New Hire Onboarding in Lumos

Background

The problem

While we'd all like HR to push a button, sending confetti into the air and immediately provisioning your new employees with all the right software access they need, we know this is not the reality for many organizations. 😭

Some organizations live out of spreadsheets, going through checklists one by one to manually provision the new hire days before they start. 

Some organizations have some of their process automated behind their IdP, but still have to manually provision users access manually for certain apps that sit outside of their IdP. 

Some organizations struggle to make sure they get the right approvals for birthright access. 

Some organizations can't stay on top of whether the users were provisioned the right access, after they've asked their app owners to provision accounts for the new hires. 

Does this sound like you? 👀

The solution

Enter: Lumos New Hire Onboarding. 

We already have your apps, and we've got you covered for your employees' self-service access requests. Let us get in a little earlier, allowing you to trigger birthright rules to ensure your employees get the access they need from Day 1. 

So... how does this work?

Upon the creation of a new account in your User Sources (Okta, Google Workspace, etc.), your Lumos admins will get a notification in Slack alerting them of new users that have been detected (see📄 Importing User Sources)

If they are not actually new hires, you can click "Not a New Hire", which will stop reminding you to run an onboarding. Otherwise, you can click "Start Onboarding", which will take you to trigger an onboarding from the Users table:

Automated Onboarding

Within Lumos Settings, you'll be able to configure your Automated Onboarding policies. By default, this will be disabled, but when enabled, you can trigger your onboardings to run x days after Account Creation in Lumos. This will run at 9am ET/6am PT daily. 

If you have Start Date configured in your Source of Truth Settings, you can alternatively configure your Onboardings to run x days after Start Date in Lumos. Again, this will run at 9am ET/6am PT daily. 

Manual Onboarding

You'll be able to run onboarding on any accounts created in the last 30 days - these will be flagged as "New"!

When you have clicked "Start Onboarding, you'll see a modal pop-open with the data we've pulled from your Source of Truth settings, along with the rules that were applied and the access (apps/permissions) as part of those rules. 

When you click "Confirm and Run Rules", Lumos will trigger all the requests on your behalf and you can sit back and relax 🥳

Sounds great! How do I get started?

Well, you can't trigger onboarding if you don't have any rules! 😜

📄 How-To: Create an Onboarding Rule in Lumos 

FAQs

Can I trigger onboarding in bulk?

This is not supported today - you'll need to trigger onboarding individually.

Can multiple rules trigger for a particular user? 

Yes! Any rules with conditions that apply to your new hire will get triggered for New Hire Onboarding. 

Can I be notified when new hires are added to Lumos?

Yes, we will push a Slack notification to your Lumos admins, letting them know what accounts have been pulled in and we'll allow you to easily trigger onboarding for those new users. 

Will onboardings be logged somewhere?

Yes, we log the creation/deletion of rules in the Activity Log, and all triggered access requests will log as usual in the Activity Log/ITSM if you have it configured.