Abstract teal ladybug pattern backdrop

Product · JML Management

Joiners ready on day one. Leavers off by end of day.

One note from HR runs the playbook: accounts, devices, and seats for a new hire, and everything removed when someone leaves.

Your onboarding, written as a playbook.

Describe how your team onboards in plain words and Cowork turns it into the procedure the agent follows: accounts, apps, device, and who signs off on what.

Home / Guides /Onboard a new employee

Onboard a new employee

Updated 22 hours ago · Written with Cowork

For the IT helpdesk and the agent: take a new-hire request from a hiring manager through to a working identity, the standard apps, and a laptop on the desk before day one.

Information needed

  1. 1.Legal name and preferred name, if different.
  2. 2.Department and role. The role sets the app baseline.
  3. 3.Manager. Defaults to the requester.
  4. 4.Start date and where to ship the laptop.

Approval

The hiring manager approves the laptop and any app outside the role baseline. Finance apps also need the Finance app owner.

Steps

  1. 1.Create the Okta account and add the role's groups.
  2. 2.Order the laptop from the standard catalogue.
  3. 3.Send the first-day guide to the manager.

Every step tracked on the ticket.

A new-hire request opens a ticket with the playbook's checklist on it. The agent works through what it can and marks each step with its evidence, so a technician sees exactly what is left.

TKT-4830In progress

New hire starting Monday: Bob Dylan, Finance

Requester Lena TranCategory Onboarding#it-help

ConversationActivityChecklist

Onboard a new employee

1 of 7 steps

  1. Confirm name, role, manager and start date

    From the request · 9:02

  2. Create the Okta account

  3. Add the Finance role groups

  4. Get the laptop approved by the hiring manager

  5. Order the laptop

  6. Send the first-day guide to the manager

  7. Hand over the laptop on day one

2 attachments· Manager notified

Approvals sent to the right person, automatically.

Steps that need a sign-off, like a laptop order or elevated access, go to the person the playbook names, in Slack, and the checklist moves on the moment they approve.

approvalsLena Tran

SkillsetAppToday at 9:05 AM

Bob Dylan starts in Finance on Monday. The playbook needs your OK on the laptop before I order it.

Device
MacBook Pro 14, 16 GB
Ship to
Austin office
Needed by
Mon, Nov 3
From
Onboarding playbook, step 4
ApproveDeny

TKT-4830 · Checklist

Order the laptop

Waiting on Lena Tran

Access always aligned with the role.

Each role carries its baseline of apps and groups. A joiner gets it on day one, a mover gets the new team's and loses the old, and a leaver loses all of it.

Bob Dylan

Financial analyst, Finance

JoinerMoverLeaver

Access · Day one

4 apps
  • Slack Granted
  • Google Workspace Granted
  • Workday Granted
  • EXExpense tool Granted

Finance baseline applied through Okta groups.

Who is starting Monday?