The following is a suggested onboarding workflow for entering new employees into Lucidity. This workflow can be utilised when an API is utilised to create and manage user accounts. This page can be downloaded (top right) and adjusted to suit specific business requirements.
# | 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 | Creates user in HR system | This needs to occur several days prior to user start date to allow time for eLearning completion | |
3 | Auto Integration via API | Access / HR | Create new user in Lucidity Access | ||
4 | Lucidity Admin | HR | Set scheduled daily report to be advised of new users created overnight | There is a 'date created' field available or report could be generated from HR system | |
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 | HR | Apply any additional required info to HR not stored in original HR system (convert to person type CASUAL or SUBCONTRACTOR, USI etc) | May not be a required step | |
7 | 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. | |
8 | 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 | |
9 | 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 | |
10 | End User - with system email | Competency | Use the 'Forgotten Password' link to reset & log in | ||
11 | End User | Competency | Complete eLearning training | ||
12 | Business Decision | Competency | Track induction completion and follow up if not completed | Could be managers, recruitment, HR or training responsibility | |
13 | End User | N/A | Commences work | ||
14 | End User / Lucidity Admin | Competency | Self-ticket Management Workflow | Optional. Full workflow in user guide. Can be done prior to commencement if required | |
15 | Lucidity Admin | Competency | Add any additional records for the user | May be required pre-commencement | |
16 | 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. | |
17 | Lucidity Admin | Competency | Assign additional Competency roles as required | ||
18 | Business Decision | N/A | Advise end user of additional eLearning requirements | This is typically an internal communication process | |
19 | End User | Competency | Complete additional requirements | ||
20 | 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 | |
21 | API Integration | N/A | Updates to users made in source data (including termination) are copied into Lucidity automatically |
Refer to the specific module user guide for full details: