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Onboarding workflow when creating user profiles in HR
Who is this article for?Users who want to learn more about creating user profiles in HR.
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This article outlines a suggested onboarding workflow for entering new employees into Lucidity. This workflow is ideal when creating the user profile in HR is the best option. You can download and adjust this page to suit specific business requirements.
1. Onboarding workflow when creating user profiles in HR
| Responsibility | Lucidity Module | Task | Notes | User Guide Links |
|---|---|---|---|---|
| 1. Employee HR Team | N/A | New employee signs LOO. | This is typically a good point in the lifecycle to start. | |
| 2. HR Team | N/A | HR informs Lucidity admin of new starter. | This needs to occur several days prior to the start date to allow time for eLearning completion. | |
| 3. Lucidity Admin | HR | Create new user in Lucidity HR. | Notification email, home org unit, personal details, job title, manager etc. | Create People |
| 4. Lucidity Admin | Access | Add password, update username. | This step may not be required if auto generation of password is enabled, or if users use DOB and payroll to log into Competency only, or if users have an email address and can use the "reset password" link. | Edit Users |
| 5. Lucidity Admin | Access | Assign Access profiles / apply scoping. | Suggest making the General User access profile default where relevant. Assign roles for managers and above. | Assign Profiles and Define User Scoping |
| 6. Lucidity Admin | Competency | Assign Competency roles as required - only those relevant for pre-employment. | An 'All Employee' role, for example, could be set up as a default role. If no pre-employment induction is required, wait until the user is hired. | Allocating Users to a Role |
| 7. Lucidity Admin | N/A | Send end user email with login details and requirements. | Ensure there is a contact number included and suggest providing a PDF or video with instructions. | |
| 8. End User (no system email) | HR | Log in and change password, switch to Competency. | Recommended for security. Separate instructions needed for those with/without system emails. | HR General User |
| 9. End User (with system email) | Competency | Use the 'Forgotten Password' link to reset & log in. | Creating or Resetting Your Password | |
| 10. End User | Competency | Complete eLearning training. | Competency General User | |
| 11. Business Decision | Competency | Track induction completion and follow up if not completed. | Responsibility could fall on managers, recruitment, HR, or training. | Competency Records |
| 12. End User | N/A | Commences work. | ||
| 13. End User / Lucidity Admin | Competency | Self-ticket Management Workflow. | Optional. Full workflow in user guide. Can be done prior to commencement if required. | Self-Ticket Management |
| 14. Lucidity Admin | Competency | Add any additional records for the user. | May be required pre-commencement. | Adding a Record |
| 15. Lucidity Admin | N/A | Provide any additional training to end user as required for additional modules. | PDFs, videos, face-to-face sessions, or user guide links may be required. Alternatively, use a direct link to the intranet for instructions. | |
| 16. Lucidity Admin | Competency | Assign additional Competency roles as required. | Allocating Users to a Role | |
| 17. Business Decision | N/A | Advise end user of additional eLearning requirements. | Typically an internal communication process. | |
| 18. End User | Competency | Complete additional requirements. | Competency General User | |
| 19. Business Decision | Competency | Track additional completion requirements and follow up as needed. | Responsibility could fall on managers, HR, or training. Scheduled reports can be useful. | My Emails |
| 20. HR Team | N/A | Advise Lucidity admin of any user changes (e.g., termination, organisational moves). | VITAL that users are archived when they leave the organisation. | |
| 21. Lucidity Admin | HR / Access | Update user details as required. | Edit and Archive People |