New article
Recently updated
Onboarding workflow for creating user profiles in Access
Who is this article for?Users who want to learn more about onboarding for new employees.
No elevated permissions are required.
This article outlines a suggested onboarding workflow for entering new employees into Lucidity. This workflow is ideal when creating a user profile in Access.
1. Onboarding workflow for creating user profiles in Access
| 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 | Access | Create new user in Lucidity Access | Enter username, password, notification email, home org unit, etc. | Add New User |
| 4. 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 |
| 5. Lucidity Admin | HR | Apply additional required info to HR (e.g., job title, manager details) | May not be a required step | Edit People |
| 6. Lucidity Admin | Competency | Assign pre-employment Competency roles | Set up a default 'All Employee' 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 | Include a contact number and suggest 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 additional training to end user for other 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 completion of additional 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) | It is vital that users are archived when they leave the organisation | |
| 21. Lucidity Admin | HR / Access | Update user details as required | Edit and Archive People |