User Created via API: Onboarding Workflow

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

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

Lucidity Access

Lucidity HR

Lucidity Competency