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Onboarding workflow for self-registering users
Who is this article for?Users who want to learn more about onboarding for self-registering users.
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This article outlines a suggested onboarding workflow for entering new employees into Lucidity. This workflow is suitable when the user is required to self-register via Induction and will then be approved as an account in the rest of the system. You can download and adjust this page to suit specific business requirements.
1. Onboarding workflow for self-registering users
| Responsibility | Lucidity Module | Task | Notes | User Guide Links |
|---|---|---|---|---|
| 1. Business Decision | N/A | Communication provided to Contractor with instructions on how to self-register and complete training. | This can be managed by sending the communication to the Contracting company, who is then responsible for passing it onto their staff as required. Ensure comms include help numbers - subcontractors should not be contacting Lucidity for assistance. | Lucidity Contractor Onboarding Comms Pack |
| 2. Lucidity Admin | Induction | Ensure Company name is added and available for selection. | The company name can also be added in Access or Contractor. | Add New Company |
| 3. End User | Induction | Self-register and complete all required induction training. | Self-Registration and End User Guide | |
| 4. Business Decision | Induction | Track induction completion and follow up if not completed. | Could be managers, recruitment, HR, or training responsibility. | Induction Records |
| 5. End User | N/A | Commences work. | ||
| 6. Lucidity Admin | Induction | Convert user to HR. | Can only be done when all inductions are completed. | Convert & Approve User |
| 7. Lucidity Admin | Access | Add password, update username. | This step may not be required if auto-generation of password is enabled OR if users are using DOB and payroll to log into Competency only OR if users have an email address and can use the 'reset password' link. | Edit Users |
| 8. Lucidity Admin | Access | Assign Access profiles / apply scoping. | Suggest making the General User access profile default where relevant. Then there is only the need to assign roles for managers and above. | Assign Profiles and Define User Scoping |
| 9. Lucidity Admin | HR | Apply any additional required info to HR (job title, manager, USI number, etc.). | May not be a required step. If an integration with a external HR source is used, the possibility of duplicate profiles needs to be managed very carefully. | Edit People |
| 10. Lucidity Admin | Competency | Assign Competency roles as required. | Allocating users to a Role | |
| 11. Lucidity Admin | N/A | Send end user email with new URL and details for additional eLearning, InForm, Incident, etc. requirements. | Ensure there is a help contact number included and suggest a PDF or video with instructions. Alternatively, a direct link to Intranet where the instructions are stored could be used. Important to communicate that the Induction module is used for the very initial induction training only, Competency will be used for the rest of their work life cycle. | |
| 12. End User / Lucidity Admin | Competency | Self-ticket Management Workflow. | Optional. Full workflow in the user guide. Can be done prior to commencement if required. | Self-Ticket Management |
| 13. Lucidity Admin | Competency | Add any additional records for the user. | May be required pre-commencement. | Adding a Record |
| 14. Lucidity Admin | N/A | Provide any additional training to end user as required for additional modules they may require. | PDFs / videos / face-to-face sessions / Lucidity user guide options may be required. Alternatively, a direct link to Intranet where the instructions are stored could be used. | |
| 15. End User | Competency | Complete additional requirements. | Competency General User | |
| 16. Business Decision | Competency | Track additional completion requirements and follow up as needed. | Could be managers, HR, or training responsibility. Scheduled reports can be useful here. | My Emails |
| 17. End User | N/A | Advise Lucidity admin of any changes to user (termination, moved organisations, etc.). | VITAL that users are archived when they are terminated from the organisation. | |
| 18. Lucidity Admin | HR / Access | Update as required. | Edit and Archive People |