown menu on the right of the line item
Select Share with Users
Select the user and click Share

Foxit

Contact direct supervisor for instruction on whether employee should have a Foxit license

Under User ID Management select Users
Select Invited Users
Select Invite Users on the right
Enter email address and select Assign License
Send
IT Support will install the Foxit software on the user’s computer

Cloud 9

Navigate to the appropriate URL (name.cloud9ortho.com)

Contact direct supervisor for instruction on whether employee should have access to Cloud 9

Select Edit
Select Setup from the top menu
Select Employees on the right
Select Add
Choose Employee Type
Enter first and last name
Employee Code - first initial of first name and first 3 letters of last name
Username- first initial and full last name (ex: jsmith)
Choose appropriate permissions or copy from existing employee in same role
Select Save
Share login information with employee

OrthoFi

Contact direct supervisor for instruction on whether employee should have access to OrthoFi

Select Team Management from the top menu
Select Add Team Member
Choose Role (typically Staff)
Enter email and name
Select Next
Select appropriate locations and choose Next
Select appropriate permissions and choose Next
Employee will receive an email invitation to create their account

​PEPPERPOINTE EMPLOYEE ONBOARDING