End to End New User Onboarding

This article walks you through the new user onboarding process, from adding a new user to the end-user onboarding experience.

Adding a New User

Backend Resources for Hybrid Users 
The backend resources needed to run a Hybrid environment are not created until the user completes onboarding.
  1. Navigate to login.venn.com and sign in with valid credentials.
    You may be required to verify the sign in by completing the multi-factor authentication on your mobile device.
  2. Click Company admin or Manage > Company admin.
    Updated_CM.png
  3. Click User Dashboard in the sidebar.
  4. Click Add User.
  5. Enter the user's information and click Add users.
    • First name (ex: John)
    • Last name (ex: Doe)
    • Mobile number
      • This number is used to verify the user's identity, via SMS, during user onboarding.
      • This number is used for Self-Service password reset.
    • Email address 
      User Invitation is NOT Automated
      Workplace will not automatically send an invitation to a user. A Company Manager or MSP Partner will need to share the Signup Link with a new user using a communication method they prefer.
      • It is recommended to use the following template:
        • First Initial of first name + Last name + domain of email. (JDoe@domain.com)
        • If the domain of the email address has been configured in the Workplace portal, enter the user's email address (ex: Jdoe@workplaceeducation.com).
        • If the domain of the email address has not been configured in the Workplace portal, enter the UPN for the email address (ex: JDoe@education.os33.com)
          • See the Signup link section for the UPN domain.
    • You can add up to five (5) new users via the user form. To add an additional user, click Add another coworker.
    • To add more than five (5) users at one time, click Import users via CSV file.
    • Click Copy signup link to copy the the signup link to your clipboard and easily send it to multiple users via the communication method you prefer.  
      UserDash_1.png
  6. A summary of all added users will be displayed. 
    • Click Add more users to add additional users.
    • For a single user, you can click Copy invite to copy their onboarding details to your clipboard, which includes their new email address and the signup link. Send the details to the user via any communication method you prefer.  
    • Click Done to close the add user modal.
      UserDash_2.png
  7. If a user was added in error, company managers can revoke an invite. User invitations are automatically revoked after 30 days.

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New User Onboarding Experience

    1. Setting up Workplace begins with the user clicking the link you provided, in an email for example.
      Onboarding_email.png
      They are redirected to the Workplace web app splash screen. Here they are informed of the onboarding process, which takes approximately 10 minutes and will include installing Workplace on their computer, creating their Workplace account, and setting up Workplace for their mobile device.
    2. The user clicks Get started.

      Onboarding_step1_get_started.png
    3. The user enters their work email address and clicks Continue.
      Onboarding_step2_verify_email.png
    4. Workplace will send a verification code to their smartphone using the mobile number they provided to you. The user then enters the verification code and clicks Continue.
      Onboarding_step3_check_mobile.png
    5. The user confirms their name and clicks Continue.
      Onboarding_step4_confirm_name.png
    6. The user creates a Password and clicks Set password.

      Onboarding_step5_create_password.png
    7. The user enters their mobile number to get Workplace on their smartphone.
      Onboarding_step6_get_mobile_app.png
    8. The next screen describes how they will continue onboarding Workplace on their mobile device. 
      Onboarding_step8_mobile_app_2.png
  2. They will tap the SMS link on their mobile device, which automatically opens the App Store (iOS) or Google Play store (Android).

    iOS
    1. In the App Store, the user taps Get in the App Store. They might need to enter their Apple ID credentials to verify the download.
    2. The user taps Open to open Workplace.

      Onboarding_iOS_Tap_Open.png
    3. The user enters their Username (email address) and the Password that they just created, and they tap Sign In.
    4. The user taps Allow Notifications.
    5. The user then taps Creates Work pin and enables biometric authentication.

      Onboarding_iOS_step_2.png
    6. The next screen confirms that their mobile device was successfully linked to Workplace. They can then tap Continue to Workplace for iOS.
      Onboarding_step11_Success_Mobile.png
    Android
      1. In the Google Play store, the user taps Install.
      2. The user taps Open to open Workplace.

        Onboarding_Android_Tap_Install.png
      3. The user enters their Username (email address) and the Password they just created, and they tap Sign In.
      4. The user taps Got It to allow notifications.
      5. The user then taps Create PIN which is used only for Workplace.

        Onboarding_Android_step_2.png

  3. On the user's computer they will see the final onboarding steps. As long as their device is compliant, the user will see a final screen indicating that onboarding Workplace is complete. 

    Onboarding_completing_installation.png

Once the user onboarding is complete, the system automatically opens Workplace for Windows and Mac, where they're already signed in. The Launch page might display:

  • Web Apps: Any of the pre-configured web apps you assigned to the user and set as favorites will appear in the Starred apps & websites section.
  • Apps: Any of the pre-configured apps you assigned to the user and set as favorites will appear in the Starred apps & websites section.
  • Files: Company Folder and Personal Folder will appear in the Starred files and folders section.

Launch_Page_Windows_VDA_Essentials.png Launch_Page_Mac_VDA_Essentials.png

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