User Created in HR: Onboarding Workflow

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.

#	Responsibility	Lucidity Module	Task	Notes	User Guide Links

#	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	Create People
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	Edit Users
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	Assign Profiles and Define User Scoping
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.	Allocating users to a Role
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	HR General User
9	End User - with system email	Competency	Use the 'Forgotten Password' link to reset & log in		Creating or Resetting Your Password
10	End User	Competency	Complete eLearning training		Competency General User
11	Business Decision	Competency	Track induction completion and follow up if not completed	Could be managers, recruitment, HR or training responsibility	Competency Records
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	Self-Ticket Management
14	Lucidity Admin	Competency	Add any additional records for the user	May be required pre-commencement	Adding a Record
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		Allocating users to a Role
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		Competency General User
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	My Emails
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		Edit and Archive People

Refer to the specific module user guide for full details:

Lucidity Access

Lucidity HR

Lucidity Competency