New Employee Onboarding

Onboarding new employees requires coordination and communication across multiple teams. In addition to documenting your process for further improvement, it's helpful to consider the process for onboarding a new employee from the perspectives of the Organization, the New Employee, and your IT Team. Be sure to reference the Glossary of Terms and Additional Details at the end of this article.

Organization Perspective

• 14-days prior to hiring, or earlier:
  • Send new employee Organization Welcome Message with what to expect content to their personal email address.
  • Determine (with new employee) what type of device they need from the choices listed in the Custom Online Apple Store Templates or an existing Mac.
  • Complete Ntiva New Hire Form.
  • Order device(s) from the Custom Online Apple Store. NOTE: If a custom device with specifications other than the standard options is required, then complete the Ntiva New Mac Form.
• Acceptance Letter is digitally signed. (KinHR, BambooHR, etc.)
• Start Organization Onboarding Checklist to track the onboarding of your new employee.
• Start Date: When the new employee arrives, give them their new Mac with the Get Started Sheet. 

New Employee Perspective

• Acceptance Letter is signed.
• Organization Welcome Message is received at my personal email address.
• Discuss with my ORG-REP, what device(s) will be ordered and what to expect.
• Prior to the start date, be on the lookout for for an invitation sent to my personal email address with instructions on setting up my business account at office.com.
• Start Date: Receive a new computer from my ORG-REP with Get Started Sheet:
1. Unbox and connect the device to the Guest Wi-Fi (SSID and PASSWORD).
2. Follow the onscreen instructions and create a Mac Account using my full name (FIRST LAST and first.last).
3. Open Safari and login to Office 365 at office.com to check company email for additional account setup and security video instructions. If I don’t know my office.com credentials, I will check my personal email inbox and junk folder. While I’m setting up my Additional Online Accounts, desktop software will be automatically installed in the background.
4. If I run into any technology challenges on day one, I can contact Ntiva.
5. Record passwords below. We’ll help you change them during the next Weekly Onboarding Meeting.
• Tuesday at 10 am, attend the (mandatory) Weekly Onboarding Meeting to learn more details about the ORG’s technology and security best practices.

IT Team Perspective

• New Hire Form is received. Support Request number is assigned, Checklist is started and scheduled for completion.
• The Apple Order Number is received and the device is assigned a Business Role (Standard, Creative, Video, etc.) to receive the appropriate Software and Security Policies.
• The Office 365 Account is created and an invite is sent to the employee’s personal email address.
• Additional Online Accounts are created and invitations are sent to the employee’s company email address.
• The new employee is added to our Onboarding Email Drip Campaign:
• Day 1: Welcome and what to expect.
• Day 5: Reminder about the importance of good security and communication.
• Day 10: Check-in and encouragement to open a support request for any technology-related issues.
• Present information and assist new employees during the Weekly Technology Onboarding Meeting. (Every Tuesday from 10 am to 11 am). This is also when we set up the Office 365 MFA and the JumpCloud sync with Office 365 and Google. NOTE: In some cases, a personal one-to-one meeting may be scheduled outside of this time.

Glossary of Terms and Additional Details

Apple order number: Orders placed through the ORG’s Custom Online Apple Store will generate an order number sent to support.forgetcomputers.com. This number is used to locate the devices ordered and place them in the correct Business Role.

Acceptance Letter

• LOCATION: BambooHR
• FROM: ORG-REP
• TO: New Employee

Additional online accounts: Based on the employee's role and the needs of the organization this may include any or all of the Software accounts listed at MyGlue/IT Glue.

Business role: Determined by the ORG and shared with Ntiva when the New Hire Form is submitted. Business Roles help determine what Software and Security Policies are assigned to a device.

Checklists: Checklists are internal to Ntiva and reference unique ORG needs located in MyGlue/IT Glue.

Custom Online Apple Store Templates

• LOCATION: ecommerce.apple.com
• DETAILS: The Templates are updated as needed through a collaborative effort between ORG and Ntiva. The Ntiva team has access to the Templates, but only specific people from the ORG have permission to buy.

Get Started Sheet

• LOCATION: Print PDF from BambooHR
• DETAILS: Tape to shrink-wrapped Mac box.

New Hire Form

• LOCATION: https://www.ntiva.com/apple-services-security-support/onandoffboarding
• DETAILS: Must be completed by ORG-REP.

New Mac Form

• LOCATION: https://www.ntiva.com/apple-services-security-support/new-mac-form
• DETAILS: Must be completed by ORG-REP.

Office 365

• LOCATION: Office.com
• DETAILS: Office 365 represents different things based on the license. However, it always involves the employee’s company email address and Multi-Factor Authentication (MFA) tied to their personal phone.

Onboarding Email Drip Campaign: A series of small digestible messages emailed to a new employee over several days that is intended to share helpful and critical information — related to technology use, support and security — without overwhelming them with too much information all at once.

Organization Onboarding Checklist

• LOCATION: BambooHR
• STARTED BY: ORG-REP

Organization Welcome Message

• LOCATION: BambooHR
• FROM: ORG-REP
• TO: New Employee

Software and Security Policies: Determine what gets automatically installed or enforced on a device.

Support requests: Visit https://www.ntiva.com/customer-support or submit via SupportMenu.

Weekly onboarding meeting

• LOCATION: Onsite at ORG-OFFICE or remotely via a Ntiva hosted Microsoft Teams Meeting.
• DETAILS: This is a time to ensure new employees have access to all of the ORG tools and resources  — and they are operating in a secure way with Security Awareness Training, MFA/2FA, and a good Password Manager.