The following is a suggested onboarding workflow for entering new employees into Lucidity. This workflow can be utilised when creating the user profile in HR is the best option. This page can be downloaded (top right) and adjusted to suit specific business requirements.
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# | 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 user 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 | |
4 | 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 'reset password' link | |
5 | 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 | |
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 user is hired. | |
7 | Lucidity Admin | N/A | Send end user email with log in details and requirements | Ensure there is a contact number included and suggest a PDF or video with instructions is provided | |
8 | End User - with no system email | HR | Log in and change password, switch to Competency | This step may be skipped but is recommended for security. It will require 2 separate instructions 1 for those with system emails and 1 for those without | |
9 | End User - with system email | Competency | Use the 'Forgotten Password' link to reset & log in | ||
10 | End User | Competency | Complete eLearning training | ||
11 | Business Decision | Competency | Track induction completion and follow up if not completed | Could be managers, recruitment, HR or training responsibility | |
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 | |
14 | Lucidity Admin | Competency | Add any additional records for the user | May be required pre-commencement | |
15 | Lucidity Admin | N/A | Provide any additional training to end user as required for additional modules they may require | PDF's / videos / Face to Face / Lucidity user guide options may be required. Alternatively a direct link to Intranet where the instructions are stored could be used. | |
16 | Lucidity Admin | Competency | Assign additional Competency roles as required | ||
17 | Business Decision | N/A | Advise end user of additional eLearning requirements | This is typically an internal communication process | |
18 | End User | Competency | Complete additional requirements | ||
19 | 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 | |
20 | HR Team | 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 | |
21 | Lucidity Admin | HR / Access | Update as required |
Refer to the specific module user guide for full details: