User Created via Induction Self-Registration: Onboarding Workflow 2
The following is a suggested onboarding workflow for entering new employees into Lucidity. This workflow can be utilised when the user is required to self-register via Induction and will then be approved as an account in the rest of the system. This page can be downloaded (top right) and adjusted to suit specific business requirements.
# | Responsibility | Lucidity Module | Task | Notes | User Guide Links |
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1 | Business Decision | N/A | Communication provided to Contractor with instructions on how to self-register and complete training | This can be managed by sending the communication to the Contracting company, who is then responsible for passing onto their staff as required. Ensure comms include help numbers - subcontractors should not be contacting Lucidity for assistance | Lucidity Contractor Onboarding Comms Pack |
2 | Lucidity Admin | Induction | Ensure Company name is added and available for selection | The company name can also be added in Access or Contractor | |
3 | End User | Induction | Self-register and complete all required induction training |
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4 | Business Decision | Induction | Track induction completion and follow up if not completed | Could be managers, recruitment, HR or training responsibility | |
5 | End User | N/A | Commences work |
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6 | Lucidity Admin | Induction | Convert user to HR | Can only be done when all inductions completed | |
7 | 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 | |
8 | 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 | |
9 | Lucidity Admin | HR | Apply any additional required info to HR (job title, manager, USI number etc) | May not be a required step ** NOTE - if integration with an external HR source is used, the possibility of duplicate profiles needs to be managed very carefully | |
10 | Lucidity Admin | Competency | Assign Competency roles as required |
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11 | Lucidity Admin | N/A | Send end user email with new URL and details for additional eLearning, InForm, Incident etc requirements | Ensure there is a help contact number included and suggest a PDF or video with instructions. Alternatively a direct link to Intranet where the instructions are stored could be used. Important to communicate that Induction module is used for the very initial induction training only, Competency will be used for the rest of their work life cycle. |
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12 | End User / Lucidity Admin | Competency | Self-ticket Management Workflow | Optional. Full workflow in user guide. Can be done prior to commencement if required | |
13 | Lucidity Admin | Competency | Add any additional records for the user | May be required pre-commencement | |
14 | 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. |
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15 | End User | Competency | Complete additional requirements |
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16 | 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 | |
17 | End User | 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 |
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18 | Lucidity Admin | HR / Access | Update as required |
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Refer to the specific module user guide for full details: